Privacy Policy

This Privacy Policy explains how MapleOffice, a product of FLW Connect Technologies (“we,” “us,” “our”), collects, uses, and protects personal information. We are committed to transparency and building a deterministic, auditable platform you can trust.

Information We Collect

We collect information in the following ways:

Note: When signing in via Microsoft 365, you will be asked to consent to FLW CONNECT TECHNOLOGY (publisher) – MapleOffice integration.

• Account and Profile Information such as name, email address, and organization details when users sign up or are moved by an admin.
• Presence and Workspace Information such as status updates, in/out times, team assignments, and configuration data.
• Visitor Information when your organization uses MapleOffice to manage visitors, including check-in logs and pass details.
• Technical and Usage Data including IP address and browser type, used solely for security monitoring and product improvement.

No Use of Customer Data for AI Training

MapleOffice does not use customer data (including visitor logs, employee presence, or profile data) to train artificial intelligence or machine learning models. All "Copilot" automation features are deterministic and rule-based.

Data Storage and Canadian Sovereignty

Primary data is stored within the northamerica-northeast1 (Montréal) and northamerica-northeast2 (Toronto) regions. We ensure data residency within Canada by design for core customer data.

For more details, please see our Data Residency.

Subprocessors and Data Sharing

We do not sell personal information. We share data only with authorized infrastructure providers necessary to deliver the service (e.g., Google Cloud).

For a full list of authorized providers, please see our SSO & Subprocessors.

Security

We implement industry-standard encryption (AES-256) for data at rest and TLS for data in transit. Access to production data is strictly restricted to authorized engineering personnel on a need-to-know basis.

Data Retention

We retain personal information only for as long as necessary to provide the service or as required by law. Organizations can configure their own data retention policies for visitor logs to ensure compliance with local regulations.

Your Rights

Subject to applicable laws (such as PIPEDA or GDPR), you may have the right to access, correct, or delete your personal information. Please contact your organization's administrator or our support team to exercise these rights.

Contact

If you have any questions about this policy, please contact our Data Protection Officer at:
support@mapleoffice.ca