Privacy Policy

1. Information We Collect

We may collect information that you provide directly to us when you contact The Smile Insider, request a free audit, book a consultation, ask for dashboard access, submit a form, or become a client.

• Name
• Email address
• Phone number
• Practice name
• Website URL
• City, province, state, or service area
• Message details submitted through our forms
• Business, billing, or project information needed to provide services

We may also collect limited technical information automatically, such as IP address, browser type, device type, pages visited, referral source, date and time of visit, and general website usage data.

2. How We Use Your Information

We use your information only for legitimate business purposes connected to our website, services, client communication, and marketing operations.

• Responding to inquiries and consultation requests
• Providing free audits, quotes, and marketing recommendations
• Delivering SEO, PPC, website design, content, social media, email marketing, reputation management, link building, and reporting services
• Setting up and managing dashboards or performance reports
• Improving our website, services, and user experience
• Communicating about projects, updates, invoices, support, or service changes
• Sending marketing emails where permitted by law
• Preventing fraud, spam, abuse, or unauthorized access
• Meeting legal, tax, accounting, or regulatory obligations

3. Dental Practice and Marketing Information

Because The Smile Insider works with dental practices, clients may share access to marketing-related business information, such as website analytics, Google Business Profile data, advertising accounts, rankings, reviews, lead tracking, call tracking, reporting dashboards, and campaign performance.

We use this information only to provide the services you hired us to perform. We do not use your practice data to benefit competing clinics, and we do not share your confidential marketing strategy, reports, account access, or campaign information with unauthorized parties.

4. Patient Information and Sensitive Data

The Smile Insider is a marketing agency, not a dental provider. We do not intentionally collect protected health information, personal health information, detailed treatment records, medical histories, clinical notes, insurance documents, or other sensitive patient information through our website forms.

If a service requires handling sensitive information, we will use appropriate safeguards and follow applicable written agreements, privacy laws, and any HIPAA, PHIPA, or similar requirements that may apply.

5. Cookies, Analytics, and Tracking

Our website may use cookies, pixels, analytics scripts, and similar technologies to understand website usage, improve performance, measure marketing campaigns, and support advertising or remarketing.

These tools may collect information such as browser type, device type, pages visited, referral source, and interactions with our website. You can control cookies through your browser settings, but blocking cookies may affect how some parts of the website function.

6. Third-Party Tools and Service Providers

We may use trusted third-party platforms to operate our website, communicate with users, manage marketing campaigns, provide reporting, process payments, host files, schedule calls, and deliver client services.

• Website hosting and security providers
• Contact form and email tools
• Analytics and advertising platforms
• SEO, reporting, and dashboard tools
• Call tracking, scheduling, CRM, or lead management tools
• Payment, invoicing, accounting, or administrative platforms

These providers may process information only as needed to deliver services to us. We do not authorize them to misuse your personal information.

7. How We Share Information

We only share information when reasonably necessary to operate our business, provide services, comply with legal obligations, or protect our rights and systems.

• With service providers who help us operate our website or deliver services
• With contractors or team members who need access to perform approved work
• With analytics, advertising, hosting, reporting, or communication platforms
• When required by law, court order, legal process, or government request
• To protect our rights, clients, users, systems, or business
• In connection with a merger, acquisition, sale, restructuring, or business transfer

We do not sell your personal information. We do not rent or trade your contact details. We do not share confidential practice data with competing dental offices.

8. Client Confidentiality

If you are a client, we treat your marketing strategy, account access, campaign data, reports, and internal business information as confidential.

We may use anonymized or aggregated performance data to improve our services, create benchmarks, or explain general marketing trends. We will not publicly identify your practice, publish case results, use screenshots, display your logo, or share testimonials without permission.

9. Email and Marketing Communications

If you submit your information, request an audit, download a resource, book a call, or become a client, we may contact you about relevant services.

You can unsubscribe from marketing emails at any time by using the unsubscribe link in the email or contacting us directly. Transactional or service-related messages, such as project updates, invoices, reports, or security notices, may still be sent when necessary.

10. Data Security

We use reasonable administrative, technical, and organizational safeguards to protect personal information from unauthorized access, misuse, loss, alteration, or disclosure.

However, no website, email system, or online transmission is completely secure. You should avoid sending sensitive patient information, passwords, or confidential records through unsecured channels.

11. Data Retention

We keep personal information only as long as reasonably necessary for the purposes described in this Privacy Policy, including to provide services, maintain business records, comply with legal obligations, resolve disputes, and enforce agreements.

When information is no longer needed, we may delete, anonymize, or securely archive it.

12. Your Privacy Choices

Depending on where you live, you may have the right to request access to your personal information, ask us to correct inaccurate information, request deletion of certain information, withdraw consent where applicable, or opt out of marketing communications.

• Request access to your personal information
• Ask us to correct inaccurate information
• Request deletion of certain information
• Withdraw consent where processing is based on consent
• Opt out of marketing communications
• Ask how your information has been used or shared

To make a privacy request, contact us at info@thesmileinsider.com. We may need to verify your identity before completing certain requests.

13. Canada and U.S. Privacy Notice

The Smile Insider serves dental practices in Canada and the United States. Privacy laws may vary by location.

For Canadian users, this policy is intended to reflect core privacy principles such as accountability, identifying purposes, consent, limiting collection, limiting use, safeguards, openness, access, and complaint handling.

For U.S. users, additional rights may apply depending on your state. If applicable, you may contact us to request access, correction, deletion, or opt-out options related to your personal information.

14. International Data Processing

Some of our service providers may store or process information in Canada, the United States, or other jurisdictions. Privacy laws in those jurisdictions may differ from those in your location.

By using our website or services, you understand that information may be processed outside your province, state, or country where permitted by law.

15. Third-Party Links

Our website may link to third-party websites, tools, social media platforms, scheduling pages, payment processors, or partner resources.

We are not responsible for the privacy practices, content, or security of third-party websites. Please review their privacy policies before submitting information.

16. Children’s Privacy

Our website and services are intended for dental professionals, dental practice owners, associates, and business users. We do not knowingly collect personal information from children.

If you believe a child has provided personal information to us, please contact us so we can take appropriate steps.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a revised effective date.

Your continued use of our website or services after updates means you accept the revised policy, where permitted by law.