Privacy Policy

SmileRep ("we," "us," or "our") is an AI-powered reputation management platform built for dental practices. We operate the website at usesmilerep.com and the application at app.usesmilerep.com.

This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our services. By accessing or using SmileRep, you agree to the practices described in this policy.

We collect the following categories of information:

• Account Information: When you sign in via Google, we receive your name, email address, and profile picture from your Google account.
• Google Business Profile Data: With your explicit authorization, we access your Google Business Profile to retrieve and respond to reviews on your behalf.
• Usage Data: We may collect information about how you interact with our platform, including pages visited, features used, and time spent in the application.
• Communications: If you contact us directly, we retain the content of your messages for support purposes.

We do not collect payment card information directly — all billing is handled by third-party payment processors.

We use the information we collect solely to operate and improve the SmileRep platform:

• To authenticate your identity and provide access to the platform
• To connect to your Google Business Profile and retrieve your reviews
• To generate AI-drafted review responses in your voice
• To send you notifications about new or negative reviews
• To provide customer support and respond to your inquiries
• To improve the accuracy and quality of our AI models
• To comply with legal obligations

We do not use your data for advertising, profiling, or any purpose unrelated to providing the SmileRep service.

When you connect your Google account, we request only the permissions necessary to deliver our service:

• Authentication: We use your Google identity to log you in securely.
• Google Business Profile: We access your business profile and review data to display reviews inside the app and post AI-generated replies on your behalf — only when you authorize it.

We do not:

• Use Google user data to develop, improve, or train generalized AI or ML models
• Sell or share Google user data with any third party for advertising purposes
• Transfer Google user data to any party other than as necessary to provide the SmileRep service
• Use Google user data for any purpose the user has not explicitly consented to

You may revoke SmileRep's access to your Google account at any time through your Google Account permissions page.

We do not sell, rent, or trade your personal information. We may share your data only in the following limited circumstances:

• Service Providers: We use trusted third-party services (such as Supabase for authentication and database hosting, and OpenAI for AI response generation) that process data on our behalf and are contractually required to protect it.
• Legal Requirements: We may disclose your information if required to do so by law or in response to a valid legal request.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred. We will notify you before your data becomes subject to a different privacy policy.

We retain your personal data for as long as your account is active or as needed to provide our services. If you cancel your account or request deletion, we will delete your personal data within 30 days, except where required by law.

Review response drafts and Google Business data are not retained beyond what is necessary for the immediate delivery of our service.

You have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request that we correct inaccurate or incomplete data.
• Deletion: Request that we delete your personal data.
• Portability: Request your data in a machine-readable format.
• Withdraw Consent: Revoke your authorization for us to access your Google account at any time.

To exercise any of these rights, contact us at smilerep.ai@gmail.com. We will respond within 30 days.

SmileRep uses industry-standard security measures including:

• HTTPS encryption for all data in transit
• Secure, encrypted database storage via Supabase
• OAuth 2.0 for Google authentication — we never see or store your Google password
• Access controls limiting which team members can access user data

While we implement these safeguards, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but are committed to protecting your data.

SmileRep is a business-to-business platform intended for dental practice owners and staff. Our services are not directed at children under 13, and we do not knowingly collect personal information from anyone under 13. If you believe we have inadvertently collected such data, please contact us immediately.

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. For material changes, we will notify you via email or a prominent notice within the application.

Your continued use of SmileRep after any changes constitutes your acceptance of the updated policy.

If you have any questions, concerns, or requests regarding this Privacy Policy, please reach out: