Privacy Policy

Mint Ops is a Canadian dental business services company operating under the legal name Continental Assets Ltd. We provide software, remote administration, marketing, recruitment, and transition consulting services to dental practices, hygienist practices, and denture clinics across Canada.

For the purposes of this Privacy Policy, Mint Ops is the organization accountable for the personal information it collects and processes.

The clinic is responsible for its patients' records; we act on its behalf under our agreement with it. Patients should contact their clinic first.

Our contact information for privacy matters is provided at the end of this document.

We collect personal information that you provide directly, that is collected automatically when you use our website, and that may be received from third parties in limited circumstances.

Information You Provide Directly

When you contact us through our website forms, request a demonstration, apply for employment, or otherwise engage with Mint Ops, we may collect your name, clinic or organization name, professional role or title, email address, phone number, practice address or general location, the content of your message or inquiry, and information about your software, staffing, or operational needs as you describe them.

Information Collected Automatically

When you visit mintops.ca, our web server records technical information automatically: your IP address, browser type and version, the pages you request, the referring URL, and your device type and operating system. We use it for website performance and security monitoring.

If you turn on analytics cookies, Google Analytics and Microsoft Clarity also collect information about your visit: your general location (worked out from your IP address), your device and browser, the pages you view and for how long, how you arrived, and what you click or tap, including our phone numbers. Microsoft Clarity also records mouse movement, clicks, taps and scrolling, which we can replay as a session recording and view as heatmaps. Clarity does not record what you type into form fields, and our forms load from GreenRope in a separate frame that these tools do not record. Section 8 explains each tool and how to turn them off.

Information from Third-Party Services

Our website uses GreenRope as a CRM and form management platform. When you submit a form on our website, your information is processed and stored through GreenRope's infrastructure. We do not purchase personal information from data brokers or third-party list vendors.

We collect and use personal information only for the purposes for which it was provided or for purposes that a reasonable person would consider appropriate given the context. These purposes include: responding to your inquiry or request, providing a product demonstration or consultation, delivering services you have contracted with us, processing and managing client or prospective client relationships in our CRM, sending follow-up communications directly related to your inquiry, improving the functionality and content of our website, and complying with legal obligations.

We do not use your personal information for automated decision-making that produces legal effects or similarly significant consequences without your knowledge and, where required, consent.

By submitting a form on our website, contacting us by email or phone, or otherwise providing your personal information, you consent to the collection, use, and disclosure of that information as described in this policy.

Where we wish to use your information for a purpose not identified at the time of collection (for example, to include you in a marketing communication), we will seek your consent before doing so.

Analytics and live chat cookies stay off until you turn them on in our cookie banner. You can change that choice at any time with the "Cookie settings" link at the bottom of every page.

You may withdraw consent at any time by contacting us using the information at the end of this policy. Withdrawal of consent may affect our ability to provide certain services to you.

We do not sell personal information. We do not share personal information with third parties for their own marketing purposes.

We may share personal information in the following limited circumstances:

Service Providers: We work with third-party service providers to operate our website and business, including GreenRope (CRM and forms), SE Ranking (the free SEO audit tool on our Marketing pages), Tawk.to (website live chat), Google (Google Tag Manager and Google Analytics), Microsoft (Microsoft Clarity), website hosting (Canspace), and other infrastructure providers. These providers access personal information only to perform services on our behalf and are contractually obligated to protect it. Google and Microsoft also handle the data their tools collect under their own privacy policies, described in section 8.

Processing Outside Canada: GreenRope, the platform behind every form on this website, is a United States company, and the information you submit through our forms is stored on infrastructure located in the United States. While it is held there it is subject to United States law and may be accessible to United States courts, law enforcement, and regulatory authorities under that law. The same applies to the free SEO audit on our Marketing pages, which runs on SE Ranking: the website address, keyword, name and email you enter are processed by SE Ranking outside Canada. SE Ranking passes your name and email to us so we can follow up about the results; you can opt out at any time. If you turn on analytics cookies, Google Analytics and Microsoft Clarity process information about your visit in the United States and in other countries where Google and Microsoft operate. More generally, where any service provider processes personal information outside Canada, that information is subject to the laws of the country in which it is held. We do not collect payment information or personal health information through this website.

Recruitment: We share your application with the clinic hiring for the role.

Clinic Listings: After you sign the confidentiality agreement, we share your inquiry with the seller.

Legal Requirements: We may disclose personal information when required by law, court order, or regulatory authority, or when we have a good-faith belief that disclosure is necessary to protect our rights, your safety, or the safety of others.

Business Transitions: In the event of a merger, acquisition, or sale of all or part of our assets, personal information may be transferred as part of that transaction. We will notify affected individuals as required by law.

We implement reasonable administrative, technical, and physical safeguards to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification.

Our website is hosted on a Canspace VPS with appropriate security configurations. Form data is transmitted via encrypted connections (HTTPS). Access to personal information within our CRM is restricted to Mint Ops team members who require it to do their work.

No method of electronic transmission or storage is completely secure. While we take these measures seriously, we cannot guarantee absolute security. In the event of a privacy breach that poses a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required by PIPEDA.

We retain personal information only for as long as is necessary for the purposes for which it was collected or as required by law. Retention periods reflect both PIPEDA requirements and any applicable provincial legislation.

Our current retention periods are:

Website inquiries and contact form submissions: 24 months from your last contact with us, unless you become a client, in which case client retention applies.

Client records: for the duration of the engagement and for seven years afterwards, which covers the CRA's six-year record-keeping requirement.

Recruitment and candidate submissions: 24 months from submission, so we can contact you about comparable roles. You can ask us to remove your information sooner.

Clinic listing and confidentiality-agreement inquiries: 24 months after the listing concludes.

Live chat transcripts: retained by our chat provider according to their retention settings, and not separately archived by us.

Website server logs: 90 days.

Google Analytics: 14 months.

Microsoft Clarity: session recordings for 30 days. Microsoft keeps heatmaps, recordings we mark as favourites and a random sample of recordings for up to 9 months.

Your cookie preference is stored in your own browser and is never transmitted to or stored on our servers.

You can ask us to delete your personal information at any time, and we will do so within 30 days unless we are legally required to keep it. Where we are required to keep it, we will tell you why and for how long.

Cookies are small text files stored on your device. Our website uses them in three categories. Essential cookies are always on. The other two stay off until you turn them on.

Essential

The site needs these to work. They include your cookie choice, which is stored in your own browser and is never sent to our servers.

Analytics

When you turn this category on, our website loads Google Tag Manager, which then loads the two tools below. They set first-party and third-party cookies and use similar technologies. We do not use advertising or remarketing cookies on this website.

Google Analytics shows us how many people visit, which pages they use, how they arrived, and which links they click, including our phone numbers. To learn how Google uses information from sites that use its services, visit https://policies.google.com/technologies/partner-sites. You can also block Google Analytics with Google's browser add-on at https://tools.google.com/dlpage/gaoptout.

We use Microsoft Clarity to capture how you use and interact with our website through behavioural metrics, heatmaps and session replay, so we can improve our website and services. Clarity captures website usage data using first-party and third-party cookies and other tracking technologies, and we also use this information for site optimization and for fraud and security purposes. Clarity does not record what you type into form fields. For more information about how Microsoft collects and uses your data, visit the Microsoft Privacy Statement at https://www.microsoft.com/privacy/privacystatement.

Live chat

Our live chat window is provided by Tawk.to and sets its own cookies. It loads only when you turn this category on.

Changing your choice

Use the "Cookie settings" link at the bottom of every page to turn any category on or off at any time. When you turn a category off, we delete the cookies its tools set on mintops.ca and reload the page, and those tools stop loading. Cookies that Google, Microsoft or Tawk.to set on their own domains stay until you clear them in your browser settings.

You can also block or delete cookies in your browser settings. Blocking essential cookies may stop parts of the site from working.

Our website contains links to third-party websites, including GreenRope (client portal at maxident.greenrope.com), Amazon (book link), and social media platforms. This Privacy Policy does not apply to those websites. We encourage you to review the privacy policies of any third-party websites you visit.

You have the right to: request access to the personal information we hold about you; request correction of inaccurate or incomplete information; withdraw consent to the collection and use of your information, subject to legal and contractual limitations; and request that we delete your information, subject to our legal obligations to retain it.

To exercise any of these rights, please contact us using the information below. We will respond within 30 days.

We may update this Privacy Policy from time to time. When we do, we will revise the "Last Updated" date at the top of this document. Material changes will be communicated through a notice on our website. Continued use of our website after any changes constitutes your acceptance of the revised policy.

Our Privacy Officer is Alex Zlatin, Chief Executive Officer. He is accountable for Mint Ops' compliance with this policy and is the person to contact about access, correction, deletion, or a complaint.

Mint Ops (Continental Assets Ltd.) Attention: Privacy Officer 4-1761 Wellington Ave, Winnipeg, MB R3H 0G1 1-800-663-7199 info@mintops.ca mintops.ca

If you are not satisfied with our response, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada at www.priv.gc.ca or, if applicable, your provincial privacy commissioner.