smileeasy Privacy Policy

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

Test phase. smileeasy is in a test phase. No real money is taken: the payment page is Stripe's test environment, and no card is charged. The clinics listed during the test phase are example clinics that we created to show how smileeasy works. A booking at an example clinic reaches only our own team, who run the example clinic accounts, and no appointment takes place. We will remove the example clinics, and this notice, before real bookings start.

This policy is published in English, German, French, Italian, Greek and Polish, and every language version has the same version number. The English text is the original. If a translation is unclear or differs from it, the English text applies.

This policy explains what personal data smileeasy processes when you use smileeasy.ch: why, who receives it, how long we keep it and what rights you have. It covers patients, website visitors, and clinics and their staff. It follows the Swiss Federal Act on Data Protection (FADP) and its Ordinance (DPO, "DSV"). It also follows the EU General Data Protection Regulation (GDPR), because we offer our service to people in the EU. Legal references are given in brackets for those who need them.

Some of the data we handle is health data. If you book a treatment at a dental clinic, the booking alone can say something about your health. For that reason:

we ask for your explicit consent before we record your booking and pass it to a clinic, and again before you fill in the medical questionnaire;
your questionnaire answers and the notes about your booking are encrypted a second time before they are stored;
our team cannot open questionnaire answers, notes or chat messages in its everyday tools (section 6, "Who at smileeasy can see your data").

Which sections apply to you

You are…	Read
Just browsing	1, 5.1, 7, 8, 9, 12, 13, 15, 17
A patient with an account	1, 3, 5.2–5.4, 6, 7, 8, 10, 11, 12, 13, 14, 15, 17
Contacting us or reporting a problem	5.5, 5.6, 13, 15, 17
A clinic, a member of clinic staff or an article author	Part B (22–24), plus 2, 8, 11, 13–18 and 21

1. Summary

smileeasy is a Swiss marketplace. It connects patients with dental clinics in Hungary, Poland, Spain, Italy, Greece, Portugal, Germany and France. Clinics in France are listed but cannot be booked.
Where your data is stored: our database is in Switzerland (Zurich). Some service providers are in the EU and the USA (section 13).
If you message a clinic from its page, the clinic sees your name, your profile picture (if you have one) and your messages as soon as you send them.
When you book, we ask for your explicit consent to record the booking and pass it to the clinic. Your contact details and your questionnaire reach the clinic only after the reservation fee is paid. We collect the medical questionnaire for that clinic and store it on the clinic's behalf.
Questionnaire answers, your note to the clinic and the clinic's notes are encrypted a second time. Chat messages are not (section 11).
We do not sell your data, and we use no advertising cookies.
Analytics in your browser (PostHog, hosted in the EU, a US company) runs only after you click "Accept analytics". It never runs on booking, questionnaire, account or dashboard pages. On a clinic page it records which treatment and price estimate you select, and if you are signed in it links this to your account number (section 8).
Whatever you choose, our server sends PostHog anonymous booking counts with no link to you, and technical error reports that carry your account number if you are signed in (section 8).
We count clinic-page views for every visitor, without a cookie and without keeping anything that identifies you. Clinics see daily totals only. You can opt out (section 9).
You can download your data and delete your account yourself, on your account page.
For any question or request, write to contact@smileeasy.ch.

Short glossary

Controller: the party that decides why and how personal data is used.
Processor: a party that handles data only on a controller's instructions.
Health data: information about a person's physical or mental health. A dental booking linked to your name counts as health data.
Legal basis: the reason the law allows a use of data. The tables below use these labels:
- Needed for the service you asked for (Art. 6(1)(b) GDPR).
- Swiss legal duty. The GDPR does not count a Swiss duty as a "legal obligation", so under the GDPR this rests on our legitimate interest in meeting the Swiss duties that bind us (Art. 6(1)(f) GDPR).
- Our legitimate interest. You can object (box below) (Art. 6(1)(f) GDPR).
- Your consent (Art. 6(1)(a) GDPR).
- Your explicit consent, for health data (Art. 9(2)(a) GDPR; Art. 6(7) FADP).

Your right to object
Where we rely on our legitimate interests, you can object at any time on grounds relating to your particular situation. We then stop, unless we have compelling legitimate grounds that override your interests, or we need the data to establish, exercise or defend legal claims.
Processing How to object
Clinic-page counting (section 9) Use the "Don't count my visits" link at the bottom of every page.
Map images (section 12) The maps on the discover and destination pages load map images from Mapbox. Avoid those pages, or write to contact@smileeasy.ch.
Server logs, abuse protection and server error reports (sections 5.1, 8) Write to contact@smileeasy.ch. We assess your situation and reply.
Feedback surveys (section 5.4) Do not answer the survey, and switch the invitations off with the link in the email.
Problem reports (section 5.6) You decide whether to send one. Write to contact@smileeasy.ch to have a report deleted.
Public clinic team profiles, clinic contact persons, article bylines and AI reading of clinic websites (Part B) Write to contact@smileeasy.ch.
We send no marketing emails (section 5.7).

Processing	How to object
Clinic-page counting (section 9)	Use the "Don't count my visits" link at the bottom of every page.
Map images (section 12)	The maps on the discover and destination pages load map images from Mapbox. Avoid those pages, or write to contact@smileeasy.ch.
Server logs, abuse protection and server error reports (sections 5.1, 8)	Write to contact@smileeasy.ch. We assess your situation and reply.
Feedback surveys (section 5.4)	Do not answer the survey, and switch the invitations off with the link in the email.
Problem reports (section 5.6)	You decide whether to send one. Write to contact@smileeasy.ch to have a report deleted.
Public clinic team profiles, clinic contact persons, article bylines and AI reading of clinic websites (Part B)	Write to contact@smileeasy.ch.

2. Who we are

2.1 Controller

Unless a section says otherwise, the controller for the processing described in this policy is:

smileeasy Heinrichstrasse 267A, 8005 Zürich Switzerland Email: contact@smileeasy.ch Phone: +41 78 939 95 09

The company that will operate smileeasy is being founded. Once it exists, we will name it here as the controller, with its legal form and register number, and publish a new version of this policy. Until then, the team running smileeasy at the address above is responsible for the processing described here.

2.2 Privacy contact

Send privacy questions and requests to contact@smileeasy.ch or to the postal address above. Please put "Privacy" in the subject line.

2.3 Representative in the European Union

Our representative in the European Union under Art. 27 GDPR is being appointed. We will name the representative here once the appointment is made. Until then, please send any data protection matter to contact@smileeasy.ch.

