Title: Privacy Policy
Last updated: November 24, 2025

1. Introduction

This Privacy Policy explains how MDware Software Inc. (“MDware”, “we”, “us” or “our”) collects, uses, discloses, and protects personal information when you:

• Visit or interact with our website (the “Site”)
  
  
• Fill out forms on the Site (such as “Request a Demo” or “Contact Us”)
  
  
• Engage with our marketing communications
  
  
• Interact with us as a prospective or current customer, partner, or vendor
  
  

This Privacy Policy covers our activities in Canada and the United States. It does not replace the terms of any written agreements you may have with MDware (for example, software subscription agreements or other contracts relating to our products and services). If there is a conflict between this Privacy Policy and a contract you have with MDware, the contract will generally prevail.

By using our Site or providing personal information to us, you acknowledge that you have read and understood this Privacy Policy.

Note: This policy describes our website and marketing practices. If you are a customer using MDware software, the handling of data within the product is also governed by your customer agreement and any applicable data protection or confidentiality terms.

2. Who we are

MDware Software Inc. is a Canadian software company headquartered at:

MDware Software Inc.
1788 Drew Rd
Mississauga, ON
Canada

You can contact us about privacy matters at support@mdware.com.

3. Scope of this Privacy Policy

This Privacy Policy applies to personal information we collect:

• Through our Site and related online properties that link to this policy
  
  
• Through emails, live chat, forms, and other communication channels with our sales, support, or marketing teams
  
  

This Privacy Policy does not apply to:

• Third-party websites, services, or platforms that may be linked from our Site
  
  
• How our customers use MDware software to collect or manage data about their own clients or patients
  
  
• Information relating to MDware employees, job applicants, or contractors (covered by separate policies)
  
  

If you are an end user or client of an MDware customer, please contact that customer directly regarding your data, as they are typically the controller/primary organization responsible for your information in that context.

4. Personal information we collect

The personal information we collect depends on how you interact with us.

(a) Information you provide to us

You may provide personal information when you:

• Request a demo or more information
  
  
• Fill out forms on the Site (e.g., contact forms, newsletter sign-ups)
  
  
• Use live chat to speak with our team
  
  
• Respond to surveys or marketing campaigns
  
  
• Communicate with us by email, phone, or meetings
  
  

This may include:

• Name
  
  
• Business email address and phone number
  
  
• Job title and role
  
  
• Company or clinic name
  
  
• Business address or location
  
  
• Information about your needs or interests (e.g., what you’re looking for in a software solution)
  
  
• Any other information you choose to provide in free-form fields
  
  

(b) Information collected automatically

When you visit our Site, we automatically collect certain information using cookies and similar technologies (see our Cookie Policy for more details). This may include:

• IP address and approximate location (e.g., city or region)
  
  
• Device type, operating system, and browser type/version
  
  
• Pages you visit and how long you spend on them
  
  
• Links you click and actions you take on the Site
  
  
• Referring URLs and campaign parameters (e.g., if you came from an ad or email)
  
  

We use tools such as Google Analytics 4, Meta Pixel, LinkedIn Insight Tag, HubSpot, and live chat tracking to help us understand usage and improve our Site and marketing.

(c) Information from third parties

We may receive information about you from:

• Marketing and advertising platforms (e.g., interactions with our ads or emails)
  
  
• Social networks (e.g., LinkedIn, if you interact with our content or ads)
  
  
• Partners and referrers who introduce you to MDware
  
  
• Publicly available sources, such as professional profiles
  
  

We use this information to maintain accurate records, understand our audience, and communicate with potential or existing customers more effectively.

5. How we use personal information

We use personal information for the following purposes:

1. To operate and improve our Site
   
   
   • Providing and maintaining the Site
     
     
   • Monitoring performance and diagnosing technical issues
     
     
   • Analyzing how visitors use the Site so we can improve design and content
     
     
2. To respond to inquiries and provide information
   
   
   • Responding to demo requests and questions
     
     
   • Providing information about our products, services, pricing, and implementation
     
     
3. To conduct marketing and sales activities
   
   
   • Sending newsletters, product updates, and promotional emails (where permitted by law)
     
     
   • Personalizing content, emails, and ads based on your interests
     
     
   • Running remarketing/retargeting campaigns on platforms like Meta (Facebook) and LinkedIn
     
     
   • Measuring and improving the effectiveness of our marketing campaigns
     
     
4. To manage our business relationships
   
   
   • Creating and managing customer and prospect records in our CRM
     
     
   • Coordinating with partners and service providers
     
     
   • Planning and forecasting our sales and support needs
     
     
5. To ensure security and compliance
   
   
   • Detecting and preventing fraud, abuse, or security incidents
     
     
   • Enforcing our terms and protecting our rights and property
     
     
   • Complying with legal and regulatory obligations in Canada and the United States
     
     

We process personal information as permitted by applicable law, including where:

• You have given your consent (for example, to receive certain marketing communications or to accept non-essential cookies)
  
  
• The processing is necessary to respond to your requests or to take steps at your request before entering into a contract
  
  
• We have a legitimate interest in operating and improving our Site and promoting our services to business customers, and that interest is not overridden by your privacy rights
  
  
• We are required to comply with legal obligations
  
  

6. How we share personal information

We do not sell personal information as the term is commonly understood (i.e., we are not a data broker). We may share personal information with:

1. Service providers and vendors
   We work with third parties who help us operate our business and the Site, including:
   
   
   • Hosting and infrastructure providers
     
     
   • Analytics providers (e.g., Google Analytics)
     
     
   • Marketing and advertising platforms (e.g., Meta, LinkedIn)
     
     
   • CRM and email platforms (e.g., HubSpot)
     
     
   • Live chat providers
     
     
   • Professional advisors (e.g., legal, accounting)
     
     
2. These service providers are allowed to use personal information only to perform services on our behalf and under appropriate safeguards.
   
