SmileOS – Privacy Policy
Last updated: 17th Sep 2025
This Privacy Policy explains how SmileOS Pty Ltd ("we", "us", "our") collects, uses, discloses, and protects your personal information when you use the SmileOS platform ("SmileOS") and the SmileSearch directory ("SmileSearch").
By accessing or using SmileOS or SmileSearch, you consent to the handling of your personal information in accordance with this Privacy Policy and applicable privacy laws, including the Privacy Act 1988 (Cth).
1. Personal Information We Collect
1.1 Definition
"Personal information" means information or opinions that identify you or could reasonably identify you. This may include health information, photographs, or treatment details.
1.2 Information You Provide
We collect personal information that you provide when you:
(a) Create an account or register with SmileOS or SmileSearch.
(b) Upload or submit personal details, including photographs of yourself for observations and treatment planning.
(c) Complete digital intake or consent forms.
(d) Communicate with us, a clinic, or a dentist via the platform.
(e) Provide payment or billing details.
1.3 Information About You From Others
We may collect information about you where:
(a) A clinic, agency, or dentist uploads patient information (including photos) into SmileOS on your behalf.
(b) Leads are generated and shared between SmileOS, SmileSearch, and registered clinics.
1.4 Payment Information
When you pay for services, we may collect information including your billing details, transaction history, and related identifiers.
1.5 Device Information
We may collect information about the device you use to access our services, including hardware model, operating system, browser type, IP address, and cookie identifiers.
2. Use and Disclosure of Personal Information
2.1 Core Purposes
We may use and disclose personal information to:
(a) Provide and operate SmileOS and SmileSearch services.
(b) Enable clinical observations and treatment planning by relevant dentists.
(c) Facilitate lead generation and patient–clinic communication.
(d) Manage bookings, reminders, and patient records.
(e) Improve user experience and personalise services.
(f) Comply with legal and regulatory requirements.
2.2 Sensitive Information
If you upload photos of yourself, health details, or treatment history, you consent to us using and disclosing this information for the purposes outlined above, including disclosure to dentists and clinics using SmileOS.
2.3 Direct Marketing
We may use your information for direct marketing of SmileOS or SmileSearch services. You can opt out at any time by contacting us.
2.4 Cross-Border Disclosure
We may store or disclose personal information to service providers and servers located overseas, including but not limited to Singapore, Germany, and the USA. While overseas laws may differ, we will take reasonable steps to ensure that your personal information is protected in accordance with Australian standards.
3. Integrity and Security of Personal Information
3.1 Quality of Information
We take reasonable steps to ensure the personal information we collect, use, and disclose is accurate, up-to-date, complete, and relevant.
3.2 Security of Information
We implement measures to protect personal information against:
(a) Misuse, interference, or loss.
(b) Unauthorised access, modification, or disclosure.
3.3 Data Retention
If personal information is no longer required and we are not legally obliged to retain it, we will take reasonable steps to destroy or de-identify it.
4. Access to and Correction of Personal Information
4.1 Access
You may request access to the personal information we hold about you. We will provide access where reasonable and practicable, unless a legal exception applies.
4.2 Correction
If personal information we hold is inaccurate, incomplete, or outdated, you may request correction. We will take reasonable steps to correct the information.
4.3 Refusal of Access or Correction
We may refuse access or correction where permitted by law, including where access would:
(a) Threaten the life, health, or safety of an individual.
(b) Unreasonably impact the privacy of others.
(c) Be unlawful or subject to legal proceedings.
5. Your Obligations
5.1 You must only upload photos, personal information, or patient data to SmileOS if you have the right and consent to do so.
5.2 Clinics and agencies are responsible for ensuring they have obtained valid patient consent before uploading any personal or health information into SmileOS or SmileSearch.
6. Changes to this Privacy Policy
6.1 We may update this Privacy Policy from time to time. The current version will apply at the time of use.
Contact Us
For questions regarding this Privacy Policy, please contact:
SmileOS Pty Ltd
Email: hello@smilesearch.com.au