Privacy Policy

SmileSort plays two different roles, and they're governed by two different documents:

• Your own account data (your name, email, professional details, billing information) — SmileSort is the controller, and this Privacy Policy governs it.
• Your patients' clinical data (the photographs and records you upload about them) — SmileSort is the processor, you're the controller, and our Data Processing Agreement governs it. This policy doesn't cover that relationship.

When you create and use a SmileSort account, we collect:

• Account details: email, full name, professional title, avatar image, GDC (dental registration) number, practice name.
• Usage data: which onboarding/product-tour steps you've completed — used only to avoid showing you the same guidance twice, never to profile you.
• Billing data: handled directly by our payment processor, Stripe — we hold your Stripe customer/subscription reference, not your card details.
• Marketing preference: whether you’ve said yes to product updates and tips by email — at signup, where the box is unticked by default, or later in Settings → Data & Privacy — with when and where you said it. You can change it there at any time, or with the unsubscribe link in any of those emails.
• First-touch attribution: if you arrived via a marketing link, we record the referring site and campaign tags against your account, once, at signup — never a persistent cross-visit tracking identifier.

If you use our public resource downloads without an account, we collect the email address you provide and, if you tick the box, your marketing preference for that download — this is never linked to a SmileSort account unless you separately sign up with the same address.

If you send us a feature suggestion from our Features page, we keep what you wrote. We don’t ask for your name or email address with it. If you’re signed in when you send it, it’s linked to your account; otherwise it’s anonymous. Please don’t include patient details in a suggestion.

We use a small number of cookies — full detail, including exactly what each one does and how long it lasts, is in our Cookie Policy. In short: one keeps you signed in, two remember a choice you made (a referral code, a pricing toggle), and one plays a sign-in animation once. If you choose “Accept all” on the cookie banner, we also run the Meta Pixel to measure our adverts — on smilesort.com's public pages, and to count sign-ups and the plans people start; never on a page with patient information, and never by default. You can change that choice at any time on the Cookie Policy page.

These process your account data on our behalf, each bound by their own data processing terms:

• Supabase — database, authentication and file storage.
• Cloudflare — application hosting.
• Stripe — subscription billing.
• Resend — transactional email (receipts, share notifications, account emails).
• Klaviyo — our own emails to you: messages about your account and plan, and product updates and tips if you’ve said yes to them. It receives your name, email address, plan and trial dates, and a handful of account milestones (signing up, starting a trial or a plan, changing or cancelling it, your first upload or share) — never your patients, photographs or anything clinical. It runs on our servers only: there is no Klaviyo script or cookie on our website or in the app.

If you choose “Accept all” on the cookie banner, Meta Platforms Ireland Ltd receives, through the Meta Pixel, the public smilesort.com pages you visit and two events — that you created an account, and which plan a trial or subscription started on, with its price — to measure our adverts. Meta is not our processor: for that collection it and SmileSort are joint controllers, and Meta uses the data under its own privacy policy, including for its own advertising. It never receives your name, email or practice, or any patient or photograph data.

We don't sell your personal data, and apart from that consented advertising measurement we don't share it with anyone for their own marketing purposes. Your patients' clinical photographs are never sent to Stripe, Resend or Klaviyo — see our Security & Trust page for the full picture of what each provider actually receives.

Cloudflare is a US company, and Supabase's contracting entity is registered in Singapore (even though the data itself is hosted in the UK). Both transfers are covered by that provider's own Data Processing Addendum, independently confirmed to incorporate the EU Standard Contractual Clauses and the UK's International Data Transfer Addendum.

Klaviyo, Inc. is a US company. Transfers to it rely on its certification under the EU–US Data Privacy Framework and its UK extension, and on the EU Standard Contractual Clauses and the UK Addendum in its Data Processing Agreement.

If you accept the Meta Pixel, Meta may transfer that data to Meta Platforms, Inc. in the US, under Meta's own transfer safeguards (it is certified under the EU–US Data Privacy Framework and its UK extension).

• While your account is active, we keep your account data for as long as you have an account.
• If you cancel, your account stays read-only and exportable for 30 days, then every patient record, photograph and login is permanently and automatically deleted. Billing records stay with Stripe for as long as tax law requires, and product usage statistics are kept only in anonymous form.
• Deleted records inside an active account are held in Trash for 28 days before permanent removal.
• A resource-download email (submitted without an account) is deleted automatically after 24 months. Email us to have it deleted sooner.
• A feature suggestion is deleted automatically after 24 months. If you delete your account, any suggestions you sent stop being linked to it.
• Your email profile with Klaviyo is kept while you have an account. When the account is deleted — by you, or automatically after cancellation — we ask Klaviyo to delete it too. If you unsubscribe from marketing emails, Klaviyo keeps a record that you did, so you aren’t sent them again.

Under UK GDPR, you can ask us to:

• give you a copy of the personal data we hold about you (access);
• correct it if it's wrong (rectification);
• delete it (erasure) — or do this yourself any time via account deletion;
• restrict or object to certain processing;
• receive it in a portable format (portability) — our self-service export does this directly;
• withdraw marketing consent at any time — in Settings → Data & Privacy, or with the unsubscribe link in any marketing email — with no effect on the Service itself.

Email privacy@smilesort.com for any of these. You can also complain to the UK's data protection regulator, the Information Commissioner's Office (ICO), though we'd appreciate the chance to put things right first. SmileSort Ltd is on the ICO's register of data controllers under registration number ZC258400.

How your data is actually protected — tenant isolation, encryption, access control — is described in full on our Security & Trust page, rather than repeated here.

SmileSort is a professional tool for registered dental practices and their staff. It isn't directed at children, and we don't knowingly collect personal data from anyone under 18.

We may update this policy as the Service or the law changes. For a material change, we'll notify you by email or an in-product notice before it takes effect.

Questions about this policy, or a request about your data? privacy@smilesort.com