Privacy

This covers both the MapSorix Care website and the MapSorix Care app. Find the section that describes you.

Last updated October 21, 2026

Who is responsible for what

MapSorix: MapSorix Innovations Inc. of Saskatoon makes and runs MapSorix Care. We are responsible for our website, for anything you send us, and for your MapSorix Care account, and we handle that information under the Personal Information Protection and Electronic Documents Act (PIPEDA).
Your care home: Your care home is responsible for its residents’ information. Under The Health Information Protection Act (HIPA), Saskatchewan’s health privacy law, the home is the trustee of its residents’ records, and MapSorix handles them on the home’s behalf as its information management service provider. We run the system on the home’s behalf and follow its instructions — we do not decide what is collected about a resident, who may see it, or how long it is kept. If your question is about a resident’s record, the home answers it.
Our Privacy Officer: Om Bhalani, Privacy Officer, MapSorix Innovations Inc., 231 Thakur St, Saskatoon SK S7W 0Z9 — care@mapsorix.com or (306) 400-1800. Please don’t include resident health information in your message.

If you are visiting our website

What the website collects: Only what you choose to send us. There are no cookies on our website, no analytics and no advertising trackers. Fonts and images load from our website only.
Your display choice: If you switch between light and dark mode, that choice is saved in your own browser so the site remembers it. It isn’t sent to us.
Server logs: Like any website, our hosting provider may keep short-term technical logs, such as IP addresses, to keep the site running and secure.
The Book a demo form: The form sends your name, your care home’s name, your email and message, and any phone number, town or bed count you add. It is stored on servers in Canada and seen only by MapSorix staff, who use it to reply to you and arrange a demo. Our email delivery service sends you a short note to say we received it. We keep enquiries for up to 24 months so we can follow up, then delete them. Please don’t send resident names or health information.

If you are buying MapSorix Care for a care home

The buy form: It sends your care home’s name, number of licensed beds, your name, email and phone, and how often you want to pay, to our servers in Canada.
Payment: Payment happens on our payment provider’s own secure page. They collect your card or bank details and your billing address, and we never see or store them. They work under their own privacy policy and store data outside Canada, including in the United States.
Invoices: We keep what we need for invoices and tax records for six years, as tax law requires.
Training and visits you book: When your home's administrator asks us for training or a visit in MapSorix Care, we keep what they ask for, the days that suit, a contact name and phone number, the address of a visit, any notes, and the quote, payment and booking. It never asks about a resident, and the notes must not name one. If you pay by Interac e-Transfer, your bank sends us the sender's name and email address with it. Your home's administrators and MapSorix can see the request, and we keep what we need for invoices and tax records for six years, as tax law requires.
The setup form: The form you complete afterwards asks about your home — its licence, beds, contacts and pharmacy. It never asks about a resident.
If your home stops using MapSorix Care: Your home’s administrators can download any resident’s whole record, or every resident’s at once, at any time, free. After cancelling, its staff have 30 days of free read-only access to download them; after that sign-in closes, and the Records Archive ($19 a month) keeps read-only access for all of its staff. We never delete records because a payment is missed or a subscription ends. Records are removed only when the home asks in writing, after its retention period: we remove them from MapSorix Care, the backups that still hold them expire within 35 days, and we confirm in writing. The audit trail of who did what is kept as part of the home’s record.

If you are a member of staff using the app

What MapSorix Care records about you: Your name, job role and which home or homes you work in. Your email address, if you sign in with one — your password is never visible to your home or to us. Your six-digit PIN, if you use a shared tablet, kept only in a scrambled form that cannot be turned back into the PIN. Everything you open, add, change, print or download, with your name and the time. Your clock-in and clock-out times, and any correction an administrator makes, with the reason.
The location check: If your home turns it on, MapSorix Care records how far you were from the home when you clock in or out on a phone or office computer. Only the distance is saved — never where you are at any other time, and never when you are off shift. Home tablets skip this check.
Why: Saskatchewan’s care home regulations require that care and medication records show who gave the care. The record of who opened what lets your home meet its duty to protect resident information, and lets it answer a resident who asks who has seen their record. Your home’s audit trail shows who changed, printed or downloaded what; MapSorix keeps the record of who opened what, and searches it when your home asks.
Who sees it: Administrators at your home see the audit record and your hours. Other staff see your name, your shifts and whether you are on duty — not your hours.
The confidentiality pledge: Before you can open any resident’s record, MapSorix Care asks you to agree to a pledge to keep residents’ information private, on a tablet too. Your agreement is kept with your name, the date and the version you agreed to, and your home’s administrators can see it. If the wording changes, you are asked again.
Alerts on your own phone or computer: If you are a nurse or administrator, you can choose to get urgent alerts from your home on your own phone or computer. If you do, we keep, in Canada with your home’s records, the address your browser gives us for notifications, the encryption keys for those notifications, a name you choose for the device, which alerts you chose, and when the last one was sent. Each alert is delivered through the notification service run by the maker of your browser or phone, which may be outside Canada. The notice is encrypted so that service cannot read it, and it says only “MapSorix Care” and one sentence naming the kind of alert and your home, never a resident’s name, room or health information. You can turn your alerts off at any time, and they stop when you no longer work at the home.

