ClientMate

client-mate.ca

Privacy Policy

Version: 1.0 • Effective: December 17, 2025

This Privacy Policy explains how [ClientMate Legal Name] (“we”, “us”, or “our”) collects, uses, stores, and protects personal information when you use ClientMate and ClockWise (the “Services”).

1. Information We Collect

a) Account Information

  • Name
  • Email address
  • Organization or business name
  • User role within an organization
  • Authentication details (via secure identity providers)

b) Client & End-User Information (Data You Provide)

When you use the Services to manage your business, you may upload or enter information about your clients, such as:

  • Names
  • Contact details (email address, phone number)
  • Appointment, attendance, or session details
  • Check-in / check-out timestamps
  • Notification preferences

c) Communications Data (Email & SMS)

  • Recipient contact details and delivery metadata
  • Message timestamps and delivery status
  • Message content, if required to send the message

We do not sell message content or use it for third-party advertising.

d) Payment Information

Payments are processed by third-party payment providers (such as Stripe). We do not store full card numbers. We may store:

  • Billing contact details
  • Subscription status and plan information
  • Transaction identifiers and limited payment metadata

e) Technical & Usage Data

  • IP address
  • Device/browser information
  • Log files and timestamps
  • Feature usage and performance metrics

2. How We Use Information

We use personal information to:

  • Provide, operate, and maintain the Services
  • Authenticate users and manage accounts
  • Send service-related messages and system notifications
  • Deliver SMS/email communications on your behalf
  • Process subscriptions and payments
  • Improve reliability, security, and features
  • Comply with legal obligations

3. Consent & Your Responsibilities

If you use ClientMate/ClockWise to contact clients, you are responsible for obtaining lawful consent from recipients and complying with applicable laws (including Canada’s Anti-Spam Legislation (CASL) and applicable privacy requirements).

We act as a service provider processing communications at your direction.

4. Data Sharing

We share information only in these circumstances:

a) Service Providers

We use trusted providers for infrastructure, authentication, payments, SMS/email delivery, and analytics/monitoring. These providers may access information only to perform services for us.

b) Legal Requirements

We may disclose information if required to comply with laws, legal processes, or lawful requests, or to protect the rights, safety, and security of users and the Services.

c) Business Transfers

If we are involved in a merger, acquisition, or sale of assets, data may be transferred as part of that transaction.

5. Data Storage & Security

We use reasonable administrative, technical, and physical safeguards to protect information, including encryption in transit and access controls. No system is perfectly secure, but we take protection seriously.

6. Data Retention

We retain information as long as needed to provide the Services, comply with legal obligations, resolve disputes, and enforce agreements. You may request deletion, subject to applicable legal requirements.

7. International Data Transfers

Your information may be stored or processed in Canada or other jurisdictions where our providers operate. By using the Services, you consent to these transfers.

8. Your Rights

Depending on your location and applicable laws, you may have the right to request access, correction, or deletion of personal information. Contact us using the details below.

9. Cookies & Tracking

We may use cookies or similar technologies to maintain sessions, enable core functionality, and understand usage patterns. You can manage cookies via your browser settings.

10. Children’s Privacy

ClientMate is designed for use by businesses, educators, and service providers. The Services may be used to manage information relating to minors only where such information is provided and managed by an authorized adult or organization, and in compliance with applicable privacy and child-protection laws.

ClientMate does not knowingly collect personal information directly from children without appropriate authorization or consent from a parent, guardian, or responsible organization.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Material changes will be communicated in the Services or by email. Continued use after changes means you accept the updated Policy.

12. Contact

Questions about these Terms? Contact us:
ClientMate
Email: clientmate.ca@gmail.com
Website: https://client-mate.ca