2.4 Data protection officer

We have not appointed a data protection officer. Please send any data protection matter to contact@smileeasy.ch.

Part A: Patients and website visitors

3. smileeasy and the clinics: who is responsible for what

smileeasy runs the marketplace. The clinics provide the treatment. Who is responsible for your data depends on the stage of your booking:

	Before the fee is paid	After the fee is paid
Your account, clinic listings, your booking record, the reservation fee, reviews, feedback, support	smileeasy	smileeasy
Messages you send a clinic	smileeasy is responsible. The clinic receives a copy (below).	Messages sent after payment: the clinic is responsible, and smileeasy stores them for the clinic. Messages sent before payment stay smileeasy's responsibility.
Your booking and contact details at the clinic	The clinic sees only that the time slot is taken.	smileeasy passes them on with your consent. The clinic is responsible for its copy.
Questionnaire answers and your note to the clinic	Not shared	The clinic is responsible. smileeasy collects and stores them for the clinic.
The clinic's notes and its handling of your booking	Not applicable	The clinic is responsible. smileeasy stores them for the clinic.

When smileeasy stores data for a clinic, we act as the clinic's processor: we store and transmit the data for the clinic and may not use it for anything else. Our terms for clinics contain the data processing terms that bind us and every clinic, including the retention periods in section 15, deleting the data when you delete your account, and handling a withdrawn consent.

What we pass on with your consent (your booking and contact details, and your messages before booking): the clinic receives a copy, and from then on it is an independent controller of that copy. The clinic's own privacy notice applies to that copy and to anything the clinic keeps in its own systems, such as its patient file. The clinic's name, country and business contact details are shown on the clinic page and on your booking page.

3.1 How a booking moves your data to the clinic

Stage	What the clinic sees
You send the clinic a message from its page before booking	Your name, your profile picture (if you uploaded one) and your messages, as soon as you send them
You have started a booking but not paid	Only that the time slot is taken. No name and no contact details.
The reservation fee is paid (booking confirmed)	Your name, email, phone number (if you gave one), preferred language, the treatment you chose, the time slot and your note to the clinic
You consented to the questionnaire and submitted it	Your questionnaire answers as well
You paid and the booking was later cancelled	In the clinic's smileeasy dashboard: your name only. Anything the clinic already copied into its own records stays with the clinic (ask the clinic).

You see the clinic's business contact details, not the private details of its staff. What our own team can see is explained in section 6, "Who at smileeasy can see your data".

When you book a clinic in another country, your data goes to that country. Switzerland recognises all the clinic countries as having an adequate level of data protection. The booking consent names the clinic and its country before you agree.

3.2 Whom to ask

Your question is about…	Ask
Your account, a booking, the reservation fee, a review, a feedback survey, messages you sent before booking	smileeasy
Your questionnaire, the chat after booking, the clinic's notes, your treatment, the clinic's own patient records	The clinic. You can also write to us: we pass your request on and help the clinic answer.

4. Data we receive from others

Most data comes from you. Some comes from others:

Clinics: booking status changes, rescheduling proposals, cancellations and their notes about your booking.
Stripe: payment, refund and dispute status.
Mapbox: the town and region we work out from a clinic's map position.
Public clinic websites: staff names, titles and photos, only when a clinic uses the AI reading in section 24.
For clinic staff: the clinic that entered your team profile (section 22).

5. What we process and why

5.1 Visiting the website

Data	Purpose	Legal basis
Request logs kept by our hosting and database providers (Netlify, Supabase): IP address, browser type, page requested, time	Run the website, find errors, prevent abuse	Our legitimate interest in a secure, working website
IP address, held in memory only and never stored	Rate limits that stop abuse of forms and sign-in	Our legitimate interest in stopping abuse
Favourites and recently viewed clinics, kept in your browser before you sign in	Remember the clinics you liked or looked at	Needed for the service (section 7.2)
Clinic-page counts	See section 9	Our legitimate interest
Analytics and session recording	See section 8	Your consent
Map images	See section 12	Our legitimate interest

Our own application logs do not record your IP address. Before anything is written, they are filtered to remove email addresses, phone numbers, tokens, payment reference numbers and patient content. The filter works by recognising patterns, so we still treat the logs as personal data and protect them accordingly.

5.2 Patients: account

Data	Purpose	Legal basis
Email, name, phone number, password (stored only as a hash), language, profile picture	Create and run your account	Needed for the service
Your declaration that you are 18 or older, your acceptance of the terms of use and your confirmation that you have read this policy, with date and version	Prove what you agreed to and when	Our legitimate interest in proving what you agreed to
Sign-in sessions, two-factor settings (if you use them), a security log of sign-ins with IP address	Keep your account secure	Needed for the service; our legitimate interest in account security
Favourite and recently viewed clinics	Show your saved clinics and history	Needed for the service
In-app notifications and email preferences	Tell you about your bookings and messages	Needed for the service

What is required: your name, email address and a password, plus the two declarations. Your phone number and profile picture are optional.

Profile picture. Anyone who has the link to your profile picture can open it. It is not listed or searchable. Clinics you exchange messages with see it next to your name. Please do not upload a picture you would not want others to see.

5.3 Patients: booking

Data	Purpose	Legal basis
Clinic, treatment, treatment scope, time slot, booking status, your preparation checklist	Record and arrange your booking, support you, and pass it to the clinic	Needed for the service, and your explicit booking consent, which covers both our own record and passing it to the clinic
A cancellation or rescheduling reason you give	Handle the change. A cancellation reason is also sent to the clinic.	Needed for the service and your explicit booking consent
Requests to our team for help with a booking: your message and your name	Answer your request	Needed for the service and your explicit booking consent
Booking history: each change to the booking (who, when, what changed)	Support and dispute handling	Needed for the service; our legitimate interest in resolving disputes (for health data: Art. 9(2)(f) GDPR, legal claims)
Reservation fee payment (amount, status, Stripe reference numbers)	Take the fee, issue refunds, keep the accounting records Swiss law requires	Needed for the service; Swiss legal duty (Art. 958f Swiss Code of Obligations)
A note that a booking needs a closer look (for example after a payment dispute), with the reason	Prevent fraud and misuse. Only our administrators see it.	Our legitimate interest in preventing fraud. A person always reviews it; it never cancels a booking by itself.

What is required to book: an account and your booking consent. The questionnaire and your note to the clinic are optional. If you skip the questionnaire, the clinic asks its questions at your visit.

If you withdraw your booking consent, we keep a minimal record of the booking (clinic, date, status and payment) to meet our accounting duties and to establish or defend legal claims (Art. 9(2)(f) GDPR), for the periods in section 15.

