Privacy Policy — Smilenow

This Privacy Policy explains how Smilenow handles personal information. Smilenow is a service operated by 17818556 Canada Inc. (“Smilenow,” “we,” “us,” or “our”), a company incorporated in Canada and based in Ontario. We are the organization responsible for the personal information described below.

We are committed to handling personal information in accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and Canada’s Anti-Spam Legislation (CASL). By using our website or services, you agree to the practices described here.

Who this policy applies to

This policy covers three groups of people whose information Smilenow may handle:

Dental clinics and their representatives who contact us or sign up to use Smilenow to receive new patients.
Visitors to our public website at smilenow.ai.
Patients, once our patient-facing product launches. The patient app does not exist yet; the patient practices described below explain how we intend to handle patient information when it does.

Information we collect

Dental clinic enquiries

When a dental clinic submits our contact form (hosted on the Smilenow dental app), we collect the clinic name, the contact person’s name, an email address, and a phone number, along with a record of the consent given at submission (see “Consent” below). We use this information to follow up about Smilenow and to assess whether the clinic is a fit for the service.

Dental clinic accounts

When a clinic signs up, we collect the information needed to operate the account, which may include login credentials, an operational email address and phone number, the clinic’s service address, and professional and regulatory details (such as the regulator jurisdiction and licence number). Payments are processed by our payment provider; we receive billing-related details such as the province for tax purposes and a record of invoices, but we do not store full card numbers ourselves.

Patients (future)

When the patient product launches, we expect to collect the information a person provides to find and connect with a dental clinic — for example, contact details, location or area, and preferences. We will update this policy with specific patient practices before that product becomes available, and we will obtain any consent required at that time.

Information collected automatically

Like most websites, we may collect limited technical information when you visit smilenow.ai, such as your approximate location, device and browser type, and pages viewed. We use this to keep the site working, secure, and reliable. We do not run advertising trackers on this site.

How we use personal information

We use personal information for the following purposes:

To respond to enquiries and communicate with dental clinics about Smilenow.
To create and operate dental clinic accounts and provide the service.
To process payments, calculate applicable taxes, and issue invoices.
To connect dental clinics with prospective patients in their area.
To secure our systems, prevent abuse, and meet our legal obligations.
To improve our website and services.

We rely on consent to communicate with dental clinics. Our contact form asks each clinic to expressly agree, through separate mandatory checkboxes, to be contacted by email and by phone call and text message (SMS). Both consents must be given to submit the form, and we record each consent with its own timestamp. This is express consent under CASL, and it does not expire until you withdraw it.

You can withdraw your consent to electronic communications at any time — for example, by using the unsubscribe link in our emails or by contacting us at the address below. Withdrawing consent will not affect the lawfulness of communications sent before you withdrew it.

We do not sell personal information. We share it only with service providers that help us run Smilenow — for example, a payment processor to handle billing and an email provider to send our communications. These providers are permitted to use the information only to perform services for us. We may also disclose information where required by law or to protect our legal rights.

Data retention

We keep personal information only as long as it is needed for the purposes described in this policy, or as required to meet legal, accounting, or reporting obligations. When information is no longer needed, we take reasonable steps to delete or anonymize it.

Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information against loss, theft, and unauthorized access, use, or disclosure. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

Your rights

Subject to applicable law, you may ask to access the personal information we hold about you, ask us to correct it if it is inaccurate, and withdraw consent where we rely on it. To make a request, or to ask a question about this policy, contact our Privacy Officer:

Privacy Officer, 17818556 Canada Inc.
Email: support@smilenow.ai
Ontario, Canada

We will respond to your request within the timeframes required by applicable law. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada.

Children

Our website and services are intended for businesses and adults. We do not knowingly collect personal information from children without appropriate consent.

Changes to this policy

We may update this policy from time to time. When we do, we will revise the “Last updated” date above. Material changes will be reflected on this page.

Governing law

This policy and our handling of personal information are governed by the laws of the Province of Ontario and the federal laws of Canada that apply there.