Privacy Policy

Effective Date: January 1st 2026

SmileViz, LLC ("SmileViz," "we," "us," or "our") respects your privacy and is committed to protecting it through this Privacy Policy. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you access or use the SmileViz website, web application, and related services (collectively, the "Services").

This Privacy Policy applies to dental professionals, dental practices, their authorized staff, and patients who receive SmileViz simulations through a dental practice.

1. Who We Are and Our Role

SmileViz provides an AI-powered dental simulation platform used by dental practices to generate visual simulations of potential treatment outcomes.

For patient-related data:

• The dental practice is the data controller
• SmileViz acts solely as a data processor
• SmileViz does not determine treatment decisions and does not provide clinical diagnoses

2. Information We Collect

A. Information Provided by Dental Practices

We collect information provided directly by dental practices and authorized users, including:

• Name, email address, phone number
• Practice name and business contact information
• User roles and permissions
• Account credentials
• Billing and subscription details (payment information is processed by third-party payment processors and is not stored by SmileViz)

B. Patient-Related Information Submitted by Practices

Dental practices may upload or generate patient-related information, including:

• Dental photographs and images
• AI-generated dental simulations
• Treatment descriptions or annotations submitted by the practice

SmileViz does not collect patient information directly from patients.

C. Automatically Collected Information

When you use the Services, we may automatically collect:

• IP address
• Device type and browser information
• Operating system
• Usage data and interaction logs
• Cookies and similar tracking technologies

3. How We Use Information

We use the information we collect to:

• Provide, operate, and maintain the SmileViz platform
• Generate dental simulations requested by dental practices
• Manage accounts, subscriptions, and billing
• Provide customer support
• Improve platform performance and reliability
• Monitor security, prevent fraud, and enforce our terms
• Comply with legal and regulatory obligations

Patient images and simulations are used only to provide the requested simulation services.

4. AI and Image Processing

SmileViz uses artificial intelligence models to process dental images and generate visual simulations.

• Images are processed only at the direction of the dental practice
• Images are not used to identify individuals
• Images are not sold, licensed, or used for advertising
• Patient data is not used to train public or consumer AI models
• Any service improvement or analytics use only aggregated and de-identified data

5. Data Sharing and Disclosure

We do not sell personal data.

We may share information only with trusted third parties necessary to operate our Services, including:

• Cloud infrastructure and hosting providers
• Payment processors
• Email and notification service providers
• Analytics and monitoring providers
• Security and compliance vendors

All third parties are contractually required to safeguard information and use it only for authorized purposes.

We may also disclose information:

• To comply with legal obligations
• To protect the rights, safety, or property of SmileViz, users, or others
• In connection with a business transaction such as a merger or acquisition

6. HIPAA and Healthcare Use

SmileViz is designed to support dental practices in healthcare environments.

• Dental practices are responsible for obtaining patient consent and complying with applicable healthcare laws
• SmileViz acts as a service provider and data processor
• A Business Associate Agreement (BAA) may be made available upon request where applicable
• Nothing in this Privacy Policy constitutes medical advice or replaces professional clinical judgment

7. Data Retention

We retain information only for as long as necessary to:

• Provide the Services
• Comply with legal and contractual obligations
• Resolve disputes
• Enforce agreements

Patient images and simulations are retained according to the dental practice's account settings and may be deleted upon request or account termination, subject to backup and legal retention requirements.

8. Security Measures

SmileViz implements administrative, technical, and organizational safeguards designed to protect information, including:

• Encryption in transit and at rest
• Role-based access controls
• Secure authentication
• Monitoring and logging

No system is completely secure, and we cannot guarantee absolute security.

9. Your Rights and Choices

Depending on your location, you may have rights to:

• Access or update your information
• Request deletion of information
• Opt out of marketing communications

California residents may have additional rights under the California Consumer Privacy Act (CCPA).

Requests can be submitted using the contact information below.

10. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Enable essential functionality
• Analyze usage and improve performance

You can manage cookie preferences through your browser settings.

11. Children's Privacy

SmileViz is not intended for use by children under 13. We do not knowingly collect personal information directly from children.

12. International Data Transfers

SmileViz operates in the United States. If you access the Services from outside the United States, your information may be transferred to and processed in the United States.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised effective date. Continued use of the Services constitutes acceptance of the updated policy.

14. Contact Us

If you have questions about this Privacy Policy or our privacy practices, contact us at:

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