5.4 Patients: messages, reviews and feedback

Data	Purpose	Legal basis
Messages to a clinic before the fee is paid (from the clinic page)	Let you ask a clinic questions	Needed for the service you use when you write to the clinic. The clinic receives each message when you send it. If you choose to write about your health, we pass it on because you asked us to send it to that clinic (Art. 9(2)(a) GDPR; Art. 6(7) FADP).
Messages to a clinic after the fee is paid	Communication between you and your clinic	We act as the clinic's processor (section 3). The clinic relies on its treatment relationship with you (Art. 9(2)(h) GDPR).
Review: rating, comment, publication consent	Publish your experience for other patients	Your consent, given in the review form
Feedback survey after the visit: a score from 0 to 10 and an optional comment	Check the quality of the clinics we list	Our legitimate interest in checking clinic quality. You decide whether to answer.

Free text. You never need to give medical details in a message before booking, a cancellation reason, a help request, a survey comment, a problem report or a contact message. If you do, we use them only to handle what you wrote about, and we delete them on the schedule in section 15. A cancellation reason is sent to your clinic.

Published reviews show only your first name and the first letter of your surname (for example "Anna K."). Your account, email and booking are never published with the review. How reviews are collected and moderated is set out in our terms of use.

5.5 Callback and contact requests

When you use the consultation request form or the contact form, we store the type of request, your name, your email and/or phone number, your message, and your IP address and browser type (to block spam and abuse of the form).

Our team receives an email and an internal alert that carry only the type of request and a link to it, nothing you wrote. Nothing is shared with a clinic unless you ask us to.

Purpose: reply to you. Legal basis: needed for the reply you asked for, or our legitimate interest in answering enquiries.

5.6 Reporting a problem

When you use "Report a problem", we store your message and what you expected to happen, the page you were on (with identifiers removed), technical details (screen size, app version, recent failed requests), an optional screenshot, your account number and role if you are signed in (or the email address you give us), your IP address and browser type, and a link to the session recording of your visit if you accepted analytics.

Purpose: find and fix errors. Legal basis: our legitimate interest in a working service.

5.7 Marketing

We send no marketing emails. The newsletter box at the bottom of the website does not store the address you type into it. If we start sending news, we will ask for your consent first and describe it here.

6. Health data and your consents

We ask for a separate, explicit consent at each step that involves health data. No box is ticked in advance. We record each consent with its date, version and language.

Before you book, you confirm:

"I am the patient. I agree that smileeasy (Switzerland) records this booking, including the treatment, to arrange it and support me, and that smileeasy passes my booking and contact details, and any cancellation reason I give, to [clinic] in [country] so the clinic can prepare my consultation."

Legal basis: your explicit consent (Art. 9(2)(a) GDPR; Art. 6(7) FADP). You can only book for yourself.

Withdrawing your booking consent. You can withdraw it at any time by writing to contact@smileeasy.ch. Cancelling the booking on your booking page also stops all further sharing with the clinic. From then on we record nothing new about the booking and pass nothing further to the clinic. Withdrawing consent does not by itself cancel the booking or cost anything; if the booking is cancelled, the refund rules in our terms of use apply. What the clinic has already received stays with the clinic as its own controller. We keep the minimal record described in section 5.3.

6.2 Questionnaire consent (optional)

The clinic may ask about your medical history, medication, allergies, pregnancy and similar topics before your visit. The clinic is the controller of these answers; smileeasy collects and stores them for the clinic. Nothing is saved until you agree. Before you start, you confirm:

"I explicitly consent to [clinic] processing my answers, which are health data, to plan my treatment safely. smileeasy collects and stores them on the clinic's behalf. My consent is voluntary, and I can withdraw it at any time on my booking page."

Legal basis: your explicit consent, collected for the clinic (Art. 9(2)(a) GDPR; Art. 6(7) FADP). The clinic also relies on its treatment relationship with you (Art. 9(2)(h) and (3) GDPR).

You can correct your answers on the booking page. The clinic is informed.
You can withdraw your consent at any time on the booking page. Your answers are then deleted at smileeasy, and the clinic is informed. Withdrawal does not affect what happened before it. Copies the clinic already put into its own patient records are governed by the clinic and its professional record-keeping duties.
The clinic receives your answers only after the fee is paid, you have consented and you have submitted the questionnaire.
Your answers and your note to the clinic are encrypted a second time (section 16) and deleted automatically (section 15).
Emergency contact. The questionnaire asks for an emergency contact (name and phone number). Please tell that person that you gave their details to the clinic; this policy applies to them too. Their details are deleted with your answers.

Before a review is published, you agree to publication under your first name and the first letter of your surname. You can ask us to take your review down at any time (section 17).

Who at smileeasy can see your data

Our administrators see your contact details, your bookings and their payment status, and any help request you send, so that they can support you. They must confirm their sign-in with a second step (an authenticator app) before they can do so.
Our admin tools do not let anyone read your questionnaire answers, your note to the clinic, the clinic's notes or your chat messages.
Exceptional access to these is possible only in an emergency, for example to investigate a security incident or answer a legal request. Every such access needs a named person and a written reason, is written to an access log before it happens, and triggers a notice in our internal alert channel that names the team member and the kind of data, never the content.

The access log also records every automated deletion of questionnaire answers, notes and chat messages, and every data export you make. It is kept for 2 years. Legal basis: our duty to keep processing traceable and secure (Art. 8 FADP and Art. 3 DPO; Art. 4 DPO once our processing of health data counts as large-scale); under the GDPR, our legitimate interest in the security of our systems and in proving that health data is protected (Art. 6(1)(f) and recital 49, Art. 9(2)(f) GDPR).

7. Cookies and browser storage

When you first visit, a notice lets you choose "Accept analytics" or "Only necessary". You can change your choice at any time with the "Cookie notice" link at the bottom of every page.

We use no advertising or retargeting cookies. We set no cookie for your language: the language comes from the web address (for example /de/). Counting clinic-page views (section 9) uses no cookie and no browser storage, unless you opt out of it.