   
3. Business partners
   We may share limited business contact information with referral partners or integration partners where it is appropriate to support joint customer opportunities or integrations, in compliance with applicable law.
   
   
4. Legal and regulatory purposes
   We may disclose personal information if we believe it is reasonably necessary to:
   
   
   • Comply with applicable laws, regulations, or legal processes
     
     
   • Respond to lawful requests from public authorities
     
     
   • Protect the rights, property, or safety of MDware, our users, or others
     
     
5. Business transactions
   In the event of a merger, acquisition, financing, or sale of all or part of our business or assets, personal information may be transferred to the new owner or its advisors as part of the transaction, subject to appropriate confidentiality and privacy protections.
   
   

7. International data transfers

Our systems and some of our service providers may be located in, or may access data from, jurisdictions outside the one where you reside, including Canada and the United States.

By using our Site or providing information to us, you understand that your personal information may be transferred to and processed in these jurisdictions, which may have different data protection laws than your home jurisdiction. We take reasonable steps to ensure that any such transfers comply with applicable laws and that your information remains protected.

8. Data retention

We retain personal information for as long as reasonably necessary to:

• Fulfill the purposes described in this Privacy Policy
  
  
• Provide our services and maintain business relationships
  
  
• Comply with legal, accounting, or reporting obligations
  
  
• Resolve disputes and enforce our agreements
  
  

Retention periods vary based on the type of information and the context in which it was collected. When personal information is no longer needed, we will take reasonable steps to delete it or de-identify it in accordance with applicable laws and our internal policies.

9. Security

We take reasonable and appropriate technical and organizational measures to help protect personal information from loss, misuse, and unauthorized access, disclosure, alteration, or destruction. These measures may include:

• Access controls and role-based permissions
  
  
• Secure transmission (e.g., HTTPS) where appropriate
  
  
• Monitoring and logging for unusual or unauthorized access
  
  

However, no method of transmission or storage is completely secure. While we strive to protect personal information, we cannot guarantee absolute security.

10. Your rights and choices

Your rights may vary depending on where you live, but generally may include:

• Access and correction: You can request access to personal information we hold about you and request that we correct inaccurate or incomplete information.
  
  
• Deletion: In some circumstances, you may request that we delete personal information, subject to legal or contractual obligations to retain it.
  
  
• Restriction or objection: You may have the right to request that we restrict certain processing or object to certain uses of your information (for example, direct marketing).
  
  
• Marketing preferences: You can opt out of marketing emails at any time by using the “unsubscribe” link in our emails or by contacting us.
  
  

Residents of some U.S. states may have additional rights under state privacy laws (for example, rights to know, access, or delete certain personal information). We will honor applicable rights requests in line with the laws that apply to you.

To exercise your rights, please contact us at support@mdware.com. We may need to verify your identity before fulfilling your request.

If you are in Canada and have concerns about our privacy practices, you may also contact the Office of the Privacy Commissioner of Canada or the applicable provincial privacy regulator. In the United States, you may contact your state attorney general or other relevant regulator.

11. Cookies and tracking technologies

We use cookies and similar technologies on our Site for analytics, functionality, and advertising. For more information about the types of cookies we use and how to manage your preferences, please review our Cookie Policy.

You can also adjust your browser settings to block or delete cookies, or use the preference tools we provide (where available).

12. Marketing communications

If you sign up for our newsletter, request resources, or otherwise opt-in, we may send you marketing communications about MDware, including product updates, educational content, and promotional offers.

You can opt out of marketing emails at any time by:

• Clicking the “unsubscribe” link in the email, or
  
  
• Contacting us at support@mdware.com
  
  

Even if you opt out of marketing communications, we may still send you non-marketing messages that are relevant to your relationship with us (for example, administrative or service-related messages).

13. Third-party websites and services

Our Site may contain links to third-party websites, content, or services that we do not own or control (for example, social media platforms or partner websites).

We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information or using their services.

14. Children’s privacy

Our Site and services are intended for business users and are not directed to children. We do not knowingly collect personal information from children under the age of 16. If you believe a child has provided us with personal information, please contact us at support@mdware.com, and we will take appropriate steps to delete the information.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, or legal requirements. When we do, we will update the “Last updated” date at the top of this page. In some cases, we may provide additional notice (such as by email or a notice on the Site).

Your continued use of the Site after an updated Privacy Policy is posted indicates that you have read and understood the changes.

16. How to contact us

If you have any questions, concerns, or requests related to this Privacy Policy or our privacy practices, you can contact us at:

MDware Software Inc.
1788 Drew Rd
Mississauga, ON
Canada

Email: support@mdware.com
Phone: (905) 362-4363