Privacy Policy
This policy explains what information Eikeland ("Eikeland", "we") collects, why, and how it is handled. It covers the eikeland.ca website, the Nexus optical practice platform, the Eikeland assistant, and the third-party services you choose to connect to them (for example QuickBooks Online, Google, Microsoft, Zoho and Apple).
1. Who we are
Eikeland is a software company based in Calgary, Alberta. Questions about this policy go to [email protected].
2. What we collect
- Website: pages viewed and basic technical data (browser, approximate location from IP) for analytics, plus anything you submit through a contact or order form (name, email, phone, message).
- Nexus and the assistant: the business data you enter or connect: customer and appointment records, orders, invoices and receipts, email and calendar content from accounts you link, and the settings you choose. Clinical records in Nexus belong to the practice that operates it.
- Connected services: when you connect an account (QuickBooks Online, Google, Microsoft, Zoho, Apple), we store the access credentials that service issues (encrypted) and read or write only the data needed for the feature you asked for, such as reading an invoice email or creating a bill.
3. Why we use it
- To run the features you use: bookkeeping, email triage, scheduling, reminders, reporting.
- To respond to you and to provide support.
- To keep the systems secure and to fix problems.
We do not sell personal or business data, and we do not use it to build advertising profiles.
4. Where data lives
Nexus and the Eikeland assistant are self-hosted: data is stored on servers operated by Eikeland or by the practice that licenses the software, in Canada, not on a shared cloud platform. Artificial-intelligence features run on Eikeland-operated hardware by default. Where a feature sends content to an external AI or accounting service (for example to QuickBooks Online, or to a cloud model you have enabled), only the content needed for that request is sent.
5. Connected services
QuickBooks Online (Intuit): with your authorization we access your QuickBooks company to upload receipts and invoices, create bills or expenses you approve, and read transactions to answer your questions. Tokens are stored encrypted and can be revoked at any time from QuickBooks (Apps → Connected apps) or from the assistant's Connected Accounts page. We never share your accounting data with third parties.
Google: our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Gmail and Calendar data is used only to provide the features you enable (reading and drafting your email, reading and adding your events); it is not used for advertising, and it is not transferred to others except as needed to provide those features or as required by law.
Microsoft, Zoho, Apple: mailbox and calendar access is used in the same way and can be disconnected at any time.
6. Retention
Business records are kept for as long as you use the software and as required by Canadian tax and record-keeping law. Connected-account tokens are deleted when you disconnect the account. Website form submissions are kept for up to two years.
7. Security
Credentials and tokens are encrypted at rest. Access to servers is limited to Eikeland staff who need it. Connections use HTTPS. No system is perfectly secure; if we learn of a breach affecting your data we will tell you promptly.
8. Your rights
Under Alberta's Personal Information Protection Act and Canada's PIPEDA you may ask what personal information we hold about you, ask for corrections, or ask us to delete it. Email [email protected]. Practices that run Nexus are responsible for the personal information of their own patients and customers under the same laws.
9. Changes
We will post any changes to this page and update the effective date above.