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PRIVACY POLICY

LAST MODIFIED: January 28, 2025

Smile Doctors LLC (“Smile Doctors” “us,” “we” or “our”) have created this Privacy Policy (“Policy”) in compliance with applicable laws and in order to demonstrate our firm commitment to privacy of your information. This Policy describes how Smile Doctors collects, uses, discloses, transfers, stores, retains or otherwise processes your information when you (whether in your individual or business capacity) access or use, in any manner, any of our content, products, services or related activities (collectively “Services”), including through our smiledoctors.com Internet domain (the “Site”).

When we refer to “you” or “your,” we mean the person about whom we collect personal information or data. If the person accessing the Site or engaging with our Services does so on behalf of, or for the purposes of, another person, including a business or other organization, “you” or “your” also means that other person, including a business organization, if applicable.

Please read this Policy carefully. Our Policy includes:

1.   General Disclosures

2.   What Information We Collect And Disclose And For What Purposes

3.   Cookies and Online Technologies Policy

4.   Personal Information Relating To Children

5.   Marketing And Promotional Communications

6.   Integrations And Links To Other Sites

7.   Security

8.   Your California Privacy Rights

9.   Changes To This Privacy Policy

10. Contact Us

This Policy is supplement by our Notice of Privacy Practices and our Smile Doctors Anywhere Privacy Policy.

1.         GENERAL DISCLOSURES

Our data centers and Site are hosted in the United States. If you are visiting this Site from outside of the United States, please note that by providing us your information it is being stored or processed in the United States where our data center and servers are located and operated. The United States may not have privacy laws that are as strong or comprehensive as the privacy laws in your own country. If you are outside the United States and do not wish to allow the collection and storage of your personal information within the United States, you should not use this Site and you should opt-out of online tracking and the collection of cookies by following the guidelines in our section titled How To Opt-Out Of Tracking And Restrict Cookies.

There are federal laws that may entitle you to additional disclosures and rights regarding the collection and disclosure of certain kinds of health related data. Those disclosures can be found in our HIPAA Notice of Privacy Practices and are not described in this Policy.

This Policy applies only to Smile Doctors’ Site and Services, and not to other companies’ or organizations’ websites, mobile applications and services to which we link. We are not responsible for the privacy practices of other businesses or the content of other websites, including any websites that may indicate a special relationship or partnership with us (such as co-branded pages or “in cooperation with” relationships). To ensure protection of your privacy, always review the privacy policy of the companies with whom you engage.

2.         WHAT INFORMATION WE COLLECT AND DISCLOSE AND FOR WHAT PURPOSES

In the course of operating our Site and performing our Services, we collect a variety of different kinds of personal information in different contexts. What information we collect and the purposes for which it is collected will depend on the context of our activities or the Service that is being performed. Therefore, just because this Policy lists a particular data collection practice does not mean that we have necessarily collected that data from you. Instead, please review the applicable disclosures below to learn about how we may have collected personal information from you depending on how you have interacted with us.

When you visit or use our Site, we may collect your:

  • Online identifier information, such as your internet protocol (IP) address and other unique identifiers (like cookies);
  • Geolocation information;
  • Internet activity information, such as the sub-pages you look at and how you interact with our Site; and
  • Device information, such as your operating system, browser and other technology on the devices that you use to access the Site.

We collect this information in order to:

  • Provide you with access to the Site;
  • Secure our networks, systems and databases against external threats;
  • Perform general Site analytics and monitor Site usage;
  • Develop, maintain and enhance our Sites and Services; and
  • To advertise our Services, including through targeted or interest based advertising. You can read more about our use of tracking technologies in our section titled: Cookies and Online Technologies Policy.

We may disclose this information to our:

  • Service providers (marketing services vendors, security monitoring providers, data analytics providers, database and hosting vendors);
  • Entities that operate plug-ins or social media features on our Sites; and
  • Online advertising and marketing partners.

If you enter information into our Site, we may collect your (or your dependent’s or responsible party’s):

  • Identifier information, such as your full name and date of birth;
  • Contact information, such as your address, phone number and e-mail;
  • Location information, such as your zip code; and
  • Payment information, such as your payment card number, payment or banking information.

We collect this information in order to:

  • Connect you with providers, including scheduling appointments;
  • Provide you with requested Services;
  • Develop, maintain and enhance our Services;
  • Process transactions with you; and
  • Contact you with information about our Services.

We may disclose this information to our:

  • Service providers (security monitoring providers, data analytics providers, database and hosting vendors); and
  • Providers with whom you are connected.

