Make a Smile

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Privacy Policy

This Privacy Policy (“Policy”) outlines how Make A Smile Dental (“we,” “us,” “our”) collects, uses, and protects your personal information. It also explains the choices you have regarding the data we collect and how it is shared. Please note that this Policy does not apply to health-related data governed by the Health Insurance Portability and Accountability Act (HIPAA), nor does it cover information related to our employees, which is subject to a separate notice.

Types of Data We Collect

We collect personal information in the following ways:

Directly from You: This includes data you provide when creating an account, subscribing to emails, booking an appointment, completing online forms, or reaching out to us directly.
Automatically: We may gather data through technologies such as cookies, server logs, and other tracking tools when you interact with our website or mobile app.
From Other Sources: We may also receive information from third parties, including affiliates, vendors, social media platforms, or publicly accessible databases.

Examples of Data Collection and Its Use

Here are some examples of the data we collect and how we use it:

Examples of data collection	Data Collected	Purpose
Account Registration	Name, email, phone number, and other contact details.	To create and manage your account, deliver services, and enhance your experience.
Appointment Records	Information such as the purpose of your visit, preferred appointment times, and any other details provided during booking.	To manage your appointments, maintain a history of interactions, and offer personalized support.
Profiling	Contact details, responses to questionnaires, and appointment history.	To build a profile that helps us predict your appointment attendance and offer tailored services and recommendations.
Professional Entities	Names and contact details of professionals and employees we collaborate with.	To facilitate communication and business dealings with other professionals.
Referrals	Information you provide when referring a colleague or friend, such as their name and email address.	To process referrals and provide relevant communications or promotional offers.
Scheduling	Contact details when booking an appointment.	To ensure smooth appointment scheduling and keep you informed about your upcoming visits.
Customer Service Communications	Information from interactions such as phone calls, texts, or live chat sessions.	To provide customer service, train our team, and maintain service quality.
Website Usage	IP address, device information, browsing activity, and interactions with the site.	To enhance website functionality, understand user behavior, and improve our offerings.
Website Targeted Advertising	Data collected by third-party advertisers through cookies or tracking pixels (e.g., browsing behavior).	To serve personalized ads based on your interests. You can adjust these settings through “Your Privacy Choices” on our website.
Demographic Information	Age, location, or region.	To better understand our users and tailor our marketing strategies.
Location Data	GPS, Wi-Fi, or cellular information from your device.	To provide location-specific services and information relevant to your proximity to our practices.
Email Interactions	Information on how you interact with our emails, such as open rates and click-through rates.	To improve the effectiveness of our email communications.
Job Applicants	Information related to job applications, such as contact details and potentially sensitive personal data (e.g., Social Security Number).	To evaluate applications for employment opportunities. If hired, additional data will be collected as part of our employee privacy policy.
Feedback and Support	Name, email, and any information provided in feedback or support requests.	To process your feedback, assist with any queries, and enhance our services.
Mobile Device Data	Data from mobile devices visiting our website, such as device type, operating system, and browsing behavior.	To optimize the mobile user experience and track unique visitors.
Order Placement	Billing and shipping information, payment details, and contact information.	To process orders and deliver products or services as requested.
Partner Promotions	Data provided during promotions with our partners.	o fulfill promotional offers from partners. We may share your data with them and encourage you to review their privacy policies.
Surveys	Information provided in survey responses.	To gather feedback and better understand user preferences.
Sweepstakes or Contests	Contact information and other details needed for contest participation.	To manage sweepstakes or contests, and ensure legal compliance where required.
HIPAA-Related Data	Health-related data when scheduling appointments or consultations.	This data is governed by HIPAA regulations and will be handled according to our HIPAA Notice of Privacy Practices, available separately.
User Content	Reviews, feedback, or other content you submit (including metadata).	To understand your opinions and improve our services.
SMS/Text Messaging	Phone number when you opt-in for SMS messages.	o send updates and reminders via SMS. Your phone number will not be sold to third parties for marketing purposes.
Email Messages	Email address.	To send updates, promotions, and communications related to our products and services.

