Privacy Policy

1.Introduction

Scan Smile App is a dental and orthodontic image review and communication platform designed to help dental professionals, orthodontic teams and patients manage image-based progress records more efficiently.

This Privacy Policy explains how we collect, use, store and protect personal information when you use our website, mobile application, web portal or related services.

For the purpose of this Privacy Policy, “Scan Smile App”, “we”, “us” or “our” refers to the operator of Scan Smile App.

If you do not agree with this Privacy Policy, you should not use our website, app or services.

2.Important Medical Disclaimer

Scan Smile App is designed to support dental professionals with image organisation, visual comparison, communication and review workflows.

Scan Smile App does not replace a dentist, orthodontist, clinician or other qualified healthcare professional. The app does not provide independent medical, dental or orthodontic diagnosis, treatment planning or emergency advice.

Any information, visual comparison, image flag, scan review, AI-assisted observation or system output should be reviewed by a qualified dental professional before any clinical decision is made.

Patients should always follow the advice of their dentist, orthodontist or healthcare provider.

3.Information We Collect

Account Information

This may include:

• Name
• Email address
• Phone number
• Practice or clinic name
• Job role
• Login details
• Account preferences

Patient Information

Where a dental practice, orthodontic practice or clinician uses the platform with patients, the information uploaded may include:

• Patient name
• Patient contact details
• Date of birth or age
• Patient reference or ID
• Appointment or treatment-related notes
• Dental or orthodontic images
• Intraoral, facial or smile images
• Scan history
• Progress images over time
• Messages or communications between patient and practice

Image and Scan Data

The app may collect and process images uploaded by users, patients, clinicians or practice staff. These images may include dental, orthodontic, facial or smile-related photographs.

These images may be used to:

• Store patient image records
• Allow visual comparison over time
• Support clinician review
• Improve image organisation
• Help practices communicate with patients
• Identify whether an image is clear enough for review
• Support non-diagnostic visual workflow tools

Technical Information

We may automatically collect technical information such as:

• Device type
• Browser type
• Operating system
• IP address
• App version
• Login activity
• Date and time of access
• Error logs
• Usage activity within the app or portal

Payment Information

If payments are processed through the platform, payment information may be handled by third-party payment providers. We do not normally store full card details ourselves.

4.Special Category Health Data

Dental images, orthodontic images and related treatment information may be considered health data or special category personal data under applicable data protection laws.

We only process this type of information where there is a valid lawful basis, such as:

• The patient has provided consent
• The dental practice has obtained consent
• Processing is necessary to provide the requested service
• Processing is required for healthcare-related administration
• Processing is necessary for legal, security or regulatory purposes

Dental practices using Scan Smile App are responsible for ensuring they have appropriate patient consent and lawful authority before uploading patient data to the platform.

5.How We Use Information

We may use personal information to:

• Provide access to the Scan Smile App platform
• Create and manage user accounts
• Allow dental or orthodontic teams to upload, view and manage patient images
• Support image comparison and progress review workflows
• Enable communication between patients and practices
• Maintain patient image records for practice use
• Improve platform functionality and reliability
• Provide customer support
• Monitor security and prevent misuse
• Comply with legal and regulatory obligations
• Send service-related notifications

We do not use patient images to make final clinical decisions. Clinical responsibility remains with the relevant dentist, orthodontist or healthcare professional.

6.AI-Assisted and Automated Processing

Scan Smile App may use software, automation or AI-assisted tools to help organise, process, compare or present image-based information.

These tools are intended to support review workflows only. They are not intended to provide final diagnosis, treatment recommendations, automated orthodontic movement decisions or clinical treatment planning.

Any AI-assisted output, visual comparison, image flag or scan-related result may be incomplete, inaccurate or affected by image quality, lighting, angle, patient positioning, device quality or other factors.

Users should not rely solely on any app-generated output. All outputs must be reviewed by a qualified dental professional before being used for any clinical purpose.

7.No Liability for Incorrect Images, Scans or Outputs

Users are responsible for ensuring that images and scans uploaded to the platform are accurate, clear and suitable for review.

Scan Smile App is not responsible for:

• Incorrectly taken images
• Poor quality scans
• Blurred, incomplete or misleading images
• Incorrect patient positioning
• Incorrect use of the app
• Missed changes due to poor image quality
• Errors in uploaded information
• Clinical decisions made without professional review
• Any reliance on app-generated outputs without clinician confirmation

The platform is a support tool and should not be used as the sole basis for diagnosis, treatment, emergency care or clinical decision-making.