If you use the family page

What you can see: Your relative’s name and room, updates staff choose to share, and — if the home turns them on — upcoming appointments, the last 30 days of vital signs and photos staff share with an update, with the agreement of your relative or the person who decides for them. You do not see care notes, medications, diagnoses, incidents, staff information, or anything about any other resident.
How access works: An administrator gives you access after confirming you are entitled to it, and can end it at any time. Access pauses when your relative leaves the home, and an administrator gives it back only after confirming you are still entitled. Every visit is recorded, with your name and the time, so the home can answer your relative if they ask who has seen their information.
Notes and appointments you send: If the home turns it on, you can send the home a note about your relative, or tell it about an appointment you booked for them. It is kept with your relative’s records. The home’s nurses and administrators read it and mark it received, and answer by choosing a set reply, or by phone or with an update; nothing they type reaches the page. We email you when the home has answered, unless you turn that off, and, if you turn them on, send notices to your own phone or computer. Neither says anything about your relative or what you sent: only that your relative’s home answered, and which home. For anything urgent, call the home.
What we ask of you: Please don’t share your sign-in, and please don’t post or forward what you see. It is your relative’s health information.

If you work at a pharmacy that uses the pharmacy portal

What MapSorix Care records about you: Your name, your work email address, your pharmacy, and whether you manage its account. Everything you do in the portal, with the time: when you sign in, each home you open, each document you send, with a fingerprint of the file, and each step you take on a request, with any note you add. Which version of the pharmacy portal terms you accepted, and when. Your password is never visible to your pharmacy, the homes or us.
Why: To let you in and keep everyone else out; to show each home who at its pharmacy sent what and answered what, which the home’s own records must show; and to record the terms your pharmacy agreed to.
Who sees it: Each home your pharmacy is paired with sees what you did for that home, with your name. Your pharmacy’s managers see your name, your email address and whether you manage the account. MapSorix looks at it only to support your pharmacy or a home, or to look into a security problem.
How long it is kept: The homes’ records of what you did are kept with each home’s records, for as long as the home keeps them. If you leave, your manager removes you: your sign-in is turned off and your record is kept, marked removed, because the homes’ records of what you did refer to it. Someone removed before they ever signed in is deleted entirely.
What we ask of you: Open only what your work requires, and don’t share your sign-in. What homes send your pharmacy is residents’ health information, and your pharmacy is responsible for it under the pharmacy portal terms.

