Privacy Policy

1. Dental Professional Information

When you register for SmileCraft®, we collect:

• Doctor ID: A unique identifier (e.g., UKJS301124) generated from your country code, initials, and registration date
• Identity Information: Full name, email address, phone number
• Professional Information: Practice name, registration number, registration region
• Location Data: Address, city, postal code, country
• Account Information: Username, password (encrypted), subscription details

2. Patient Data (Processed on Your Behalf)

You upload patient data for design services. We collect:

• Case ID: Unique identifier combining your Doctor ID, patient initials, and submission date (e.g., UKJS301124-AB-021224)
• Patient Identifiers: Initials or codes only (NOT full names)
• Clinical Images: Intraoral photos, facial photographs
• Scan Files: STL, PLY, or other 3D scan formats
• Video Footage: Smile videos, dynamic assessments
• Clinical Notes: Your instructions and preferences for the design

3. Technical and Usage Data

• IP addresses and device information
• Browser type and version
• Access times and usage patterns
• File upload and download logs
• Case submission and completion metrics

Dental Professional Data:

• To create and manage your account
• To process payments and manage subscriptions
• To communicate about cases, updates, and support
• To comply with professional verification requirements
• To improve our services and user experience

Patient Data:

• To provide dental design services as requested
• To create smile designs, veneer designs, and related deliverables
• To maintain case history for quality assurance
• To fulfill our contractual obligations to you

We do NOT use patient data for marketing, research, or any purpose beyond providing the specific design services you request.

Primary Storage Location

All data uploaded to SmileCraft® is stored on secure servers located in the United States, powered by industry-leading cloud infrastructure providers with SOC 2 Type II certification.

International Data Transfers

If you are located outside the United States:

• Your data will be transferred to and processed in the US
• We rely on your explicit consent (obtained during registration) for this transfer
• We implement Standard Contractual Clauses (SCCs) as approved by the EU Commission
• You maintain the right to withdraw consent, though this will prevent use of our services

Step-by-Step Data Journey

Retention Periods

• Patient case files (photos, scans, videos)90 days after completion
• Design deliverables and results90 days after completion
• Case metadata (IDs, dates, service type)7 years (regulatory requirement)
• Your account informationDuration of active account + 1 year
• Payment and billing records7 years (tax requirement)

Automated Deletion

We implement automated deletion policies:

• All uploaded files and design results are permanently deleted 90 days after case completion
• Deleted files cannot be recovered, even by SmileCraft® staff
• You will receive email notifications 7 days before automatic deletion
• You can request early deletion at any time via your account dashboard