Privacy Policy

1 Introduction

Smile Konnect ("we", "our", "us") provides a secure communication platform that enables patients and dentists to exchange messages, images, and documents through web, Android, and iOS applications.

This Privacy Policy describes how we collect, use, store, and protect personal information in accordance with:

2 Information We Collect

We collect only the minimum data necessary to provide secure clinical communication.

2.1 Personal Information

Collected during account registration:

• Name
• Birthdate
• Email address
• Phone number

2.2 Personal Health Information ("PHI")

PHI shared in chat messages, notes, images, or documents exchanged between patient and dentist.

2.3 Device & Technical Information

Collected automatically:

• Device type and OS version
• IP address

2.4 Mobile Permissions Used

To provide app functionality, Smile Konnect uses the following permissions:

Permission	Purpose
ACCESS_COARSE_LOCATION / ACCESS_FINE_LOCATION	Used only for location-based compliance logging (no continuous tracking).
CAMERA	Capture and upload images for clinical communication.
INTERNET	Required for secure encrypted communication.
READ/WRITE_EXTERNAL_STORAGE	Upload or download images and documents.
SYSTEM_ALERT_WINDOW	Display critical system-level notifications (e.g., security alerts).
VIBRATE	Notify users of new secure messages.

2.5 Patient Consent

We collect and store explicit patient consent on every action that involves sharing personal health information, including:

• Starting a chat conversation with a dentist
• Sharing photos or images
• Uploading and sharing documents

Each consent action is timestamped and securely stored for compliance and audit purposes.

3 How We Use Your Information

Information is used strictly for clinical and administrative purposes:

• Providing secure, encrypted chat between patient and dentist
• Enabling dentists to export/download chat transcripts for medical record keeping
• Managing clinic and user access via role-based controls
• Maintaining audit logs for compliance
• Sending neutral (non-PHI) email/SMS notifications
• Ensuring system security, fraud detection, and troubleshooting

4 Data Storage & Security

Smile Konnect follows PHIPA, RCDSO, and HIPAA-grade technical safeguards.

4.1 Data Residency

All patient data is stored exclusively on encrypted servers located in Canada.

4.2 Encryption

• End-to-end encrypted chat
• AES-256 encrypted databases
• TLS/SSL for all data in transit

4.3 Access Controls

• Multi-Factor Authentication (MFA)
• Role-based access (patients see only their records; dentists only their patients; admins only their clinic data)

5 Sharing of Information

We do not sell or rent personal information.

Information may be shared only with:

• Your treating dentist and authorized clinic administrators
• Service providers required for secure hosting & communication (all PHIPA-compliant)
• Regulatory authorities when legally mandated

6 Patient Rights

Under PHIPA and RCDSO guidelines, patients may:

• Request access to their records
• Request corrections
• Request account deactivation
• Request deletion of their data (after legally required retention period)
• Withdraw consent for messaging

Contact information for such requests is provided below.

7 Notifications

Smile Konnect sends neutral, non-PHI notifications, such as:

Notification delivery may be logged for audit compliance.

8 Children's Privacy

If a minor patient is registered, records are retained until 10 years after they turn 18, per PHIPA.

9 Changes to This Policy

We may update this Privacy Policy periodically. Continued use of Smile Konnect denotes acceptance of changes.

10 Contact Information