Privacy Policy

SmileDesk Ltd ("we", "our", "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect personal data when you use our website (https://smiledesk.ai) and our AI receptionist services ("Services").

By using SmileDesk, you agree to the practices described in this Privacy Policy.

1. Who We Are

SmileDesk Ltd provides AI-powered receptionist services to dental and orthodontic practices. We help practices handle phone calls, book appointments, and respond to patient enquiries 24/7 using artificial intelligence.

2. What Data We Collect

We collect and process the following types of personal data:

We do not intentionally collect sensitive health data (e.g., medical records). If a caller voluntarily discloses medical information, it is stored only as part of the call recording or transcript.

3. How We Use Your Data

We use the data we collect to:

• Deliver our AI receptionist services
• Book appointments and relay messages to practices
• Improve our software and call handling capabilities
• Send service updates and account-related communication
• Process payments and manage subscriptions
• Ensure platform security and prevent misuse

We do not use caller data for marketing purposes unless explicit consent has been given.

4. Lawful Basis for Processing

We process data under the following legal bases:

• Contract – to deliver our services to our customers
• Legitimate interests – to operate and improve our business
• Consent – where required (e.g., for marketing or patient notifications)
• Legal obligation – to comply with applicable laws

5. Data Sharing

We do not sell personal data.

We may share data with:

• Our hosting providers and technology partners
• Payment processors (for billing purposes)
• Customer support and CRM tools
• Law enforcement or regulatory bodies, if legally required

All third-party partners are vetted for GDPR compliance and only receive the minimum data necessary to perform their services.

6. Data Retention

We retain data only for as long as necessary to provide our services and comply with our legal obligations.

• Call recordings and transcripts: typically stored for 90 days unless otherwise requested by the customer.
• Customer account data: stored while the subscription is active, and deleted upon request after cancellation.

7. Data Security

We use industry-standard security measures, including:

• Secure HTTPS encryption
• Encrypted storage for sensitive data
• Access controls and role-based permissions
• Regular monitoring and threat detection

Despite our best efforts, no system is 100% secure. If a data breach occurs, we will notify affected users and regulators as required by law.

8. Your Rights (Under GDPR)

You have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Restrict or object to processing
• Request data portability
• Lodge a complaint with a data protection authority

To exercise your rights, contact us at: hello@smiledesk.ai

9. International Transfers

If we transfer data outside of the UK or EU, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) or transfer to countries with adequate protection as approved by the UK or EU.

10. Cookies

Our website uses cookies to improve user experience and monitor site performance. You can manage cookie preferences in your browser settings.

11. Changes to This Policy

We may update this Privacy Policy from time to time. If we make significant changes, we will notify you via email or platform alerts.

12. Contact Us

For any questions or concerns about this Privacy Policy or your data, please contact: