1. We're here to help
You can get in touch with us at any time about the way we handle and safeguard your information. If you want to ask questions, update your information, manage your account, change preferences, or register a concern, contact us at info@smileshot.ai.
2. About Us & Architecture
As part of our service, we provide the SmileShot Platform to qualified dental professionals (including practice owners, self-employed associates, and clinical team members acting in a professional capacity) (Practitioners). The Platform facilitates the secure administration and file-management of clinical dental photographs using a "Bring Your Own Storage" (BYOS) architecture.
To maintain strict compliance, SmileShot adheres to rigid operational boundaries: it is not a clinical diagnostic tool, it is not a primary clinical record system, and it is not an image hosting platform or a backup drive. We act purely as a Data Processor, while you act as the Data Controller.
3. What information do we collect?
| Data Category | Details & Purpose |
|---|---|
| Practitioner Information | Your name, email address, contact number and the physical address of the dental practice where you work. Purpose: To create your account, administer your subscription, confirm professional B2B standing, and provide secure access. |
| Patient Scheduling Data (Special Category) | Patient Name, Date of Birth, Appointment Time. Purpose: Extracted transiently to automate patient profile creation. Our AI strictly extracts only these three data points. The source image is irretrievably discarded from temporary memory immediately after extraction. No patient data is used to train AI models. |
| Clinical Photo Metadata | Metadata from your clinical photos (folder pathways, file directory names, patient reference identifiers, timestamps within the designated "SmileShot" folder). Purpose: To organise directory pathways and map folder hierarchies to patient profiles. We do not host or view raw photos. |
| Verification & Audit Data | IP addresses, timestamps, browser/device types, electronic acceptance logs. Purpose: To maintain verifiable audit trails of contract execution (Terms, DPA) and security monitoring. |
| Support & Feedback Data | Information voluntarily provided via customer support requests, emails, or surveys. Purpose: Technical resolution and platform enhancements. |
| Aggregated Analytics | De-identified, aggregated usage metrics (page views, feature usage, indexing velocity). Purpose: Internal analytics and service optimization. |
| Cookies & Web Logs | Standard web log information and session data collected via cookies for authentication and preference management. |
3.1 Cloud Storage Boundaries & Sandboxed Architecture (BYOS)
- Sandboxed Access to One Folder Only: Technical access is restricted strictly and exclusively to a single root directory labelled "SmileShot". SmileShot does not request, hold, or execute permissions to access any folders or files outside this directory.
- Technical Inability to View Images: Infrastructure lacks technical capability, permissions, and functionality to open or inspect image pixel data.
- No Central Image Hosting: All raw clinical imagery remains permanently stored in your third-party cloud repository (Google Drive, OneDrive, Dropbox).
4. How do we collect your information?
We collect personal information directly from you during registration, correspondence, support requests, and when linking your designated cloud storage repository via OAuth authorization tokens.
5. How do we use your information?
- Access & Authentication: To verify professional B2B standing and secure platform logins.
- Healthcare Administration: To automate folder structures, patient profiles, and metadata indexing within your sandboxed directory.
- De-identified Telemetry: To improve software speed and reliability. Never includes sensitive patient data or daylists.
- Security & Support: To deliver system notifications, security updates, and resolve support requests.
6. Marketing & Opt-Out
You can opt out of direct marketing at any time using the unsubscribe link in communications or by emailing info@smileshot.ai. We never use health information for marketing or disclose practitioner data to third parties for marketing purposes.
7. Storage & Ephemeral AI Infrastructure
Personal account information and metadata are stored exclusively within certified enterprise cloud infrastructure in the United Kingdom.
Daylist Processing Technical Guardrails:
- Ephemeral Processing (RAM Only): Appointment sheets processed via Microsoft Azure OpenAI (Sweden Central / EEA) operate strictly in temporary memory. The image is permanently purged immediately after extracting patient name, DOB, and appointment time.
- No AI Model Training: Zero data retention or AI foundation model training.
- In-Transit Encryption: TLS 1.3 encryption across all communication endpoints.
8. Who do we share information with?
We engage trusted infrastructure partners (Microsoft Azure UK/EEA) strictly for database hosting, telemetry, and encrypted metadata storage. We do not sell, rent, or trade practice metadata or patient records.
9. Cookies & Web Tracking
We use essential cookies to maintain secure sessions and remember interface settings. You can manage or disable cookies via your browser settings.
10. How do we protect your information?
- Bank-Grade Encryption: TLS 1.3 in transit and AES-256 at rest.
- Transient Processing: Immediate memory purge after schedule data extraction.
- Zero Image Exposure: Complete architectural separation between folder indexing and raw photo storage.
- Data Minimisation: Automatic token revocation and metadata purge within 30 days of account termination.
11. What are your statutory rights?
Under UK GDPR, you have the right to access, correct, delete, or export your personal data, and to lodge complaints with the Information Commissioner's Office (ICO). To submit a request, contact info@smileshot.ai. We formally respond within 30 days.
12. Changes to this Policy
Updates will be posted directly to our website with appropriate in-app notifications for registered practitioners.
13. Company Registration
Solid Solutions Limited (trading as SmileShot) is incorporated in England and Wales (Registration No. 6425612), with registered office at 19 Linfields, Little Chalfont, Amersham, Buckinghamshire, HP7 9QH. Email: info@smileshot.ai.