Legal

Privacy Policy

Effective Date: January 1, 2025

At Smile Advantage, your trust means everything to us.

As dentists ourselves, we know how important it is to protect patient data - because we've been on the other side of the chair. That's why Smile Advantage was built with privacy, HIPAA compliance, and security at its core. Our goal is to provide your practice and your patients with the same level of confidentiality and protection we expect for our own.

This Privacy Policy explains how Smile Advantage ("we," "us," or "our") collects, uses, and protects personal information through our website, platform, and related services (collectively, the "Services").

By using our Services, you agree to the practices described below.

1. Scope of This Policy

This Policy applies to:

  • Visitors to www.smileadvantage.com
  • Dental teams and authorized users of the Smile Advantage platform
  • Communications via support, demo requests, or marketing

If you're a patient enrolled in a membership plan through your dental provider, please contact your provider for details about how they manage and share your information.

2. HIPAA & Protected Health Information (PHI)

When we process patient data on behalf of dental practices, we do so as a Business Associate under HIPAA. We sign Business Associate Agreements (BAAs) and use the following safeguards:

  • End-to-end encryption (data at rest and in transit)
  • Role-based access control
  • Secure storage and key management
  • Strict internal protocols and audit logging

3. Information We Collect

A. Information You Provide

  • Name, email, phone number, practice name, job title
  • Login credentials (username/password)
  • Communications via forms, email, live chat, or support
  • Newsletter signups (may include email interaction tracking)

B. Information Collected Automatically

  • IP address, browser type, OS, device ID
  • Pages visited, session duration, referral sources
  • Cookies, pixels, and tracking technologies

C. Information from Third Parties

  • Integration or referral partners
  • Analytics platforms (e.g., Google Analytics)
  • Payment processors and marketing platforms

4. How We Use Your Information

We may use your information to:

  • Deliver and maintain Smile Advantage services
  • Process payments and manage dental memberships
  • Improve functionality, security, and performance
  • Respond to inquiries and provide support
  • Personalize your experience and display relevant content
  • Send marketing communications (with opt-out options)
  • Analyze usage trends and product engagement
  • Generate de-identified insights and reports
  • Detect, investigate, or prevent fraud
  • Enforce our Terms of Service and comply with legal obligations
  • Support future business transactions (e.g. mergers, acquisitions)

5. Sharing of Information

We may share information with:

  • Service Providers (e.g., hosting, billing, analytics, support)
  • Dental Practices (our Customers) when acting under HIPAA agreements
  • Subprocessors, such as infrastructure, security, or communications vendors (bound by strict confidentiality and security controls)
  • Legal or Regulatory Bodies if required by law
  • Business Successors in a merger, sale, or acquisition
  • Marketing Platforms, only as permitted by law or consented to by you
  • Aggregated/Deidentified Reports not linked to individuals
  • With Your Consent, when specifically authorized

We do not sell your personal data.

6. Anti-Spam Policy

Smile Advantage follows a strict no-spam policy:

  • We only send marketing emails to users who have opted in
  • All emails include an unsubscribe link
  • We do not permit third-party affiliates or partners to send unsolicited promotions
  • We monitor affiliate and vendor compliance to maintain ethical outreach

7. Cookies & Tracking Technologies

We use cookies, pixels, and other tracking tools to:

  • Analyze site performance
  • Remember your preferences
  • Personalize your experience
  • Understand marketing campaign effectiveness

You can manage cookie settings in your browser. Learn more at www.allaboutcookies.org.

We also use third-party analytics tools like Google Analytics. Read about how Google collects and uses data: google.com/policies/privacy/partners

8. Data Retention

We retain your data only as long as necessary to:

  • Provide services
  • Meet legal and contractual obligations
  • Support audits or resolve disputes

When no longer required, data is securely archived or permanently deleted.

9. Your Rights & Choices

You may:

  • Access or update your personal data
  • Request deletion of your information
  • Opt out of marketing at any time
  • Adjust cookie settings through your browser

To exercise any of these rights, contact us at support@smileadvantage.com.

10. Security & Incident Response

We maintain physical, technical, and organizational safeguards to protect your data:

  • Encrypted infrastructure
  • Secure user authentication
  • Network and application monitoring

In the unlikely event of a breach, we follow a structured incident response protocol and notify affected parties as required by law.

11. Subprocessors

Smile Advantage uses vetted third-party service providers (subprocessors) to support core infrastructure, communications, analytics, and payment processing. All subprocessors are contractually required to meet our privacy, security, and compliance standards.

A list of subprocessors is available upon request.

12. Accessibility

We are committed to making our Services accessible to everyone, including individuals with disabilities. If you encounter an issue using our website or platform, please contact us and we'll work quickly to assist or resolve it.

13. Children's Privacy

Our Services are not intended for users under 18. If we learn we've unintentionally collected information from a child, we'll delete it promptly. Patient data submitted by parents or guardians is managed under HIPAA guidelines.

14. Third-Party Links

Our website or platform may include links to third-party sites. We are not responsible for the content or privacy practices of those sites. We recommend reviewing their privacy policies before providing any information.

15. Business Transfers

In the event Smile Advantage is involved in a merger, acquisition, restructuring, or sale of assets, your data may be transferred as part of that transaction. We will notify you if your information becomes subject to a different policy.

16. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we'll revise the "Effective Date" at the top and notify you via email or through the platform if material changes are made.

17. Update or Delete Your Information

To request a data update, correction, or deletion, please contact us at:

support@smileadvantage.com
(314) 885-4640

We'll respond within a reasonable timeframe, typically 30 days.

18. Contact Us

Smile Advantage
6076 Telegraph Rd.
St. Louis, MO 63192
support@smileadvantage.com
(314) 885-4640