7.1 Cookies

What it does	Name	Duration	Type
Stores your cookie choice ("declined", or "accepted" with the version of the notice you accepted; when the notice changes what you agree to, it asks you again)	cookie-consent	1 year	Necessary
Keeps you signed in	sb-…-auth-token (sometimes split into .0, .1)	8 hours, renewed while you use the site	Necessary
Secures email confirmation and password reset links	sb-…-auth-token-code-verifier	Up to 8 hours	Necessary
Returns you to the page you were on after sign-in	sb-redirect-path	Up to 8 hours	Necessary
Stores your objection to clinic-page counting (section 9). Contains only the value 1.	se-count-optout	13 months	Necessary (only if you opt out)
Analytics identifier and settings (section 8)	ph_<project>_posthog (cookie and local storage)	About 1 year	Only after "Accept analytics"
Team markers that keep smileeasy staff out of statistics	ph-internal, se-internal	1 year	Set only through a special team link

We do not end sign-in sessions automatically after a fixed time: a session stays active while it is used and ends when you sign out. On a shared device, please sign out when you are done.

When you pay, Stripe sets its own cookies on checkout.stripe.com, under its own responsibility (section 10). Storage used only in the clinic sign-up is described in section 22.3.

7.2 Browser storage

Item	Purpose	Duration	Sent to us?
Favourites (before sign-in)	Remember the clinics you liked	Until you sign in or clear your browser data	Yes, when you sign in: they move into your account
Recently viewed (before sign-in, last 10 clinics)	Show the clinics you looked at	Until you sign out or clear your browser data	Only the clinic numbers, to load the cards; we do not store them
Dashboard preferences (preferred treatment and destination)	Personalise your dashboard	Until you sign out or clear your browser data	Only as a search filter; we do not store them
Pending favourite or booking (session storage)	Continue what you started after you sign in	Until the tab is closed	Yes, when the action completes

Signing out deletes all of them.

Legal basis: storing information on your device that is strictly necessary for a service you asked for needs no consent. Everything else (PostHog) is loaded only with your consent.

8. Analytics (PostHog)

Only if you accept (in your browser)

If you click "Accept analytics", we use PostHog to understand how the website is used and to find errors. If you choose "Only necessary", PostHog is not loaded and your browser sends it nothing. There is no cookie-free fallback mode. If your browser sends a "Do Not Track" signal, PostHog sends nothing from your browser.

How we limit what PostHog receives:

EU hosting: PostHog's EU cloud in Frankfurt (Germany). PostHog Inc. is a US company (section 13).
Our own relay: data passes through our server first. We shorten your IP address (IPv4 to /24, IPv6 to /48) so that it no longer points to you, we do not forward your cookies, and we remove identifiers, tokens and search terms from page addresses.
Click statistics do not include the text you click on.
Booking choices on clinic pages: we record which treatment, scope and price estimate you select in the booking card, with the clinic, and whether you went on to payment. We do not record your name or anything you type.
If you are signed in, PostHog receives your account number (a random ID, not your name or email) and your role and language, so that your visits are counted as one person. The pages you view and the booking choices above are then linked to that account number.
Help and error finding: our administrators may look at the analytics linked to one signed-in account, to help that person (for example after a question or a problem report) and to find errors. They see what PostHog received under this section: the pages viewed, the clicks and booking choices, when they happened, and links to any recordings of those visits. They see nothing from the pages that are never analysed, and every such look is recorded in our admin audit log.
Pages never analysed or recorded, even if you accepted: booking pages and the questionnaire, feedback and review pages, your dashboard, trips and account pages, the clinic editor and clinic statistics, and the admin area.
The chat window, wherever it opens, is blanked in recordings and left out of click statistics.
Session recording: for about 1 in 10 visits to public pages, PostHog rebuilds what the page looked like and where you moved, clicked and scrolled. What you type in form fields is never captured, and areas that show personal details are blanked. Visits to the clinic sign-up are recorded every time (section 22.1).
Error reports from your browser go to PostHog Error Tracking, filtered first to remove email addresses, phone numbers, payment references and access tokens.

Legal basis: your consent (Art. 6(1)(a) GDPR; Art. 5(3) ePrivacy Directive for the device storage). The pages you view and the treatment you select can show an interest in a treatment. As far as analytics data could reveal health information, accepting analytics is your explicit consent to that (Art. 9(2)(a) GDPR; Art. 6(7) FADP), and the cookie notice says so.

You can withdraw your consent at any time with the "Cookie notice" link. Recording then stops, and the PostHog identity in your browser is reset.

Always (from our server)

Our server sends some events to PostHog whatever you chose:

Booking counts: booking created, paid, failed or cancelled; feedback given; review submitted. These carry no link to a person, a clinic or a treatment.
Server errors: if an error happens on our server while you are signed in, a report is sent with your account number. It contains the technical error and the page address with identifiers removed, never what you typed. Purpose: finding errors. Legal basis: our legitimate interest in a working service. You can object (section 1).
Clinic approval decisions, for clinic accounts only (section 22.1).

Retention at PostHog: PostHog deletes events and recordings at the end of the retention period of our PostHog plan, at the time of writing about 1 year for events and up to 3 months for recordings.

9. Statistics for clinics (clinic-page counts)

When you open a clinic page, we add one to that clinic's page-view count for the day. We do this for every visitor, whatever you chose in the cookie notice, unless you opt out. We keep nothing that identifies you.

We also count how often a clinic's card was shown (in total and per list) and which buttons were used on the clinic page (gallery, map, reviews, time slots, starting a booking, "Ask the dentist", saving a favourite). From our own records we also count chats opened, enquiries, checkouts started, paid and cancelled bookings, favourites and reviews per clinic.

What we do not do:

We store nothing on your device for counting, and no cookie is sent with the count.
We do not keep your IP address. Our server uses it for a moment to block floods of requests (more than 240 in 10 minutes), then forgets it.
We do not store your browser type, country, language, account or the page you came from.
We do not count unique visitors and keep no code for you, not even for a day.
We do not use PostHog for this.

Who is not counted: search engine robots, page previews, the smileeasy team, administrators, a clinic's owner on their own page, anyone who opted out, and browsers that send the Global Privacy Control signal.

What remains: daily totals per clinic, with no identifier, kept for 25 months. Clinics see these totals.

Legal basis: our legitimate interest in giving clinics basic statistics about their page (Art. 6(1)(f) GDPR). Under Swiss law, this is processing for purposes that do not relate to individuals (Art. 31(2)(e) FADP).

How to refuse

Use the "Don't count my visits" link here or at the bottom of every page. Only then do we store one small cookie (se-count-optout) that remembers your choice in your browser; it contains no identifier. While it is set, your visits are not counted. Use the same link ("Count my visits again") to undo it. A Global Privacy Control signal from your browser counts as the same refusal.

Your choice for clinic-page counting in this browser:

10. Payments (Stripe)

You pay the reservation fee on a payment page run by Stripe (checkout.stripe.com). We never receive your card details.