8.How We Share Information

We may share information with:

• Dental or orthodontic practices using the platform
• Authorised clinicians and practice staff
• Patients or their authorised representatives
• Technology providers who help us operate the app
• Cloud hosting providers
• Email, messaging or notification providers
• Payment processors
• Analytics or error monitoring providers
• Legal, regulatory or law enforcement bodies where required

We only share information where necessary to provide the service, operate the platform, meet legal obligations or protect the security of users and data.

9.Third-Party Service Providers

We may use third-party service providers to host, store, process or transmit data. These may include providers for:

• Cloud hosting
• Database storage
• App hosting
• Email delivery
• SMS or notification services
• Payment processing
• Analytics
• Error monitoring
• Security monitoring

Where third-party providers process personal data on our behalf, we aim to ensure appropriate data protection arrangements are in place.

10.Data Storage and Security

We take reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration or disclosure.

These measures may include:

• Secure cloud hosting
• Access controls
• Authentication systems
• Encryption where appropriate
• Restricted staff access
• Monitoring and logging
• Regular security reviews

However, no system can be guaranteed to be completely secure. Users are responsible for keeping login credentials confidential and for ensuring that their own devices are secure.

11.Data Retention

We keep personal data only for as long as necessary for the purposes described in this Privacy Policy, unless a longer retention period is required by law, regulation, contract or legitimate business need.

Patient images and related records may be retained for as long as the relevant dental practice requires them for clinical, administrative or legal purposes.

Where a practice terminates its use of Scan Smile App, we may delete, return or archive data in accordance with our agreement with that practice and applicable law.

12.Patient Consent and Practice Responsibility

Where a dental or orthodontic practice uses Scan Smile App with patients, the practice is responsible for:

• Informing patients how their data will be used
• Obtaining appropriate consent
• Explaining that images may be uploaded to a digital platform
• Ensuring patient data is accurate
• Managing clinical records appropriately
• Responding to patient data protection requests where applicable
• Ensuring only authorised staff access patient information

Scan Smile App acts as a technology provider and does not replace the practice’s own legal, clinical or data protection responsibilities.

13.Children and Young Patients

Scan Smile App may be used in connection with orthodontic or dental treatment for children or young patients.

Where the patient is under the age required by applicable law to provide consent, consent must be provided by a parent, guardian or authorised adult.

Dental practices are responsible for ensuring appropriate consent is obtained before uploading images or personal information relating to children.

14.International Data Transfers

Some of our technology providers may process or store information outside your country of residence.

Where personal data is transferred internationally, we aim to ensure appropriate safeguards are used, such as contractual protections or other lawful transfer mechanisms.

15.Your Data Protection Rights

Depending on your location and applicable law, you may have rights including:

• The right to access your personal data
• The right to correct inaccurate information
• The right to request deletion of your information
• The right to restrict processing
• The right to object to processing
• The right to data portability
• The right to withdraw consent
• The right to complain to a data protection authority

If your data was uploaded by a dental or orthodontic practice, we may need to direct your request to that practice, as they may be the data controller responsible for your patient record.

16.Marketing Communications

We may send marketing communications to business users, practices or prospective customers where permitted by law.

You can opt out of marketing emails at any time by using the unsubscribe link or contacting us directly.

Service-related emails, such as security notices, account updates or important platform messages, may still be sent where necessary.

17.Cookies and Tracking

Our website may use cookies and similar technologies to:

• Operate the website
• Understand website performance
• Improve user experience
• Analyse traffic
• Support security
• Remember user preferences

Where required, we will ask for consent before using non-essential cookies.

18.App Store and Google Play Privacy Disclosures

When Scan Smile App is made available through the Apple App Store or Google Play Store, we may be required to provide privacy and data safety information to those platforms.

These disclosures may include information about:

• Types of data collected
• Whether data is linked to the user
• Whether data is shared with third parties
• Security practices
• Data deletion options
• Health-related data handling

The privacy information shown on the App Store or Google Play should be read together with this Privacy Policy.

19.Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

When we make changes, we will update the “Last updated” date at the top of this page. Significant changes may also be notified through the website, app or email where appropriate.

20.Contact Us

If you have any questions about this Privacy Policy or how your data is handled, please contact us: