Privacy policy
1. Introduction
SmileLink is a digital platform designed to connect individuals seeking dental care with verified dental clinics and dental professionals. Our service facilitates discovery, communication, and coordination between patients and clinics, including inquiries about treatments, appointment requests, and the sharing of relevant information necessary to support informed decision making. SmileLink operates as a marketing, matchmaking, and communication platform and does not itself provide medical or dental treatment.
Protecting your privacy and personal data is a core principle of SmileLink. This Privacy Policy explains how we collect, use, store, share, and protect your personal information when you access or use our website, applications, or related services. It also explains your rights under applicable data protection laws and how you can exercise those rights.
By accessing or using SmileLink, you acknowledge that you have read and understood this Privacy Policy.
2. Scope of This Privacy Policy
This Privacy Policy applies to all users of the SmileLink platform, including visitors, prospective patients, registered users, and representatives of dental clinics. It covers personal data collected through our website, web applications, mobile interfaces, communication channels, and any other services operated by SmileLink.
SmileLink acts as a data controller for personal data processed in connection with the operation of the platform. Dental clinics act as independent data controllers with respect to personal data they process in connection with the provision of dental or medical services. This Privacy Policy does not apply to services provided directly by dental clinics, and SmileLink is not responsible for the privacy practices of clinics once a user engages with them outside the platform.
3. Personal Data We Collect
SmileLink collects personal data that you voluntarily provide as well as data that is collected automatically through your use of the platform. This may include identifying information such as your name, email address, phone number, country of residence, preferred language, and communication preferences. When you submit inquiries or requests to clinics, we may also process information related to your dental needs, treatment interests, or travel preferences, to the extent you choose to share such information.
We also collect technical and usage data automatically, including IP address, browser type, device information, operating system, referral URLs, pages viewed, timestamps, and interaction data. This information is used to ensure platform functionality, improve performance, detect misuse, and maintain security.
SmileLink does not intentionally collect sensitive health data beyond information that users voluntarily submit for the purpose of being matched with dental clinics. Any health-related information provided is processed solely to facilitate communication with clinics and is handled with heightened confidentiality and security safeguards.
4. How We Use Personal Data
SmileLink uses personal data to operate, maintain, and improve the platform. This includes enabling users to submit inquiries, connecting users with relevant dental clinics, facilitating communication between users and clinics, and providing customer support.
Personal data is also used to personalize user experience, analyze usage trends, enhance platform functionality, prevent fraud, ensure system integrity, and comply with legal and regulatory obligations. Where permitted by applicable law, SmileLink may send service-related communications, platform updates, or information relevant to your use of the service. Marketing communications are sent only where legally permitted and may be opted out of at any time.
5. Legal Bases for Processing (GDPR)
For users located in the European Economic Area, the United Kingdom, or Switzerland, SmileLink processes personal data based on one or more lawful bases under the General Data Protection Regulation. These include your consent, the necessity of processing for the performance of a contract or to take steps at your request prior to entering into a contract, compliance with legal obligations, and SmileLink’s legitimate interests in operating and improving the platform, provided those interests do not override your fundamental rights and freedoms.
Where processing is based on consent, you have the right to withdraw that consent at any time without affecting the lawfulness of processing carried out prior to withdrawal.
6. Data Sharing and Disclosure
SmileLink shares personal data only when necessary and in accordance with this Privacy Policy. Information submitted by users may be shared with dental clinics selected or matched through the platform, solely for the purpose of responding to inquiries, providing information, or arranging services requested by the user.
SmileLink may also share personal data with carefully selected third-party service providers that support our operations, such as hosting providers, analytics services, customer support platforms, and security vendors. These service providers are subject to contractual obligations requiring them to process personal data only on SmileLink’s documented instructions, to maintain confidentiality, and to implement appropriate technical and organizational security measures.
SmileLink remains responsible for personal data under its control, including data processed by service providers acting on its behalf.
Personal data may be disclosed where required by law, regulation, court order, or governmental authority, or where disclosure is necessary to protect the rights, property, or safety of SmileLink, our users, or others.
SmileLink does not sell personal data and does not engage in the sharing of personal information for cross-context behavioral advertising.
7. International Data Transfers
SmileLink operates internationally, and personal data may be transferred to and processed in countries outside your country of residence. Where such transfers involve personal data protected under GDPR or similar laws, SmileLink ensures that appropriate safeguards are in place, including the use of Standard Contractual Clauses approved by the European Commission or other legally recognized transfer mechanisms.
SmileLink takes reasonable steps to ensure that international data transfers provide a level of protection for personal data that is equivalent to that required under applicable data protection laws.
8. Data Security and Protection Measures
SmileLink implements appropriate technical and organizational measures designed to protect personal data against unauthorized access, loss, misuse, alteration, or disclosure. Data transmitted between users and the platform is protected using industry-standard transport encryption protocols. Sensitive personal data stored by SmileLink is encrypted at rest using industry-standard encryption methods.
Access to personal data is restricted through role-based access controls and is limited to authorized personnel and service providers who require access for legitimate business purposes. SmileLink applies the principle of least privilege and regularly reviews access permissions.
SmileLink maintains incident detection and response procedures designed to identify, assess, and mitigate potential data security incidents in a timely manner. While no system can be guaranteed to be completely secure, SmileLink is committed to maintaining a high standard of data protection.
9. Data Retention
SmileLink retains personal data only for as long as necessary to fulfill the purposes for which it was collected. Inquiry-related data is typically retained for a reasonable period following the last interaction to allow for follow-up, dispute resolution, and service improvement. Account-related data is retained for the duration of an active account and for a limited period thereafter, as required for legal, regulatory, or audit purposes.
When personal data is no longer required, it is securely deleted or anonymized in accordance with SmileLink’s data retention and disposal policies.
10. User Rights and Choices
Depending on your jurisdiction, you may have rights regarding your personal data, including the right to access, correct, delete, or restrict the processing of your personal data, the right to object to certain processing activities, and the right to receive a copy of your data in a portable format. Where processing is based on consent, you may withdraw that consent at any time.
California residents may have additional rights under the California Consumer Privacy Act and related laws, including the right to know what personal information is collected, the right to request deletion of personal information, and the right to limit the use of sensitive personal information where applicable. SmileLink will not discriminate against users for exercising their rights under applicable data protection laws.
Requests to exercise privacy rights may be submitted using the contact details provided below. To protect user privacy and security, SmileLink may require verification of identity before fulfilling certain requests.
11. Children and Minors
SmileLink is not intended for use by individuals under the age of 18. SmileLink does not knowingly collect personal data from minors. If SmileLink becomes aware that personal data of a minor has been collected without appropriate authorization, such data will be deleted promptly.
12. Cookies and Tracking Technologies
SmileLink uses cookies and similar technologies to support platform functionality, analyze usage, and improve user experience. Users may control the use of cookies through their browser settings or, where available, through cookie preference tools provided on the platform.
13. Third-Party Links
The SmileLink platform may contain links to third-party websites or services. SmileLink is not responsible for the privacy practices, content, or data handling of those third parties. Users are encouraged to review the privacy policies of any third-party services they choose to access.
14. Changes to This Privacy Policy
SmileLink may update this Privacy Policy from time to time to reflect changes in services, operational practices, or legal requirements. Updated versions will be posted on the platform with a revised effective date. Continued use of SmileLink following the publication of updates constitutes acceptance of the revised Privacy Policy.
15. Contact Information
If you have questions about this Privacy Policy, our data practices, or wish to exercise your rights, you may contact us at:
SmileLink
Email: [email protected]