During the test phase no real payment is taken: the payment page is Stripe's test environment, which still receives your email address and our booking reference.

What we send to Stripe: the amount in CHF, the product name "smileeasy reservation fee" (the clinic and the treatment are not named), your email address, and our booking and payment reference numbers.

What we keep: the amount, the payment status and Stripe's reference numbers, for refunds, disputes and accounting.

Stripe's roles. Stripe processes the payment for us. Stripe also collects your card details, IP address and device data directly on its page; for that data it is an independent controller, for fraud prevention, its own legal duties (such as anti-money-laundering checks) and improving its service. Its privacy policy applies: https://stripe.com/privacy. Our contracting partner at Stripe is Stripe Payments Europe, Limited (Ireland).

Legal basis: needed for the service, and a Swiss legal duty for the accounting records (Art. 958f Swiss Code of Obligations).

11. Emails, chat, notifications and internal alerts

Emails are sent through ZeptoMail (Zoho), from its EU data centre. This includes booking confirmations, changes and cancellations; rescheduling proposals; reminders when a booking needs your attention; sign-in and verification emails; the account deletion confirmation; chat alerts; and feedback and review invitations.

Booking confirmations contain the clinic, its address, the time and the fee.
Some emails name the treatment you booked: cancellation emails (including the one sent when an unpaid booking lapses), and feedback and review invitations.
Chat alerts never contain the text of the message.
A cancellation or rejection reason you give is emailed to your clinic.
Help requests you send about a booking are emailed to our administrators, with your name, the clinic, the appointment date and time, and your message. They also stay in the booking's change history (section 15).
Feedback and review invitations are optional. The link in every such email lets you switch them off, without signing in.
Booking and payment emails cannot be switched off. They are part of the service.
Email log: for every email our own system sends you, we record which email it was, when it was sent and whether sending succeeded, never its content, its subject or your address. Our team uses it to answer questions about an email and to resend one that did not arrive. Emails that confirm your sign-up or reset your password are sent by our sign-in system and are recorded in the sign-in security log instead (section 15). Purpose: emails that arrive. Legal basis: our legitimate interest in a working service. You can object (section 1).

Emails you send us at contact@smileeasy.ch are received and stored in Google Workspace.

Chat. Messages between you and a clinic are stored in our database (Supabase, Zurich). They are stored as normal text, without the second layer of encryption that questionnaire answers and notes have, so for anything about your health please use the questionnaire. On the website only you and the clinic can read the conversation (section 6, "Who at smileeasy can see your data"). Files cannot be sent through the chat.

In-app notifications carry short general texts (for example "Booking confirmed") and a link.

Internal alerts (Slack). Our team receives short alerts in Slack, for example "new booking" or "new contact request", with the type of event and a link to our admin area. They may contain internal reference numbers, a clinic's business name and, for emergency-access alerts, the name of the team member. They never contain a patient's name, email, phone number or anything a patient wrote: our alert system has no field for it.

12. Maps and outbound links

Maps on smileeasy use map images from Mapbox (Mapbox, Inc., USA).

Where your browser loads map images directly from Mapbox: the discover page, the destination pages, a clinic page after you click to open its interactive map, and the clinic editor's pin map. Mapbox then receives your IP address, your browser type and the name of our website, but not the page you are on. It can tell from the images requested which area of the map you are looking at. Mapbox stores nothing on your device for these maps.

Where your browser does not contact Mapbox: the small map picture on a clinic page is fetched by our server, so Mapbox receives only the clinic's position. Our server also converts clinic addresses into map positions. Booking pages load nothing from Mapbox.

Legal basis: our legitimate interest in showing where clinics are. Transfer safeguard: see section 14.

Outbound links. Some links open Google Maps (directions to a clinic) or travel sites. Those services apply their own privacy policies. Nothing is sent to them until you click.

13. Recipients and processors

We do not sell personal data. We pass it on only to the recipients below.

Clinics receive your data as described in section 3.1, each in its own country.

Our processors handle data for us under data processing terms. They use sub-processors of their own (for example Amazon Web Services and Cloudflare for Supabase) under equivalent terms. We send you the list on request.

Supabase (Supabase Pte. Ltd., Singapore)

What for: database, sign-in, file storage, live updates
What it receives: all data described in this policy
Where: Switzerland (AWS Zurich); support access possible from outside Switzerland
Safeguard: Standard Contractual Clauses with the Swiss addendum

Netlify (Netlify, Inc., USA)

What for: website hosting, server functions, request logs
What it receives: all requests to the website pass through it; logs as in section 5.1. The key that encrypts questionnaire answers and notes is stored with Netlify, separately from the database (section 16).
Where: server functions in the EU (Frankfurt) or the USA, depending on Netlify's region for our site; content delivery from servers worldwide
Safeguard: Data Privacy Framework for Netlify, Inc.; Netlify's Standard Contractual Clauses for servers in other countries

Stripe (Stripe Payments Europe, Limited, Ireland)

What for: reservation fee payment. Stripe is also an independent controller (section 10).
What it receives: your email address and payment data
Where: EU, and countries where Stripe's group operates; see Stripe's privacy policy
Safeguard: EU adequacy; Stripe's own transfer safeguards for onward transfers

PostHog (PostHog Inc., USA)

What for: analytics, session recording, error tracking (section 8)
What it receives: only what section 8 describes
Where: EU (Frankfurt, Germany)
Safeguard: Data Privacy Framework where certified, and Standard Contractual Clauses

ZeptoMail / Zoho (Zoho Corporation)

What for: sending emails
What it receives: email contents (section 11)
Where: EU data centre; support access possible from India and the USA
Safeguard: Standard Contractual Clauses

Google Workspace (Google)

What for: our team mailboxes
What it receives: your emails to us and help requests
Where: EU and USA
Safeguard: Data Privacy Framework

Mapbox (Mapbox, Inc., USA)

What for: map images and clinic address lookup (section 12)
What it receives: your IP address (map images only) and clinic positions
Where: USA
Safeguard: Data Privacy Framework

Slack (Slack Technologies, USA)

What for: internal alerts (section 11)
What it receives: reference numbers, clinic business names and team member names; no patient names, contact details or content
Where: USA
Safeguard: Data Privacy Framework

Anthropic (contracting entity Anthropic Ireland, Limited)

What for: AI reading of clinic websites, only when a clinic asks for it (section 24)
What it receives: clinic website content; never patient data
Where: USA
Safeguard: Standard Contractual Clauses with the Swiss addendum

GitHub (GitHub, Inc., USA)

What for: source code hosting
What it receives: no personal data of users
Where: USA

Cloudflare (Cloudflare, Inc., USA) runs the name service for our domain only. Website traffic does not pass through Cloudflare.

Software developers in Hungary develop and maintain smileeasy. They can reach patient health data only through the logged emergency procedure (section 6). Hungary is an adequate country; they are bound by confidentiality.

Other recipients. We disclose data to authorities and courts where the law requires it; to professional advisers (lawyers, accountants, auditors) bound by confidentiality; and to the company being founded to operate smileeasy (section 2.1), or to any later successor, which stays bound by this policy. We will tell you if that happens.

14. International transfers

Our main database is in Switzerland. Section 13 lists each recipient, its country and its safeguard.

Clinics and EU or EEA providers. Switzerland recognises the EU and EEA countries as having adequate protection (Annex 1 DPO), and the EU recognises Switzerland.
USA. The USA counts as adequate only for companies certified under the Swiss-US Data Privacy Framework (for the GDPR, the EU-US Data Privacy Framework). For recipients that are not certified, we rely on Standard Contractual Clauses with the amendments Swiss law requires.
Singapore (Supabase's contracting company) and India (Zoho support) have no adequacy decision. We rely on Standard Contractual Clauses with the Swiss amendments.
Content delivery servers. Netlify delivers the website from servers close to you, worldwide, including in countries without adequate protection. For those, Netlify's Standard Contractual Clauses apply. You can ask us for the current list of countries.

"Standard Contractual Clauses" are contract terms approved by the EU and adapted for Switzerland that oblige the recipient to protect your data as it would be protected here. You can ask us for a copy of the safeguards that apply.

15. How long we keep data

A daily automated job deletes or anonymises data when the periods below end. For data we store for a clinic (questionnaire answers, your note to the clinic, chat after payment, the clinic's notes), these periods are part of our data processing terms with every clinic. We switch the job on in stages: its first runs only count what is due, and where a period has already passed when deletion starts, the data is deleted at the first deleting run.

Your account and bookings

Data	How long	Why this long
Account (email, name, phone, profile picture, preferences)	Until you delete your account. We do not delete inactive accounts automatically; if we start doing so, we will tell you first.	You use it for your bookings
A booking you did not pay for	If payment is not completed, the booking lapses and the time slot is released, usually 30 minutes after the payment page opened and always within about 3 hours. Nothing is charged. The lapsed booking is then kept as a booking record (below).	Time to answer questions about a payment that did not go through
Questionnaire answers, the question list shown to you and your note to the clinic	Deleted 3 years after the appointment. For a cancelled, failed or unpaid booking: 30 days after the booking last changed. Each deletion is logged.	The clinic may need them for follow-up treatment and questions about the treatment
Clinic notes about your booking	Deleted 12 months after the appointment. Each deletion is logged.	Follow-up and complaints after your visit
Cancellation and rescheduling-rejection reasons	Deleted 12 months after the appointment or the booking, whichever is later	Time to handle complaints and disputes
Help requests, and the cancellation, rejection and flag reasons copied into a booking's change history	Deleted 12 months after the entry or the appointment, whichever is later, but not while the booking is still under review. The entry itself (what happened and when) stays with the booking record.	Time to handle complaints and payment disputes
The note on a booking that needed a closer look (section 5.3)	Kept with the booking record (below). Only our administrators see it.	Proof of why a booking was reviewed, if a dispute arises
Booking record (clinic, treatment, date, status, change history)	Names you for 10 years after the appointment. Then the link to your account is removed from the booking, its history and its payment, and what remains no longer relates to you. If you delete your account, the link is removed at once.	Complaints and claims about a booking can be brought for up to 10 years (Art. 127 Swiss Code of Obligations)
Payment records	Kept for 10 years from the end of the financial year in which the payment last changed (amount, status or references), then deleted. They carry your account number (a random ID) only as long as the booking names you.	Swiss accounting law (Art. 958f Swiss Code of Obligations)
Favourites	Until you remove them or delete your account	You decide
Recently viewed clinics (account)	90 days	Enough to show your recent history
In-app notifications	12 months	Lets you look back at your bookings
Records of chat email alerts (who was alerted and when; no content)	30 days	Only needed to manage the alerts
Email log (which email, when, and whether sending succeeded; no content, no address)	12 months	Answering questions about an email and resending one that did not arrive
Consent records	While your account exists. After you delete it, kept without your name until 3 years after each consent was given	Proof of what you agreed to

Messages, reviews and feedback

Data	How long	Why this long
Chat messages	Deleted 12 months after the last message in the conversation, unless a booking linked to it is still open. Each deletion is logged.	Follow-up and disputes
Published reviews	While published. Deleted when you ask us or when you delete your account.	Publication is their purpose
Reviews you ask us to remove	Taken down at once and deleted within one month	Your request
Reviews we took down	Deleted 6 months after the takedown. We keep a record that it was deleted, without the text and without your name, for 2 years.	Time to contest the decision
Review invitations you did not answer	Deleted 12 months after the visit	The invitation is no longer useful
Feedback survey	The comment is deleted 12 months after you gave it. The score stays with the booking record (above). Unanswered invitations are deleted 12 months after the link expired.	Following clinic quality over a year

Forms you send us

Data	How long	Why this long
Contact and callback requests	6 months. IP address and browser type removed after 30 days.	Follow-up questions; spam checks need the IP address only briefly
Problem reports	12 months. IP address and browser type removed after 30 days, screenshot after 90 days, unused uploads after 1 day.	Fixing recurring problems
Emails in our team mailboxes	As long as we need them to handle your request and any follow-up; we have not set an automatic deletion period.	Answering you

Clinics and authors (details in Part B)

Data	How long	Why this long
Clinic profile, photos, certificates and public team profiles	While the clinic is listed	Publication is their purpose
Clinic review history	3 years, or until the clinic is deleted if sooner	Documents how we vetted the clinic
"Talk to us first" requests	24 months. IP address and browser type removed after 30 days.	Cooperation talks with clinics can take long
Clinic sign-up progress	12 months after the last activity	Improving the sign-up
Clinic sign-up email codes	1 day	Only needed to verify the address
AI website reading	See section 24	See section 24
Clinic-page counts	Daily totals only, 25 months	Comparing a month with the same month a year earlier
Published articles and their bylines	While published; after the author's account is deleted, see section 23	Publication is their purpose
Record of changes to articles (who did what, when; no text)	24 months	Proof of who changed what

Technical and security records

Data	How long	Why this long
Access log for health data	2 years	Traceability of access to health data; Swiss law requires at least 1 year once logging is mandatory (Art. 4 DPO)
Record of account deletions (account number and date only)	1 year	Needed to repeat a deletion if old data ever reappears
Sign-in security log (with IP addresses)	90 days	Investigating misuse of an account
Admin audit log (role changes, account blocks, emails resent and other actions our administrators take on an account, views of an account's analytics, admin accounts, account and clinic deletions, catalogue changes, clinic removal requests with the clinic's reason, live clinic edits, article administration, connected-tool authorisations)	2 years after each entry	Proof of who changed what
Authorisations our administrators give to connected tools	12 months after they end	Proof of who had access
Analytics (PostHog)	See section 8
Internal alerts (Slack)	As long as we need them to act on the alert. Alerts contain no patient data.
Request logs of our providers	Supabase: 1 day. Netlify: at least 24 hours and up to 7 days.	Set by the providers
Database backups	We keep no backups of the database.

