smileeasy Terms for Clinics

Version: 2026-10-04 · In effect from: 2026-10-04

Test phase. smileeasy is in a test phase. No real money is taken: payments run in Stripe's test environment. During the test phase, the clinics listed for patients are example clinics we created; a clinic that signs up now is reviewed and prepared for the start of real bookings.

These terms apply between smileeasy and every dental clinic that creates a clinic account, lists a clinic, uses the clinic dashboard or writes articles on smileeasy.ch. They include data processing terms (section 10). Our privacy policy explains how we handle personal data, including that of clinic staff (Part B).

These terms are published in English, German, French, Italian, Greek and Polish. The English text is the original and applies if a translation is unclear or differs from it.

1. Parties and scope

smileeasy, Heinrichstrasse 267A, 8005 Zürich, Switzerland, contact@smileeasy.ch, +41 78 939 95 09. The company that will operate smileeasy is being founded. Once it exists, we will name it here, with its legal form and register number, and it will take over these terms. Until then, the team running smileeasy at the address above is your contracting partner.
The clinic: the dental business named in the clinic profile. The person who creates the clinic account confirms that they may act for the clinic and accepts these terms on its behalf.
These terms are for businesses. They are not consumer contracts.
Commercial terms that go beyond these terms (for example fees, commissions or how reservation fees are settled) apply only if smileeasy and the clinic agree them in writing. A letter of intent sent through the "Talk to us first" form is not binding.

2. What smileeasy provides

A public clinic page, and the clinic's appearance in search, destination pages and lists.
A booking system: patients reserve a time slot the clinic has opened and pay a reservation fee to smileeasy.
A clinic dashboard: bookings, the patient's medical questionnaire, notes, rescheduling, chat with patients and page statistics.
If the clinic's dentists want to write: author profiles and articles in the smileeasy magazine (section 12).

smileeasy currently charges clinics nothing for these services. We will not introduce a charge without the clinic's written agreement.

smileeasy is a marketplace. It is not a healthcare provider and does not take part in the treatment.

3. Joining and our review

Clinics can join from the destinations smileeasy currently serves.
We review every clinic profile before it is published. We may ask for changes, ask for evidence (for example of licences, registrations or insurance), refuse a profile, or publish it. We explain a refusal.
Changes to a published profile may be reviewed again.

4. The clinic's obligations

The clinic confirms, and keeps true for as long as it is listed, that:

it and every dentist it lists hold the licences, registrations and permits the law requires for the treatments offered, and carry the professional liability insurance the law of their country requires;
its profile is accurate, complete and up to date: name, registration number, address, team, qualifications, services, prices, opening hours, languages, photos and certificates;
the price estimates it publishes are made in good faith for the scope shown;
it has the rights to every photo, text and logo it uploads;
before it adds a team member's profile, it gives that person the information in Part B of our privacy policy and obtains their agreement to the use of their photo, and it removes a profile when the person asks;
its page and articles comply with the rules on advertising for health professionals in its country;
it keeps its available time slots up to date and honours the bookings made for them;
it answers patients' messages within a reasonable time;
it tells us at once if a licence is withdrawn or suspended, or if it can no longer treat patients.

The clinic asks us to update or remove its profile at any time from its dashboard or by writing to contact@smileeasy.ch.

5. Bookings, the reservation fee and the treatment

A patient books a time slot the clinic has opened. Only one booking can occupy a time slot at a time.
The patient pays the reservation fee to smileeasy, which charges it in its own name. The fee is shown to the patient before booking.
The clinic deducts the reservation fee from the cost of the patient's treatment. How smileeasy and the clinic settle reservation fees between themselves is agreed separately in writing; during the test phase no real fees are collected.
Once the fee is paid, the booking is confirmed and the clinic receives the patient's booking and contact details. The medical questionnaire follows if the patient consents to it and submits it.
The treatment contract is between the patient and the clinic. The clinic sets the price of the treatment after the consultation, is paid directly by the patient, and applies its own terms for the treatment: deposits, rescheduling, cancellation, guarantees and aftercare.
Cancellations of the booking:
- a patient who cancels more than 48 hours before the appointment gets the reservation fee back in full;
- a patient who cancels within 48 hours, or does not attend, loses the reservation fee; there is no other charge from smileeasy;
- if the clinic cancels, the patient always gets the reservation fee back in full. The clinic cancels only for a good reason, as early as possible, and after trying to reach the patient;
- a cancellation that follows from a change the clinic asked for, which the patient does not accept, counts as a cancellation by the clinic.
The clinic may propose a new time through the dashboard; the patient decides whether to accept.

