This service is provided to you by Vitalum. SmileVision supplies the software and processes data on Vitalum's behalf.

This policy explains what SmileVision collects when you use the app, why, where it is processed and the choices you have. It is part of our Terms & Conditions.

Who we are

SmileVision is a dental software company based in Indonesia, reachable at info@smilevision.ai. For the patient images you upload, your clinic decides what is uploaded and why, and we process them for your clinic. For your account and usage data, we decide how it is used, as described here.

What we collect

• Account details: your name, email address and password (stored only as a secure hash), clinic details you add, and your name and profile photo from Google if you sign in with Google.
• Sign-in records: when you signed in, how (password or Google), whether it worked, your IP address and your device type, such as "Chrome on Windows".
• Approximate location: country, region and city, worked out from the IP address with an offline database on our own server, so no lookup leaves it (IP geolocation by DB-IP).
• Usage: which features you use and when, whether they worked and how long they took. These records never contain patient details or images.
• Images and results: the X-rays, photos, CBCT and 3D scans you upload, the patient details you enter with them, the AI's results, and your tracings and reports.
• Corrections and feedback: "Looks right", "Correct it", your corrections, ratings and answers about results.
• Consent records: your data-sharing choice, the version of the wording you answered and when.
• Cookies: only those the app needs: your sign-in session, "stay signed in", a security token and, for a guest trial, a guest cookie. A few display preferences are remembered in your browser. No advertising or tracking cookies.
• Support messages you send us.

Why we use it

To run the service (analyses, results, reports and your case list); to keep accounts secure and prevent misuse; to fix problems and see which features are used; to send account emails such as sign-up and password links; to meet legal obligations; and, only with data sharing on, to improve the AI.

Where it is processed

On SmileVision's servers: a cloud-hosted web server and our own AI servers. They may be outside your country. We protect data the same way wherever it is processed.

Service providers

A few providers help us run SmileVision: cloud hosting for the web server and database, an email provider for account emails, and Google if you choose Google sign-in. Pages also load fonts and scripts from public content networks, which see your IP address as any website does. If you message our support on WhatsApp, WhatsApp's own terms apply. Providers handle data only to provide their service, and we never sell personal data.

Data sharing to improve the AI

Your clinic chooses this under Data sharing in the menu. While it is on, we keep a de-identified copy of the images and scans you analyse, with the AI's results and your corrections. Patient names, IDs and dates of birth, your name and your clinic's, and the file details are removed; text printed on an X-ray is blurred during review; the soft tissue of the face is removed from kept CBCT scans; your notes are never kept. The approximate location, and the patient's age and sex when you gave them, go with the copy for de-identified statistics. Dental specialists review each copy before it is used.

Turning sharing off stops new sharing and leaves earlier copies out of future training. "Remove this contribution", or a message to us, deletes a contribution. Deleting a case from your list does not delete a contribution already shared.

How long we keep data

• Account details: while your account is open.
• Cases: until you delete them; some studios keep only your most recent cases.
• Sign-in records: 12 months. Usage records: about 13 months.
• Consent records: kept as the record of your choices.
• Shared contributions: until you or we remove them.
• To close your account, email us: we delete the account and its cases. Shared contributions stay unless you also ask us to remove them.

Your choices

You can change data sharing at any time and remove contributions. You can also ask us for a copy of your account data, or to correct or delete it. Depending on where you are, you may have further rights, including complaining to your data protection authority.

Security

Connections are encrypted, passwords are stored only as hashes, and access to patient data is limited to your account, the people you share a link with, and the few SmileVision staff who need it. Shared copies are de-identified before review. No system is perfectly secure, so please tell us if you notice a problem.

Share links. You can share a view-only copy of a scan's report and 3D model with the patient or another dentist. Each link has its own 6-digit code, ends on the date you choose (at most 90 days), and you can end it at any time. A link to another dentist needs the patient's agreement. Links are never indexed by search engines, and we record when each one is created, opened and ended.

Patients

If you are a patient, your dentist decides what is uploaded and is your first contact: ask them to see, correct or delete your data, and we will help them do it. If you cannot reach your dentist, email us.

Changes and contact

We update this page when our practices change and show the date at the top; important changes are announced in the app. Questions or requests: info@smilevision.ai.