If you engage with our Services, we may collect your (or your dependent’s or responsible party’s):

  • Identifier information, such as your full name, date of birth and gender;
  • Contact information, such as your address, phone number and e-mail;
  • Payment information, such as your payment card number, payment or banking information;
  • Insurance information; and
  • Voice recordings, from our customer service interactions.

We collect this information in order to:

  • Provide you with requested Services;
  • Connect you with providers;
  • Improve our artificial intelligence voice recognition software via our customer service calls;
  • Develop, maintain and enhance our Services;
  • Process transactions with you; and
  • Contact you with information about our Services.

We may disclose this information to our:

  • Service providers (data analytics providers, database and hosting vendor); and
  • Providers with whom you are connected.

If you engage with our Smile Simulation App as part of our Services, we may collect your (or your dependent’s or responsible party’s):

  • Login information, such as your username and password;
  • Identifier information, such as your full name and date of birth;
  • Contact information, such as your phone number and e-mail;
  • Location information, such as your zip code; and
  • Visual information, such as a photo of your mouth.

We collect your login information to provide you with access to the Smile Simulation App.

We collect your identifier, contact and location information to:

  • Connect you with dental providers;
  • Provide you with requested Services;
  • Develop, maintain and enhance our Services;
  • Market and advertise our Services and products to you;
  • Process transactions with you; and
  • Contact you with information about our Services and products.

We collect your visual information to provide our Services to you through the Smile Simulation App.

We may disclose your login information to the third party application provider and our security providers.

We may disclose your identifier, contact and location information to:

  • Our service providers (security monitoring providers, data analytics providers, database and hosting vendors; communication platform providers);
  • Our third party application provider;
  • Our marketing and advertising partners; and
  • Dental providers.

Your visual information may be collected directly by our third party application provider, who may use this information to improve their artificial intelligence software and tools, pursuant to the terms and privacy policy presented to you upon signup with the Smile Simulation App. Smile Doctors has no responsibility or control over this third party application provider’s use of your information.

In addition, any information you provide may be disclosed to other entities in the circumstances described below:

  • To our auditors.  We may be subject to audits from a number of entities as well as due to our own internal auditing policies. In order to accomplish an effective audit, we must provide information, which may include your personal information, to external auditors. We always ensure that your information is safely disclosed and stored and that auditors can only use your information for the purposes of completing an audit.
  • To individuals or entities you authorize.  We may disclose your personal information to individuals or entities at your direction.
  • To our affiliates.  We may share your personal information with our affiliates for the purposes of administering our business and providing our Services.
  • In corporate transactions.  We may share all or part of your personal information with other entities in connection with the sale, assignment, merger or other transfer of all or a portion of our organization or assets to such entities (including due to a sale in connection with a bankruptcy).
  • For legal purposes.  We may disclose all or part of your personal information to courts, litigants, regulators, arbitrators, administrative bodies or law enforcement when we have reason to believe that disclosing this information is necessary to resolve actual or suspected claims. We may also disclose your personal information in order to identify, contact or bring legal action against someone who may be violating any agreement with us, or may be causing injury to or interference with (either intentionally or unintentionally) our rights or property, other users of the Site, or anyone else that could be harmed by such activities. We may disclose information in response to a subpoena, search warrant, in connection with judicial proceedings, or pursuant to court orders, legal process or other law enforcement measures.

Finally, we may process your personal information into aggregated, anonymized or de-identified form for any purpose. Aggregated, anonymized or de-identified information is information that can no longer reasonably identify a specific individual and is no longer “personal information.”

3.         COOKIES AND ONLINE TECHNOLOGIES POLICY

What is a cookie?

A cookie is a small text file that is placed on your hard drive by a web page server. Cookies contain information that can later be read by a web server in the domain that issued the cookie to you.  There are several types of cookies:

  • Session cookies provide information about how a website is used during a single browser session while a user is visiting a website. Session cookies usually expire after the browser is closed.
  • Persistent cookies remain on your device between different browser sessions for a set amount of time in order to enable the website to remember user preferences, settings, or actions across other sites. A persistent cookie will remain on a user’s device for a set period of time specified in the cookie.
  • First-party cookies are cookies set by the operator of the website you are visiting.
  • Third-party cookies are cookies set by third parties that are different from the operator of the website you are visiting.