6. Medical responsibility

The clinic alone is responsible for the examination, diagnosis, treatment, informed consent, aftercare and every clinical decision, for its patient records and record-keeping duties, and for complaints and claims about treatment. smileeasy gives no medical advice and does not supervise the treatment. The medical questionnaire is a tool for the clinic; the clinic decides what it needs to ask at the visit.

7. Patient communication

The clinic uses the patient contact details and chat it receives through smileeasy only to prepare, carry out and follow up the patient's treatment. It does not use them for advertising without the patient's separate consent. The clinic answers patients in its own name and keeps its messages professional and lawful.

8. Reviews about the clinic

Patients review a clinic after an appointment, through a personal link. smileeasy publishes positive and negative reviews alike and does not edit them.
The clinic may not pay for, reward, write or arrange reviews, or ask patients to remove a review in exchange for anything.
The clinic can report a review it believes is unlawful or breaks our review rules by writing to contact@smileeasy.ch, with the reasons. We examine it and tell the clinic our decision. We do not remove a review only because it is negative.

9. Ranking, statistics and data access

Ranking. By default, the discover page lists clinics by rating, highest first. Patients can sort by price or by name and filter by destination, treatment, language and other criteria. No clinic can pay for a better position, and smileeasy has no clinics of its own that it favours.
Statistics. The clinic sees daily totals of its page views, card impressions, clicks and the enquiries and bookings that followed (section 9 of our privacy policy). These numbers identify no visitor, and the clinic must not try to identify visitors from them.
What data the clinic can access: its own profile, its bookings and the patient data released for each booking (section 3.1 of our privacy policy), its chats, notes and statistics. The clinic has no access to other clinics' data or to patients' data beyond its own bookings. smileeasy uses the data it holds as controller as described in its privacy policy; it does not sell it.

10. Data protection and data processing terms

10.1 Roles

smileeasy is the controller of patient accounts, the booking record, the reservation fee, reviews, feedback, support, messages sent before payment, clinic listings and clinic staff profiles.
The clinic is an independent controller of the booking and contact details it receives from smileeasy and of everything it keeps in its own systems, including its patient file.
smileeasy is the clinic's processor (Art. 28 GDPR; Art. 9 FADP) for: the patient's medical questionnaire answers, the patient's note to the clinic, chat messages sent after the reservation fee is paid, and the clinic's own notes about a booking ("clinic data").

10.2 What smileeasy does as processor

For clinic data, smileeasy:

processes it only on the clinic's documented instructions. These terms are the clinic's standing instructions: collect the questionnaire with the patient's consent and make it available to the clinic; store and transmit the patient's note, the chat and the clinic's notes; apply the retention periods below; delete the data when the patient deletes their account or withdraws questionnaire consent; and give the clinic and the patient the access the product provides. smileeasy tells the clinic if an instruction appears to break data protection law;
keeps it confidential and lets only people who are bound to confidentiality and need it reach it. smileeasy's team has no routine access to clinic data: emergency access needs a named person and a reason and is logged before it happens;
protects it with appropriate technical and organisational measures, including encryption of questionnaire answers and notes before they are stored, encrypted connections, access control in the database, two-step sign-in for administrators, an access log kept for 2 years, and the measures in section 16 of the privacy policy;
uses sub-processors only as listed in section 13 of the privacy policy (in particular Supabase for the database in Zurich, Netlify for hosting, ZeptoMail for email). The clinic authorises these generally. smileeasy announces a new sub-processor at least 30 days in advance by email; the clinic may object for good reason and, if no solution is found, end these terms. smileeasy binds every sub-processor to equivalent obligations and remains responsible for them;
transfers clinic data outside Switzerland and the EU/EEA only with the safeguards in section 14 of the privacy policy;
helps the clinic answer patients' requests (access, correction, deletion and others), and passes on requests it receives about clinic data within 5 business days;
reports a personal data breach affecting clinic data to the clinic without undue delay, and where possible within 48 hours of becoming aware of it, with the information the clinic needs to meet its own duties;
helps the clinic with data protection impact assessments and consultations with authorities, as far as the clinic data is concerned;
deletes or returns clinic data at the end of these terms, at the clinic's choice, unless the law requires smileeasy to keep it. The clinic exports what it needs before its account is closed;
gives the clinic the information needed to show compliance with this section, and allows audits by the clinic or an auditor bound to confidentiality, with 30 days' notice, at the clinic's cost and at most once a year unless there was a breach.

