Terms of Service
Last updated: December 2025
These Terms of Service ("Terms") govern your access to and use of MapleOffice, a deterministic workforce presence and front-office management platform provided by FLW Connect Technologies ("we", "us", "our"). By accessing or using MapleOffice, you agree to be bound by these Terms and our incorporated policies.
1. Service Scope and "No-AI" Commitment
MapleOffice is a rules-driven automation system. We provide this service with a specific commitment: Customer Data is never used to train artificial intelligence or machine learning models.
All "Copilot" or automation features described in the service are strictly deterministic and rule-based. We do not deploy "black box" algorithms that make non-auditable decisions about your workforce or visitors.
For Microsoft 365 tenant connections, the approved publisher is FLW CONNECT TECHNOLOGY – MapleOffice integration.
2. Incorporated Policies
Your use of MapleOffice is also subject to the following policies, which are incorporated by reference into these Terms:
- Privacy Policy
- Data Residency Statement (Canadian Data Sovereignty by Design)
- SSO & Subprocessors Policy
3. Fair Use & Platform Policies
Data Retention Policy (Automated Deletion)
To maintain privacy and security standards, system logs are automatically aged out:
- Essentials: 15 Days (Transient privacy).
- Professional: 60 Days (Quarterly review cycle).
- Enterprise: 365 Days (Corporate liability statutes).
- Institutional: 730 Days / 2 Years (Long-term governance).
High-Volume Media Storage
Enterprise plans include storage for High-Resolution Photos and Video Greetings. Fair Use: Up to 50GB of media storage per location is included. Locations exceeding this (e.g., extensive historical photo archiving) may require a custom storage add-on.
Emergency Report Reliability
Our "Emergency Report" feature is designed for zero reliance on SMS delivery. In an emergency, Fire Wardens must use the Staff Dashboard (Web) via cellular data or WiFi to view the live "Who is In" list. This is architecturally faster and more accurate than SMS-based polling.
Unlimited Users & Fair Use Policy
1. Location-Based Licensing
Each subscription covers one physical location (single address, building, or clearly defined floor) with one reception or emergency report point. Multiple buildings, campuses, or distinct entry points require separate location licenses.
2. Unlimited Users (What It Means)
“Unlimited Users” means we do not charge per person or per seat. You may add as many human users as needed for normal business operations at that location.
3. Fair Use & Platform Protection
Unlimited Users is subject to Fair Use based on system usage, not headcount. Excessive activity (e.g., unusually high check-ins, uploads, or database activity far beyond a typical business environment) may be flagged to protect platform stability.
4. If Usage Exceeds Fair Use
If a location consistently exceeds standard usage thresholds, we may require an upgrade to additional location licenses or a custom/enterprise plan designed for higher traffic and dedicated infrastructure.
5. Our Right to Act
We reserve the right to monitor usage, apply Fair Use limits, and recommend plan changes to ensure reliable service for all customers.
3. Acceptable Use
You agree to use MapleOffice only for lawful business purposes. You must not:
- Reverse engineer the deterministic logic or source code of the platform.
- Use the service to store sensitive data (like medical records or payment info) that the platform is not designed to handle.
- Attempt to bypass our Single Sign-On (SSO) or security controls.
4. Organization Control
The "Organization" (your company) retains ownership of all presence data and visitor logs. Admin users have full control to export data or delete their Organization. We act as a data processor acting on your instructions.
5. Subscriptions and Liability
Fees: Paid subscriptions are billed in advance. Failure to pay may result in service suspension.
Limitation of Liability: MapleOffice is provided "as is". To the maximum extent permitted by Canadian law, our liability is limited to the amount you paid for the service in the 12 months preceding any claim. We are not liable for indirect damages or business interruption.
6. Updates to Terms
We may update these Terms. If a revision reduces your rights, we will notify you (e.g., via email to the Admin). Continued use after the effective date represents your acceptance.
Contact
For legal inquiries, please contact:
support@mapleoffice.ca