Our collection of cookies

We, our marketing partners, affiliates, and analytics or service providers use cookies and other similar technologies. We group the cookies that we collect into the following categories based upon their function (note that all types of cookies, as described above, may be found in each category):

CategoryDescription
Essential CookiesEssential cookies are sometimes called “strictly necessary” as without them we cannot operate and administer the Site.
Analytics CookiesThese cookies track information about visits to the Sites so that we can make improvements and report our performance. For example: analyze visitor and user behavior so as to provide more relevant content or suggest certain activities. They collect information about how visitors use the Sites, which site the user came from, the number of each user’s visits and how long a user stays on the Sites. We might also use analytics cookies to test new ads, pages, or features to see how users react to them.
Personalization CookiesDuring your visit to the Sites, cookies are used to remember information you have entered or choices you make (such as your username, language or your region) on the Sites. They also store your preferences when personalizing the Sites to optimize your use of the Site. These preferences are remembered, through the use of the persistent cookies, and the next time you visit the Sites you will not have to set them again.
Targeting or Advertising CookiesThese Third Party Cookies are placed by third party advertising platforms or networks in order to, deliver ads and track ad performance, enable advertising networks to deliver ads that may be relevant to you based upon your activities (this is sometimes called “behavioral” “tracking” or “targeted” advertising) on the Sites. They may subsequently use information about your visit to target you with advertising that you may be interested in, on the Sites and other websites.

Third-party cookies

The Site allows third-parties to place cookies on your Internet-connected device in order to deliver advertisements based upon your web-browsing habits and history. Further, in order to provide interoperability and plug-ins from various social media websites (like Facebook), the Site allows these third-parties to place and collect cookies on your Internet-connected device. However, you can restrict the third-party collection of cookies through the instructions provided in the section How To Opt-Out Of Tracking And Restrict Cookies below.

Analytics

We may use service providers to provide Site metrics and other analytics services. These service providers may use cookies (see above); web beacons (also called clear GIFs or pixels), which are small blocks of code that allow us to measure the actions of visitors using Smile Doctors’ Sites; and other technologies to collect information, such as your IP address, identifiers associated with your device, other applications on your device, the browsers you use to access our Sites and Services, webpages viewed, time spent on webpages, links clicked and conversion information (e.g., transactions entered into). This information may be used by Smile Doctors and its service providers on behalf of Smile Doctors to analyze and track usage of our Sites and Services to determine the popularity of certain content and to better understand how you use our Sites and Services.

We use Google Analytics on the Site to analyze how individuals use the Site. We will package up information about how individuals interact with our Site and send it to Google Analytics to be processed into reports. This information includes basic pageviews and visit data such as device type, operating system, and browser type. When Google Analytics processes data, it aggregates and organizes the data based on particular criteria like whether a user’s device is mobile or desktop, or which browser they’re using. If, at any time, you choose not to participate in the use of analytics software, please use your web browser’s available opt-outs as described in the section How To Opt-Out Of Tracking And Restrict Cookies.

Advertising

We also have partnered with third-party advertising networks that collect information about your online web browsing habits to serve you with interest-based advertisements. The information collected about you to serve these ads can include your IP address, unique online identifiers, your activity on our Sites and information about your operating system, browser and platform and other technology on the devices you use to access the sites. For example, we use Google Analytics Advertising cookies to identify what advertisements you see when you browse the Internet and how you have interacted with them. We may use this information for our own advertising or it could be pooled together by Google from your interactions with other websites to determine what kind of advertisements you may see on the Internet.

We also partner with Microsoft Clarity and Microsoft Advertising to capture how you use and interact with the Site through behavioral metrics, heatmaps, and session replay to improve and market our products/services. Site usage data is captured using first and third-party cookies and other tracking technologies to determine the popularity of products/services and online activity. Additionally, we use this information for the Site optimization, fraud/security purposes, and advertising. Microsoft’s privacy policy can be located here.

The Meta Pixel is a snippet of code that sends data back to Meta about people who uses these sites and allows us to provide custom advertising on Meta properties (like Facebook and Instagram). The data provided to Meta may include information about how you interact with our Sites, including your search queries.

Accessibility Widget

You can use the accessibility widget on the Site to improve the accessibility of the content provided therein. Your Site preferences may be stored in the form of cookies on your device and collected by our Site on your re-visit.

Session Recorders

This website uses Mouseflow (https://mouseflow.com), a third-party analytics tool, to track page content and click/touch, movement, scroll, and keystroke activity. You can opt-out at: https://mouseflow.com/opt-out/.