10.3 Retention of clinic data

Clinic data	Deleted
Questionnaire answers and the patient's note	3 years after the appointment; for a cancelled, failed or unpaid booking, 30 days after the booking last changed; earlier if the patient withdraws consent or deletes their account
Clinic notes about a booking	12 months after the appointment; earlier if the patient deletes their account
Chat messages	12 months after the last message in the conversation, unless a booking linked to it is still open; earlier if the patient deletes their account

The clinic copies into its own patient file whatever it must keep under its professional record-keeping duties. Copies in the clinic's own systems are the clinic's responsibility.

10.4 The clinic's own duties

The clinic processes patient data lawfully and under the professional secrecy that applies to it, informs patients about its own processing with its own privacy notice, informs its staff as described in section 4, and uses smileeasy accounts only for its own staff, each with their own login.

11. Content the clinic provides

The clinic grants smileeasy a non-exclusive, worldwide, royalty-free licence to publish, display, translate and adapt (for format and size) the texts, photos, logos and other content it provides, on smileeasy and in smileeasy's own promotion of the clinic, for as long as the clinic is listed. smileeasy may correct obvious errors and adapt content to its format; it does not change the meaning of the clinic's statements without asking.

12. Articles by the clinic's dentists

Who can write. Dentists with a smileeasy account at a listed clinic can write articles for the magazine's section by medical experts. Before an article can be sent for review, smileeasy verifies the author profile (name, credentials, professional registration number and authority, country, clinic).
Checks and review. Every article is checked automatically for medical and legal wording (for example promises of results, unsupported health claims or prices presented as advertising) and then reviewed by smileeasy. smileeasy may ask for changes, edit the text for clarity, accuracy, legal compliance or format, decline it, or publish it. Nothing is published without smileeasy's review.
Byline and disclosures. A published article carries the author's name, credentials and clinic, a standard medical disclaimer, and a statement of the author's interest (for example that the author treats patients at a smileeasy partner clinic).
The author confirms that the article is their own work or that they have the rights to it, that it is accurate and reflects current professional knowledge, that it complies with the rules on advertising for health professionals in their country, and that it identifies no patient. Patient photos and before-and-after images may be used only with the patient's written consent, which the author keeps and shows on request.
Licence. The author keeps the copyright. The author grants smileeasy a non-exclusive, worldwide, royalty-free licence to publish, translate, adapt and archive the article, without time limit.
Taking an article down. smileeasy may unpublish an article at any time, in particular if it is inaccurate, unlawful, or breaks these terms, or if the author's registration ends. smileeasy tells the author why. The author may ask smileeasy to unpublish their article at any time.
Former contributors. If the author's account is deleted, published articles stay published under the byline "Former contributor" and can no longer be edited; unpublished drafts are deleted. An author who does not want this asks smileeasy to unpublish the articles before deleting the account.

13. Restricting, suspending and ending

The clinic can end these terms at any time by asking for its clinic to be removed.
smileeasy can end these terms with 30 days' notice by email, stating the reasons.
smileeasy may restrict or suspend a listing, a booking function, an article or an account with immediate effect if the clinic or its dentist lacks a required licence, puts patients at risk, publishes misleading or unlawful content, seriously or repeatedly breaks these terms, or if the law requires it. smileeasy then tells the clinic, at the latest when the restriction takes effect, which facts and which rule or law the decision rests on. The clinic can reply and contest the decision, and smileeasy looks at it again.
Bookings already confirmed when a listing ends are either honoured by the clinic or cancelled with a full refund to the patient.
Sections 6, 10 (until the clinic data is deleted or returned), 11, 12 (licence for published articles), 14 and 16 continue after these terms end.

14. Liability

The clinic is liable for its treatment and services to patients and holds smileeasy harmless from claims by patients or third parties arising from the treatment, the clinic's content or a breach of these terms by the clinic, including reasonable legal costs.
smileeasy is liable for damage it causes intentionally or through gross negligence, without limit. For slight negligence, smileeasy is liable only for foreseeable, typical damage, and not for lost profit or lost bookings, as far as the law allows.
smileeasy does not guarantee any number of bookings or uninterrupted availability of the platform.

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