We may keep data longer when the law requires it, or when we need it to establish, exercise or defend legal claims, or when you ask us to keep it for that reason (restriction, section 17). We then keep only what is needed, only for as long as needed.

16. How we protect your data

Encryption of health data. Questionnaire answers, your note to the clinic and the clinic's notes are encrypted (AES-256-GCM) before they are stored. The key is kept with Netlify, separately from the database at Supabase, so a copy of the database alone does not reveal this data. Chat messages do not get this extra encryption.
Encrypted connections. All traffic to the website is encrypted (HTTPS).
Access control. The database itself enforces who may read what. You see your data. A clinic sees only its own bookings, and only from the stage in section 3.1.
Two-step sign-in for administrators, and no routine access to questionnaires, notes or chats (section 6).
Logs. We log every exceptional access by our team to questionnaire answers, notes and chat messages, every automated deletion of them, every data export, every role change and every account deletion.
Data minimisation. Logs, error reports and analytics are filtered to remove personal data; internal alerts have no field for patient data; feedback links and sign-up codes are stored only in hashed form; clinic-page counts keep no visitor identifier.
Abuse protection. Rate limits on forms, sign-in and data export.

No system is perfectly secure. If a breach is likely to result in a high risk to you, we will tell you. We notify the FDPIC and the competent EU authorities where the law requires it.

17. Your rights and how to use them

You have the right to:

Access: find out what we hold about you, where it came from, who received it and how long we keep it.
Rectification: have wrong data corrected.
Erasure: have data deleted.
Restriction: have us keep data but stop using it, for example while a dispute is settled or because you need it for a legal claim.
Data portability: receive the data you gave us in a machine-readable file.
Objection: object to uses that rely on our legitimate interests (box in section 1).
Withdrawal of consent: at any time, with effect for the future.

Swiss law gives you equivalent rights (Art. 25–32 FADP).

In the product

What you want	How
A copy of your data	Account → "Download my data". You receive one file (JSON) with your profile, bookings, payments, questionnaire answers, your notes, rescheduling proposals, feedback, conversations, reviews, consents, favourites, history, notifications, email preferences, the log of emails we sent you and any problem reports. The clinic's own notes about you are the clinic's record (ask the clinic). Entries about you in our access log are not in the file; we send them on request. Up to 5 downloads per hour.
Correct your data	Edit your name, phone and picture in your account. Correct questionnaire answers on the booking page; the clinic is informed.
Delete your account	Account → "Delete account". For your protection we ask you to confirm with your password or an emailed code, unless you signed in within the last 10 minutes.
Withdraw questionnaire consent	On the booking page. Your answers are deleted and the clinic is informed.
Withdraw booking consent	Write to contact@smileeasy.ch, or cancel the booking on the booking page (section 6).
Remove a review	Write to contact@smileeasy.ch.
Change your cookie choice	The "Cookie notice" link at the bottom of every page.
Stop clinic-page counting	The "Don't count my visits" link at the bottom of every page (section 9).
Stop feedback or chat emails	The link in every such email.

What account deletion does

Before you delete: while you have an upcoming paid appointment, we cannot delete your account yet; the account page tells you which appointment it is. Deletion becomes possible once the appointment has been cancelled or has taken place. If you do not plan to attend, cancel it first (the refund rules in our terms of use apply), or contact us. This way a clinic is never left holding an appointment for a patient it cannot reach. Unpaid reservations do not stop a deletion.

Deleted: your profile and sign-in account, including your profile picture; your questionnaire answers and notes to clinics; the clinic's notes about your bookings stored at smileeasy; your feedback answers; your chat messages and your reviews; reasons and other details you gave in your bookings' change history; your favourites, history, notifications and email preferences; records of chat email alerts; the log of emails we sent you; contact and "Talk to us first" requests sent from your email address; clinic sign-up progress records.

Kept without your name: booking and payment records, for the periods in section 15; consent records, until 3 years after each consent; problem reports, until they are deleted after 12 months; the record of your deletion (account number and date) for 1 year; access log entries that refer to your account number, for 2 years.

Also: we ask PostHog to delete the analytics profile linked to your account number, and we send you a confirmation email. If you run a clinic, the clinic is detached from your account, not deleted, and your messages to patients stay without your name. If you wrote articles, see section 23.

What it does not delete: records a clinic keeps about you in its own systems. We do not notify clinics automatically. Before you delete your account, your bookings page shows which clinics received your details; contact them directly if you want their copies deleted.

By email or post

Write to contact@smileeasy.ch or to our postal address (section 2.1), also if you have no account. We may ask a few questions to make sure the request comes from you. We ask only for what is proportionate and will not ask for a copy of your ID unless there is no other way.

We answer within 30 days, free of charge. Where the GDPR applies, we may extend this by up to two months for a complex request and will tell you within the first month. Under Swiss law, we may extend the deadline if we tell you why, and a fee of up to CHF 300 is possible only for a disproportionate effort, announced in advance (Art. 25(6) FADP; Art. 19 DPO). We may refuse or limit a request where the law allows, for example where we must keep accounting records, and we will explain why.

Data we process for a clinic (questionnaire, your note to the clinic, chat after booking, clinic notes): the clinic is responsible (section 3). Send your request to the clinic, or to us and we pass it on and help the clinic answer.

18. Complaints

You can complain to a data protection authority at any time. We would appreciate the chance to resolve your concern first.

Switzerland: Federal Data Protection and Information Commissioner (FDPIC), Feldeggweg 1, 3003 Bern, www.edoeb.admin.ch
EU: the data protection authority of the EU country where you live or work, or where the alleged breach took place. The list is at https://www.edpb.europa.eu/about-edpb/about-edpb/members_en.

