Smile Shares, a subsidiary of Oral Care Perfected, Inc., is committed to protecting the privacy of our clients and their patients. We understand that dental practices handle sensitive personal information, and we strive to maintain the highest standards of data security and confidentiality. This privacy policy describes how we collect, use, and disclose information from dental practices in the United States that use our services.

Information We Collect

We collect information from dental practices in the following ways:

• Information you provide to us: When you sign up for our services, we collect your contact information, such as your name, email address, phone number, and practice address. We may also collect information about your practice, such as the number of dentists and staff, the types of services you offer, and your marketing goals. We retain this information for as long as necessary to provide you with our services and for any legal or business purposes. We may also retain this information to comply with our legal obligations, resolve disputes, and enforce our agreements¹.
• Information we collect automatically: When you use our website or services, we may collect information about your use of those services, such as the pages you visit, the links you click, and the searches you conduct. We may also collect information about your computer or mobile device, such as your IP address, browser type, and operating system. This information is used to analyze trends, administer the site, track users’ movement around the site, and gather demographic information.
• Information we collect from third parties: We may collect information about you from third parties, such as dental associations, marketing partners, and credit reporting agencies. This information may include demographic data, marketing data, and credit information. We use this information to improve our services, target our marketing efforts, and to comply with legal obligations².

We recognize that the information we collect may include protected health information (PHI), which is any information that can be linked to a specific individual and relates to their past, present, or future physical or mental health or condition. We understand the sensitive nature of PHI and the importance of protecting it from unauthorized disclosure³.

HIPAA Compliance

Smile Shares complies with all aspects of the Health Insurance Portability and Accountability Act of 1996 (HIPAA), including the Privacy, Security, and Breach Notification Rules⁴. This means that we:

• Implement appropriate safeguards to protect the privacy of PHI.
• Limit the use and disclosure of PHI to the minimum necessary to accomplish the intended purpose.
• Provide you with a Notice of Privacy Practices that explains your rights and our obligations regarding your PHI.
• Train our employees on HIPAA compliance.
• Have contracts with our service providers and business associates that require them to protect the privacy of PHI.

How We Use Your Information

We use your information for the following purposes:

• To provide and improve our services: We use your information to provide you with the services you request, to improve our services, and to develop new services. This includes using your information to analyze website traffic, personalize your experience, and track the effectiveness of our marketing campaigns.
• To communicate with you: We use your information to communicate with you about your account, our services, and other matters. This may include sending you emails, newsletters, and other updates.
• To market our services: We may use your information to market our services to you, including sending you emails and newsletters. You can opt out of receiving marketing communications at any time by clicking the “unsubscribe” link in the email or contacting us directly.
• To comply with legal obligations: We may use your information to comply with legal obligations, such as HIPAA and other applicable state and federal laws.

How We Disclose Your Information

We may disclose your information to the following third parties:

• Our service providers: We may disclose your information to our service providers who assist us with providing our services, such as email marketing providers and web hosting providers. We have contracts with our service providers that require them to protect the privacy of your information.
• Business associates: We may disclose your information to business associates, as defined by HIPAA, who perform functions or activities on our behalf that involve the use or disclosure of PHI. We have business associate agreements with our business associates that require them to protect the privacy of your information.
• Oral Care Perfected, Inc.: As a subsidiary of Oral Care Perfected, Inc., we may share your information with our parent company for business purposes, such as data analysis, marketing, and product development⁷.
• Legal authorities: We may disclose your information to legal authorities if required by law or if we believe that such disclosure is necessary to protect our rights or the rights of others.
• Third-party links: Our website may contain links to third-party websites. We are not responsible for the privacy practices of these websites. We encourage you to review the privacy policies of those websites before providing any personal information.

Your Privacy Rights

You have the following privacy rights:

• The right to access your information: You have the right to access the information we hold about you.
• The right to correct your information: You have the right to correct any inaccuracies in the information we hold about you.
• The right to delete your information: You have the right to request that we delete the information we hold about you.
• The right to restrict the use of your information: You have the right to request that we restrict the use of your information.
• The right to object to the processing of your information: You have the right to object to the processing of your information.

To exercise any of these rights, please contact us using the contact information provided at the end of this policy.