Do Not Track

Do Not Track (“DNT”) is an optional browser setting that allows you to express your preferences regarding tracking across websites. Most modern web browsers give you the option to send a Do Not Track signal to the websites you visit, indicating that you do not wish to be tracked. However, there is no accepted standard for how a website should respond to this signal, so we do not take any action in response to this signal. Smile Doctors does not have a mechanism in place to respond to DNT signals. Instead, in addition to publicly available external tools, we offer you the choices described in this Policy to manage the collection and use of information about you.

Web beacons, pixels, tags and scripts

In addition to cookies, we use other technologies to recognize and track visitors to Smile Doctors’ Sites. A web beacon (also known as a “tracking pixel” or “clear GIF”) is a clear graphic image (typically a one-pixel tag) that is delivered through a web browser or HTML email, typically in conjunction with a cookie. Web beacons allows us certain functionality, for example, monitoring how users move from one page within a website to another, to track access to our communications, to understand whether users have come to a website from an online advertisement displayed on a third-party website, to measure how ads have been viewed and to improve site performance.

These technologies may be used on our sites or in our emails to help us to deliver cookies, count visits, understand usage of our sites, campaign effectiveness and determine whether an email has been opened.

Social Media Plug-ins (Facebook, Instagram and TikTok)

These plug-ins allow us to integrate social media functions into Smile Doctors’ Site and may also be used for advertising purposes by those social media companies. If you visit our Site while logged into your social media accounts, information about your visit to our Sites, your social media identifier and information about your browser may be provided to those third-party social media companies. You should review the privacy policy of any social media entity with whom you have an account to learn about how they may use your data.

How To Opt-Out Of Tracking And Restrict Cookies

You can opt-out of the tracking of your online behavior by:

You can control and delete cookies through your browser settings through the following:

Please be aware that restricting cookies may impact the functionality of the Site. For example, refusing cookies will not allow Smile Doctors remember your log-in information or accessibility preferences. Additional general information about cookies, including how to be notified about the placement of new cookies and how to disable cookies, can be found at www.allaboutcookies.org.

Alternatively, you may visit the U.S. Federal Trade Commission’s website www.consumer.ftc.gov to obtain comprehensive general information about cookies and how to adjust the cookie settings on various browsers.

4.         PERSONAL INFORMATION RELATING TO CHILDREN

It is our policy to refrain from knowingly collecting or maintaining personal information relating to any person under the age of 13. The Children’s Online Privacy and Protection Act (COPPA) regulates online collection of information from persons under the age of 13. Therefore, if you are under the age of 13, please do not supply any personal information through the Site. If you are under the age of 13 and have already provided personal information through the Site, please have your parent or guardian contact us immediately using the information provided under Contact Us.

5.         MARKETING AND PROMOTIONAL COMMUNICATIONS

You may opt-out of receiving marketing and promotional messages from us, if those messages are powered by us, by following the instructions in those messages. If you decide to opt-out, you will still receive non-promotional communications that are necessary in the performance of our Services.

6.         INTEGRATIONS AND LINKS TO OTHER SITES

This Policy applies only to our Site, and not to other companies’ or organizations’ websites to which we link from our Site. Smile Doctors is not responsible for the privacy practices or the content of such websites or organizations, including any websites that may indicate a special relationship or partnership with us (such as co-branded pages or “powered by” or “in cooperation with” relationships). Other linked websites may collect personal information from you that is not subject to our control. To ensure protection of your privacy, always review the privacy policy of the websites you may visit.

7.         SECURITY

We take reasonable measures, including administrative, technical, and physical safeguards, to protect your information from loss, theft, misuse, and unauthorized access, disclosure, alteration, and destruction. We hold information about you at our own premises and with the assistance of service providers. Further public disclosure here of our security measures could aid those who might attempt to circumvent those security measures. If you have additional questions regarding security, please contact us directly using the information provided under Contact Us.

8.         YOUR CALIFORNIA PRIVACY RIGHTS

Residents of the State of California may ask us to provide them with a list of the types of personal information that we have disclosed during the preceding year to third parties for their direct marketing purposes, and the identity of those third parties. If you are a California resident and would like such a list, or would like to opt-out of future disclosures, please contact us at the addresses provided in Contact Us.

For all such requests, please indicate “CA Shine the Light” in the subject field of your request and include the name of the Smile Doctors service with respect to which you are requesting the information.

9.         CHANGES TO THIS PRIVACY POLICY

We may amend this Policy at any time by posting revisions on our Site. If we make any material changes in the way we collect or process your personal information, we will notify you by prominently posting notice of the changes on our Site.

10.       CONTACT US

To submit questions, you can contact us by:

E-mailing us directly at [email protected].

Calling us toll-free at 1 (877) 221-9008; or