19. Children

smileeasy is for adults only. You must be 18 or older to create an account, and you confirm this when you sign up. You can book only for yourself. If you believe a child has given us personal data, please contact us and we will delete it.

20. Automated decisions

We make no decisions about you based solely on automated processing that have legal or similarly significant effects (Art. 22 GDPR; Art. 21 FADP). Sorting and filtering clinics and price estimates are not such decisions. We do not use profiling for advertising. Stripe may decline a payment automatically for fraud prevention, under its own responsibility; contact us if that happens.

21. Changes to this policy

We update this policy when our processing changes. The version and date are at the top. Earlier versions stay available on the same page.

What changed in this version: first published version.

If a change affects what you have agreed to, we tell you by email or when you next sign in, and ask for your consent again where the law requires it. We keep a record of which version you confirmed you had read.

Part B: Clinics, clinic staff and article authors

Sections 2, 13–18 and 21 apply to you as well.

22. Clinic accounts, clinic staff and prospective clinics

22.1 What we process

Data	Purpose	Legal basis
Clinic account: first and last name, email, language, password (we hold only a hash), acceptance of the terms with date and version, your choice about news from us	Create and run the clinic account	Needed for the service where you contract in your own name; otherwise our legitimate interest in running the contract with your clinic
One-time email codes, stored only as hashes	Verify your email address during sign-up	Needed for the service; our legitimate interest in preventing fake sign-ups
Clinic profile: company name, registration number, address and map position, business email and phone, website, opening hours, services and prices, photos and certificates (public)	Publish the clinic and handle bookings	Needed for the service
Clinic contact person and their phone, if not the account holder	Reach the clinic about bookings and its listing	Our legitimate interest in reaching the clinic
Public team profiles: name, title, role, photo, biography, professional registration number and country, university, specialisations, years of experience	Show patients who will treat them	Our legitimate interest, using data the clinic provides
Review history of the clinic profile: submissions, change requests with our note, approvals, removals, and who acted	Document how we check clinics	Our legitimate interest
Live changes to a published profile (for example team names and registration numbers), in our admin audit log	Proof of who changed what	Our legitimate interest
Approval or rejection of the clinic, sent to PostHog with the clinic owner's account number	Measure our clinic approval process	Our legitimate interest
Progress through the clinic sign-up: steps visited and time spent, errors by field name (never what was typed), device type, language, where the visit came from	Find and fix problems in the sign-up	Our legitimate interest in a working sign-up. Only if you accepted analytics, we also store the PostHog session numbers, which link it to the recording of your visit.
"Talk to us first" form: clinic name, location, contact name, role, email, phone, letter of intent (version and text), language, IP address, browser type	Answer your enquiry and prepare cooperation	Steps you asked for before a contract; our legitimate interest in answering enquiries
AI reading of your website (only if you ask for it)	See section 24	Our legitimate interest
Geocoding of the clinic address (Mapbox)	Place the clinic on the map and work out its town and region	Needed for the service

What is required: a name, an email address and acceptance of the terms; for publication, the business details marked as required in the form. Team profiles are optional.

Session recording in the clinic sign-up. If you accepted analytics, PostHog records every visit to the clinic sign-up pages, not only a sample. What you type in form fields is never captured.

A copy of each "Talk to us first" request is emailed to our team mailbox (Google Workspace).

22.2 Clinic staff named on profiles or on the clinic's website

If you work at a clinic, your clinic entered your team profile (source: your clinic), and clinic photos may show you. If your clinic uses the AI reading in section 24, we also process your name, title and photo as they appear on the clinic's public website (source: that website).

Our terms for clinics require the clinic to give you this information before it adds your profile, and to obtain your agreement to the use of your photo.

You can object to the publication of your profile, or ask for it to be removed, at any time by writing to contact@smileeasy.ch. This section gives the information we owe you (Art. 14 GDPR; Art. 19 FADP).

Item	Purpose	Duration	Sent to us?	Consent
Sign-up draft and AI reading state (local storage)	Keep your half-finished clinic profile	7 days	Only when you save	Not needed (strictly necessary)
Cookie se-onboard	Prove which browser started a sign-up, so only you can continue it	90 days	Yes	Not needed (strictly necessary)
Sign-up attempt number (local storage)	Link the sign-up progress in 22.1 across visits	30 days	Yes	Set without consent; contains a random number only
Sign-up source and tab number (session storage)	Record where a sign-up came from	Until the tab is closed	Yes	Set without consent; contains no identifier of you

23. Article authors

Dentists at listed clinics, and our editorial team, can write articles for the smileeasy magazine.

Data	Purpose	Legal basis
Author profile: display name, credentials, professional registration number and authority, country, photo, clinic, our verification of the profile	Show readers who wrote an article and that the author is a registered dentist	Needed for the service you use as an author
Articles, drafts and their versions, review notes, the conflict-of-interest statement	Edit, check, review and publish articles	Needed for the service
Record of changes to articles (who did what, when; no text)	Proof of who changed what	Our legitimate interest
Notices in our internal channel when an article is sent for review, published or unpublished (event type and link only)	Run the review process	Our legitimate interest

Your byline (name, credentials and clinic) is published with your article. If you delete your account, your published articles stay published under the byline "Former contributor" and can no longer be edited; your unpublished drafts and the images only they used are deleted. You can ask us to unpublish your articles before you delete your account.

Our administrators can connect tools (for example an AI assistant) to the content platform, with their own authorisation. These tools work only with articles and author profiles, never with patient data.

24. AI reading of clinic websites

When a clinic creates its profile, it can choose "Fill in with AI". This happens only if you click it, and the screen names "Anthropic, USA" before you start.

Our server reads the clinic's public website, or text you paste in (up to 30,000 characters).
It sends that text and the images to Anthropic (Claude API, USA), which suggests values for the profile form, which can include names, photos and contact details of staff shown on the website.
You review every suggestion before anything is saved.
It never involves patient data.
We keep a hashed form of your IP address, not the address itself.

How long: images that are not used are removed when the job ends; after 7 days, the stored readings are emptied and people are removed from the suggestions; the pasted text and the suggestions are deleted after 30 days; the job record is deleted after 90 days. Anthropic says it deletes data sent through its API within 30 days by default.

Legal basis: our legitimate interest in a faster and more accurate clinic profile, using business information the clinic itself has published. Transfer safeguard: Standard Contractual Clauses with the Swiss addendum.

Questions about this document? Write to contact@smileeasy.ch or call +41 78 939 95 09.

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