California Privacy Rights

If you are a California resident, you have the following additional rights under the California Consumer Privacy Act (CCPA):

• The right to know: You have the right to request information about the categories and specific pieces of personal information we have collected about you, the sources of the information, the purposes for collecting the information, and the categories of third parties with whom we share the information.
• The right to delete: You have the right to request that we delete your personal information, subject to certain exceptions.
• The right to opt-out of the sale of personal information: You have the right to opt-out of the sale of your personal information. We do not currently sell your personal information, but if we do so in the future, we will provide you with a clear way to opt-out.

To exercise any of your CCPA rights, please contact us using the contact information provided at the end of this policy⁷.

Data Security

We take reasonable measures to protect your information from unauthorized access, use, or disclosure. These measures include:

• Physical safeguards: We store your information in secure facilities with limited access.
• Technical safeguards: We use encryption and other security technologies to protect your information when it is stored and transmitted electronically.
• Administrative safeguards: We have policies and procedures in place to protect your information, including training our employees on data security and limiting access to your information to authorized personnel.

Cookies and Tracking Technologies

We use cookies and other tracking technologies on our website to collect information about your browsing activity. This information may include your IP address, browser type, operating system, and the pages you visit on our site. We use this information to analyze website traffic, personalize your experience, and track the effectiveness of our marketing campaigns.

You can control your cookie preferences through your browser settings. Most browsers allow you to block or delete cookies. However, if you disable cookies, some features of our website may not function properly⁹.

Children’s Privacy

Our services are not intended for children under the age of 13. We do not knowingly collect information from children under the age of 13.

Changes to this Privacy Policy

We may update this privacy policy from time to time. We will post any changes on our website and notify you by email or other means.

Contact Us

If you have any questions about this privacy policy, please contact us at: support@smileshares.com or 877-624-6674

Smile Shares

For more information about our site’s. Terms of Use

Conclusion

Smile Shares is committed to protecting the privacy of our clients and their patients. We comply with all applicable federal and state laws regarding the privacy of health information, including HIPAA¹⁰. We also adhere to the principles of transparency and responsible data handling. We have implemented appropriate safeguards to protect your information, and we will continue to review and update our privacy practices as needed. This policy outlines our practices regarding the collection, use, disclosure, and protection of your information. We encourage you to review this policy carefully and contact us if you have any questions.

Works cited

1. How to Write a Privacy Policy in 10 Easy Steps [With Tips] – WebsitePolicies, accessed February 11, 2025, https://www.websitepolicies.com/blog/how-to-write-a-privacy-policy

2. Privacy Policy | Dental Marketing & Dental Websites, accessed February 11, 2025, https://www.dentalrevenue.com/privacy-policy/

3. Storing and Handling Dental Patient Data – Dentist’s Advantage, accessed February 11, 2025, https://www.dentists-advantage.com/Prevention-Education/Blog/Content/Guide-to-Storing-and-Handling-Dental-Patient-Data

4. Health Insurance Portability and Accountability Act of 1996 (HIPAA) – CDC, accessed February 11, 2025, https://www.cdc.gov/phlp/php/resources/health-insurance-portability-and-accountability-act-of-1996-hipaa.html

5. Privacy | HHS.gov, accessed February 11, 2025, https://www.hhs.gov/hipaa/for-professionals/privacy/index.html

6. HIPAA Rules for Dentists – Updated for 2025, accessed February 11, 2025, https://www.hipaajournal.com/hipaa-rules-for-dentists/

7. Consumer Data Privacy Laws – Bloomberg Law, accessed February 11, 2025, https://pro.bloomberglaw.com/insights/privacy/consumer-data-privacy-laws/

8. U.S. Privacy Laws: The Complete Guide | Varonis, accessed February 11, 2025, https://www.varonis.com/blog/us-privacy-laws

9. Sample Privacy Policy Template: Free Website Example – Termly, accessed February 11, 2025, https://termly.io/resources/templates/privacy-policy-template/

10. HIPAA 20 Questions | American Dental Association, accessed February 11, 2025, https://www.ada.org/resources/practice/legal-and-regulatory/hipaa/hipaa-20-questions

11. Marketing and Advertising – American Dental Association, accessed February 11, 2025, https://www.ada.org/resources/practice/legal-and-regulatory/marketing-and-advertising

12. HIPAA for Dental Offices: Full Guide for Dentists (2024 Update) – Keragon, accessed February 11, 2025, https://www.keragon.com/hipaa/hipaa-explained/hipaa-for-dental-offices

13. Data protection laws in the United States, accessed February 11, 2025, https://www.dlapiperdataprotection.com/?t=law&c=US