Things that apply to everyone

Where information is kept: In Canada, in data centres in Montréal, encrypted — and the nightly backups are kept there too. A few things are handled outside Canada. The email address you sign in with is held by our sign-in provider, which may store it outside Canada, including in the United States, along with any backup phone number you add for text-message codes and an identifier for each home you belong to. No resident name and no health information is held there. The service that delivers our account emails — password links, invitations, setup links, billing notices, replies to website enquiries, a note to a family member that the home has answered their message, and a weekly summary of what needs attention at a home, with counts only, to its administrators (they can turn it off) — also handles your email address outside Canada, including in the United States. Those emails never contain a resident’s name or health information. If staff turn on urgent alerts, or a family member turns on notices, on their own phone or computer, each one passes through the notification service of your browser or phone maker, which may be outside Canada; it is encrypted so that service cannot read it, and it carries no resident’s name or health information. The app also runs a bot check from our cloud provider, which reads signals from your browser outside Canada to confirm that requests come from the real MapSorix Care app. It receives no resident information. And our systems’ logs, which hold account and record numbers, times and internet addresses but no names or health information, are kept for 30 days in a location that may be outside Canada. Some of the companies we use, including the one that runs our data centres in Montréal, are owned by companies based outside Canada, and could be required by the laws of other countries to disclose information they hold, wherever it is kept.
Who else is involved: We use a cloud provider whose data centres in Montréal hold the hosting, the database and file storage, and which also runs sign-in, an email delivery service for account emails, and a payment provider for subscriptions. The cloud provider also runs the app’s bot check. Neither the email service nor the payment provider receives health information. We require written data protection terms from each of them. We will tell you who they are if you ask. Alerts and notices on a person’s own phone or computer are delivered through the notification service of their browser or phone maker, which receives no health information.
What we never do: No advertising, and nothing is sold or shared for marketing. No analytics or advertising trackers in the app; the only outside check is the bot check described above. We never use a home’s records for anything except running the service.
Cookies and what is kept in your browser: The website sets no cookies; it keeps only your light or dark display choice, in your own browser. The app keeps only what it needs to work. On an office computer, your sign-in lasts until you close the tab, and the app remembers which of your homes you last switched to; no care records are kept on the computer. On a care home’s enrolled tablet, the app also keeps the tablet’s enrolment, the code that finds your home on the sign-in screen, and a copy of the records the tablet has opened, so care can still be recorded during an internet outage. When an administrator removes the tablet from the home, it deletes that copy as soon as it next connects. Entries still waiting to be sent are noted with record numbers only, never names or health details. The bot check described above may keep its own cookie, for the same security purpose. None of this is used to track you or for advertising, and all of it is needed for the website and app to work and stay secure, so we don’t ask for cookie consent. If we ever add anything that isn’t needed, such as analytics, we will ask you first.
Keeping it safe: Two-step verification for administrators, nurses, family members and pharmacy staff. Every home’s records kept separate from every other home’s. Care records that cannot be quietly altered or deleted. A permanent log of who did what. Health services numbers encrypted separately and shown only with a stated reason.
If something goes wrong: If resident information is lost, stolen, or seen or shared without authority, we tell the home in writing within 48 hours of confirming it: what happened, which residents are affected, and what we have done. The home, as trustee, decides whether to tell the people affected and the Saskatchewan Information and Privacy Commissioner. HIPA does not require it, but the Commissioner recommends it, and we give the home whatever it needs to do so. If it involves information MapSorix is responsible for, such as your account or an enquiry you sent us, we tell you directly and report it to the Privacy Commissioner of Canada when there is a real risk of significant harm. We keep a record of every such incident.
Seeing and correcting your information: About a resident — ask the care home; it holds the record and answers the request. About you — ask your administrator if it is your staff record, or email care@mapsorix.com if it is about how MapSorix handles your information. If you are not satisfied with our answer, you can take it to the Saskatchewan Information and Privacy Commissioner, or to the Privacy Commissioner of Canada.
Corrections: Doses, vital signs, care notes and incident reports are never overwritten. A correction, or an edited note, is added beside the original, and anyone the home had given the earlier version to can be told about it.
Residents’ photos: A care home may add an identification photo of a resident to their record, only after the resident or their substitute decision-maker agrees, and only to identify the resident before a medication is given. It is shown to the home’s staff on screen. It is not printed, not put in a copy of the record, not shown to families, and not shown to MapSorix support when a home lets support look at its records. A photo staff share with a family update is separate: it needs the agreement of the resident or the person who decides for them, and the home can take it down at any time.
Email from us: We email you only about your account, your home’s subscription or your own enquiry; if you use the family page, to say the home has answered something you sent, unless you turn that off; if you work at a pharmacy, to say a home has sent your pharmacy something, if you turn that on, without saying which home, who or what; and, if you are one of a home’s administrators, a weekly summary of what needs attention at the home, which you can stop for yourself, or turn off for every administrator of the home. We send news or offers only if you ask for them, and every such email lets you unsubscribe in one click.
If MapSorix is sold: If MapSorix, or MapSorix Care on its own, is sold or merged, information moves only with the business, and whoever takes it on must keep the promises in this policy and in each home’s agreement. We will tell homes before it happens.
Changes: If we change this policy we post the new version with a new date, and email each home’s administrators and billing contact about any change that affects them. If a change materially affects staff, MapSorix Care asks each of them to read and agree to the staff confidentiality pledge again at their next sign-in. If it affects pharmacy staff, we email their pharmacy’s managers. If it affects families, we tell each home, which tells the families it has given access.
Questions: Contact care@mapsorix.com or call (306) 400-1800.