Maple Copilot Inc – Terms and Conditions of Use

Last Updated: 04/09/2025

Maple Copilot Incorporated (“Maple Copilot,” “we,” “our,” or “us”) is a company based in Toronto, Ontario, Canada. These Terms of Use (“Agreement,” “Terms”) govern your access to and use of the Maple Copilot Clinical Decision Support platform, including its websites, mobile applications, content, data, documentation, information, applications, products, services, software, and solutions (collectively, the “Licensed Materials” or “Platform”).

By accessing or using the Licensed Materials, you agree to be bound by this Agreement. If you do not agree, you are not permitted to access or use the Licensed Materials.

SECTION A: NON-PROFESSIONAL USERS

(“Professional Users” are clinicians, pharmacists, trainees/students in health professions, or personnel of providers, payers, academic medical institutions, healthcare advisors, or similar.)

1. License

Subject to full compliance with this Agreement, Maple Copilot grants you a limited, non-exclusive, non-transferable, non-sublicensable, revocable license to access and use the Licensed Materials for personal, educational, and informational non-commercial use only. If your access is provided through a healthcare provider or institution (“Healthcare Provider”), you may only use the Licensed Materials as instructed by your Healthcare Provider and subject to any applicable agreement between Maple Copilot and that Healthcare Provider.

2.⁠ ⁠Ownership

All rights, title, and interest in and to the Licensed Materials, including all intellectual property rights, are owned by Maple Copilot and its licensors. You have no ownership rights. Your rights are limited to the license expressly granted in this Agreement.

3. Prohibited Uses

Unless expressly authorized in writing, you may not:

  • permit access to the Licensed Materials by third parties;

  • distribute, transmit, publish, or commercially exploit any Licensed Materials;

  • share usernames, passwords, or credentials;

  • circumvent access controls or security;

  • copy, download, upload, or extract Licensed Materials except as expressly permitted;

  • modify, reverse engineer, decompile, disassemble, or create derivative works;

  • use the Licensed Materials to train or input into AI/ML systems or data-mining systems (Maple Copilot expressly opts out of such uses under applicable laws, including the EU Copyright Directive);

  • sublicense, sell, rent, lease, or transfer the Licensed Materials;

  • use Licensed Materials to develop competing products or services;

  • alter or remove copyright, disclaimers, timestamps, or other notices.

4.⁠ Third-Party Content

Users must not upload proprietary or subscription-based third-party content (e.g., journals, subscription databases). If such content is pasted, Maple Copilot will disregard it and regenerate outputs using its own models and publicly available Canadian guidelines. Maple Copilot does not store, reproduce, or train on proprietary text.

5. No Medical Advice

Maple Copilot is not a healthcare provider and does not practice medicine. Licensed Materials are general educational information, not medical or professional advice. They must not substitute for consultation with a healthcare provider. In emergencies, call 911 (Canada/US) or your local emergency number.

6.⁠ ⁠Term and Termination

Your license lasts for the period of valid access. Maple Copilot may suspend or terminate access immediately for breach, non-payment (if applicable), or security risks.

7.⁠ ⁠No Transfer

You may not assign, sublicense, transfer, or share your license or credentials

8.⁠ ⁠Government Rights

If Licensed Materials are acquired by government entities, they are provided as “commercial items” subject to these Terms.

9.⁠ ⁠Disclaimer

Licensed Materials are provided “as is” and “as available.” Maple Copilot disclaims all warranties, including accuracy, completeness, fitness for purpose, merchantability, and non-infringement.

10.⁠ ⁠Limitation of Liability

To the fullest extent permitted by law, Maple Copilot and its affiliates, licensors, and suppliers are not liable for indirect, incidental, consequential, punitive, or special damages. Total liability shall not exceed the greater of (a) fees paid by you to Maple Copilot in the 12 months preceding the claim, or (b) USD $100.

11.⁠ ⁠Privacy and Data Protection

Use of Licensed Materials is subject to Maple Copilot’s Privacy Policy.

  • Canada: Maple Copilot complies with PHIPA and PIPEDA.

  • United States: Maple Copilot complies with HIPAA where a valid BAA is in place.

  • Globally: Maple Copilot will comply with GDPR/UK GDPR and applicable laws before deployment.

SECTION B: PROFESSIONAL USERS

1. Purpose of the Platform

Maple Copilot is an AI-enabled clinical reasoning and documentation assistant. It generates draft documentation (SOAP notes, CPPs, AIMEE, referrals, audit modules, IDCTs) aligned with Canadian guidelines. It is intended only as a support tool for healthcare professionals and not a substitute for independent clinical judgment.

2. Professional Responsibility and Disclaimers

  • Physicians remain solely responsible for all diagnoses, treatments, and patient communications.

  • Maple Copilot does not provide medical advice to patients and does not create a physician–patient relationship.

  • All outputs must be reviewed, edited, and approved before entry into the medical record, in accordance with CPSO standards.

  • Physicians remain accountable under CMPA principles.

3. Licence

Professional Users receive a limited, non-exclusive, revocable license to use Licensed Materials in their professional capacity, and ma

4. Prohibited Uses

Professional Users are prohibited from:

  • bulk downloading or extracting Licensed Materials;

  • using Licensed Materials for clinical decision-making without exercising professional judgment;

  • incorporating Licensed Materials into EMRs or third-party products without authorization.

5. Privacy, Data Protection, and Storage

  • Custody and Control: PHI remains under the physician’s custody and control; Maple Copilot acts as a service provider.

  • Privacy-by-Design Auto-Deletion: Draft outputs are generated in session and automatically deleted once copied to the EMR or session closed.

  • Cross-Border Data: If PHI is processed outside Ontario/Canada, users will be notified and protections applied.

  • Legal Frameworks:

    • Canada: PHIPA/PIPEDA compliance.

    • U.S.: HIPAA compliance with BAAs.

    • EU: No deployment until GDPR compliance established.

SECTION C: GENERAL TERMS

Feedback

If you provide feedback, you grant Maple Copilot a perpetual, worldwide, royalty-free license to use it without restriction.

Subscription and Payment

Access requires a valid subscription. Free trials or promotions may be modified or revoked. Non-payment may result in suspension.

Security Obligations

Maple Copilot employs encryption and access controls. Users are responsible for securing their devices and notifying Maple Copilot of breaches.

Governing Law and Venue

  • Canada users: Laws of Ontario and Canada; venue in Toronto, Ontario.

  • U.S. users: Laws of New York; venue in New York County, NY.

  • Global users: Laws of England and Wales; venue in London, UK.

Indemnification

Users agree to indemnify Maple Copilot for claims arising from their use, breaches, or patient claims tied to use of Platform outputs.

Entire Agreement

These Terms, together with the Maple Copilot Privacy Policy and any applicable Master Agreement, form the entire agreement.

Contact Information

Maple Copilot Incorporated

admin@maplecopilot.com