SmileKonnect (also referred to as Smile Konnect) is a digital platform that supports dental communication, care coordination, mentorship, and related clinic workflows for users in Ontario, Canada. Product branding is associated with Dr. Ramesh Agrawal, General Dentist.

This Policy applies to personal information and personal health information collected, used, disclosed, or stored through the SmileKonnect website and web application, the mobile application, and related online services we operate for registration, messaging, documents, clinical referral workflows, mentorship, notifications, and account administration.

Depending on your role, this may include name, email address, telephone number, password, clinic affiliation, professional details where collected, and profile image.

For patients, this may include date of birth, sex/gender, address, emergency contacts, medical history, allergies, medications, clinic patient identifiers, guardian or parent information for minors, and consent records.

This may include referral details, questionnaires, clinical assessments, treatment options and plans, appointments, outreach records, financial agreement information, electronic signatures, and related documents or attachments.

Where a treatment-plan workflow requests payment card details for payment arrangements with the practice, the platform may collect cardholder name, card number, expiry date, and security code (CVV). These details may be stored so authorized clinic staff can complete payment arrangements. Masked displays may be used in some views. This is sensitive information.

Mentees may create case patient records (which may not have their own login) including names, contact details, dates of birth, medical notes, questionnaires, images or documents, and mentor review content. Mentor dentists can access case information assigned to them for mentorship.

This includes secure chat messages and files, e-sign packages, clinic email activity when a dentist connects a mailbox, notification content (email, SMS, in-app, or push), login and session information, device information associated with sessions or consent records, IP address and similar metadata in security or audit logs, and push notification device tokens.

We use information to create and manage accounts, authenticate users, enable role-based features, support care coordination and mentorship, send operational communications, maintain security and audit records, respond to privacy requests, and comply with applicable law and professional recordkeeping requirements that apply to the practice and its records.

We do not sell personal health information. We do not use personal health information for third-party advertising.

Account creation and use acknowledge this Policy and the Terms of Service. Younger patients may require guardian information and consent. Patients may be asked to agree to messaging and file sharing on a device. Electronic signing workflows present disclosures before signing. Treatment plans and financial agreements include terms patients or responsible parties review. Professionals are responsible for ensuring appropriate authority or consent to enter and share mentorship case information with mentor dentists.

You may have rights to withdraw consent where PHIPA or other law allows, subject to legal or professional requirements to retain records. Withdrawal may affect our ability to provide certain features.

Access is limited by role and clinic or assignment rules. Patients generally see their own portal information. Dentists, clinic administrators, clinical referees, and mentees see information needed for their authorized role. Technical operators may access systems as needed to operate and secure the platform.

We may disclose information if required by law, court order, or to address security incidents, fraud, or risk of harm, to the extent permitted or required.

Depending on configuration, SmileKonnect may use email delivery through a dentist-connected Microsoft Outlook mailbox, SMS through Amazon Web Services messaging (standard setup materials reference the Canada Central region), mobile and web push notification services (including services associated with Google and/or Apple when enabled), QuickBooks when a dentist enables it, and hosting infrastructure used to run the application and store data.

Some providers may process information outside Ontario or Canada. SmileKonnect is intended to operate on cloud infrastructure located in Canada; confirm current hosting and backup locations with us if you require that detail. For questions about providers used in production, contact us at the email below.

We take steps appropriate to a health-related platform, including restricting access based on user roles, encrypting many sensitive fields stored in the system, recording audit information about relevant actions, and using authenticated sessions.

No method of electronic storage or transmission is completely secure. You are responsible for keeping your password confidential and for using a secure device and network when accessing personal health information.

Dental professionals are generally expected to retain clinical and related records for periods required by the Royal College of Dental Surgeons of Ontario and other applicable rules (commonly measured in years after the last entry, with longer periods for records of minors). Those obligations may require keeping information even if you ask us to delete an account.

Records may be marked inactive or soft-deleted rather than immediately erased. A technical process can anonymize certain user account fields when an expiry date has been set on that account. We do not publish a single automatic deletion timetable (for example, fixed backup wipe periods) as a general platform guarantee.

Subject to PHIPA, PIPEDA, and other applicable law, you may request access to or correction of information about you, request deletion where law and professional retention rules permit, withdraw consent for optional features where permitted, and complain about our privacy practices.

Use portal features available to you, email us, or use the Data Deletion Request page. We may need to verify your identity. Some requests must be handled by the health information custodian (your dentist or clinic) rather than solely through automated self-service.

The web application uses cookies and similar technologies that are necessary to keep you signed in, maintain session security, and operate the site. Based on current product configuration described for this Policy, we do not use these technologies for third-party advertising. Disabling necessary cookies may prevent sign-in or other features from working.

SmileKonnect supports care for minors. Registration and communications for younger patients may require parent or guardian information and consent. Outreach to minors may be directed to guardians according to clinic and platform rules.

We may update this Policy to reflect changes in our practices or legal requirements. We will post the updated Policy with a revised effective date.

Email: smilekonnect@drrameshagrawal.com