Privacy Policy

Version: 2.0 • Effective: July 7, 2026

This Privacy Policy explains how ClientMate (“we”, “us”, or “our”) collects, uses, stores, and protects personal information when you use the ClientMate platform and its associated services (collectively, the “Services”).

1. Information We Collect

a) Account Information

Name
Email address
Business name
Business address
Business phone number
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

Depending on the features you use, ClientMate may collect information submitted directly by your clients through booking pages, intake forms, order forms, or other customer-facing interfaces.

c) Communications Data (Email & SMS)

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

Message content is processed only as necessary to provide requested communication services. We do not sell or use it for third-party advertising.

d) Payment Information

Payments are processed by third-party payment providers. 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
Administrative actions, audit logs, and system events may be recorded to maintain security, investigate issues, and provide account history.

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. Integrations

a) Forms

If you choose to integrate Google Forms or other supported intake services., ClientMate may access and process submitted form information to allow you to view and manage all order details on your dashboard. We will never use form information for advertising or unrelated purposes.

b) Google Calendar

If you choose to connect Google Calendar, ClientMate may access and process calendar information solely for the purpose of synchronizing appointments, preventing scheduling conflicts, and providing requested scheduling features. We do not use calendar information for advertising or unrelated purposes.

4. 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.

5. Data Sharing

We do not sell or rent personal information to third parties. We share information only in these circumstances:

a) Service Providers

We use trusted service providers including cloud hosting, authentication, payment processing, email delivery, SMS delivery, analytics, and 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.

6. 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.

7. 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.

Retention periods vary depending on the type of information and the Services used.

8. 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.

9. 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.

10. Cookies & Tracking

We may use cookies or similar technologies for

authentication
security
maintaining sessions
enabling core functionality

You can manage cookies via your browser settings.

11. 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.

12. 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.

13. Contact

Questions? We will respond to applicable privacy requests within a reasonable period as required by law.
ClientMate
Email: info@clientmate.ca
Website: https://clientmate.ca