How We Use Your Data

We use your personal information for various reasons, including:

To help schedule your appointments
To recognize you when visiting our website or locations
To pre-screen applicants for financing options
To complete transactions
To enhance or create new products and services
To analyze business operations
To communicate with you about requests, inquiries, or feedback
To promote our dental services to you
To promote products or services from our partners
To detect and prevent fraud or harmful activities
To prevent and address security concerns
To enforce our policies and agreements
To identify and resolve technical issues with our website and services
To comply with legal or regulatory requirements
To assert or defend our legal rights
To manage patient relationships
For other purposes, when we have your consent

The uses mentioned above are the primary reasons for collecting your data, although it may serve multiple purposes at once. If we store deidentified data, we will not attempt to reidentify it, except for testing our deidentification methods.

How We Share Your Data

Beyond the instances described elsewhere in this Privacy Policy, we may disclose your personal data in the following situations:

Affiliates and Business Transactions

We may share your data with affiliates, including parent companies, subsidiaries, or any entities under our control. In the event of a merger, acquisition, or asset transfer, your data may be transferred to the acquiring company.

Collaborations with Partnered Dental and Healthcare Practices

We may collaborate with other dental or healthcare practices to offer joint events, promotions, or services. If you participate, your data may be shared between Make A Smile Dental and the affiliated practice. We recommend reviewing their privacy policies to understand how they manage your data.

Legal and Safety Requirements

We may disclose your data without consent to comply with legal requests, law enforcement, or regulatory obligations. This includes sharing data to establish or defend legal rights, investigate potential fraud, or address safety threats.

Public Posts and Reviews

If you post reviews or comments on our website, be aware that such information may be publicly accessible.

Service Providers

We may share your data with third-party service providers who assist us in various operations such as website maintenance, customer support, payment processing, order fulfillment, marketing, and analytics. These providers are required to protect your data and use it solely for the purposes we’ve specified.

Professional Services

We may share your data with professional service providers, such as auditors or legal advisors, to help us manage our business or meet legal requirements.

Data Sharing with Your Consent

With your explicit consent, we may share your data with third parties for targeted marketing or co-branded promotions. You can withdraw your consent at any time.

Data Sharing for Business Purposes and Targeted Advertising

Some regions require us to disclose specific personal data shared with third parties for business or advertising purposes. The table below outlines the categories of personal data we collect and how it is used:

Category of Personal Data

Disclosure for Business Purpose: Shared with affiliates, service providers, or business partners for operational needs
Sharing for Targeted Advertising: Shared with advertising networks for customized marketing

Category of Data	Disclosure for Business Purposes	Sharing for Targeted Advertising
Identifiers (Name, Email, Address)	Affiliates, business partners, service providers, social networks	Advertising networks
Government Issued IDs	Affiliates, payment processors, service providers	N/A
Financial Information	Affiliates, payment processors, service providers	N/A
Health Information	Affiliates, service providers, professional services	N/A
Protected Classifications	Affiliates, service providers, professional services	N/A
Commercial Information	Affiliates, business partners, service providers	Advertising networks
Internet Activity	Affiliates, business partners, service providers	Advertising networks
Geolocation Data	Affiliates, service providers, data analytics	Advertising networks
Audio/Video Information	Affiliates, service providers, professional services	N/A
Professional/Employment Info	Affiliates, service providers, professional services	N/A
Non-Public Education Info	Affiliates, service providers, professional services	N/A
Inferences (Behavior, Preferences)	Affiliates, service providers, professional services	N/A
Additional Data (Signatures)	Affiliates, service providers, professional services	N/A

We do not “sell” your personal data for monetary gain, but we do share your information with third parties for targeted advertising as described above.

Your Choices

At Make A Smile Dental, we respect your control over your personal data. Below are some of the options you have regarding your information:

Access

You can request access to the personal data we have about you. In some instances, you may also ask for your data in a machine-readable format that can be transferred to another provider.

List of Third-Party Recipients

You have the right to ask for a list of third parties with whom we’ve shared your personal data. You can also request information on the types of third parties outlined in the “How We Share Data” section.

Update or Modify

You can update your profile information on most of our platforms. If you are unable to update certain details or notice any inaccuracies, you can reach out to us, and we will assist in making corrections.

Deletion

You may request the deletion of your personal data. However, please note that certain information may be retained if required by law or for legitimate business purposes (e.g., resolving disputes, complying with legal obligations, etc.).

Opt-Out of Targeted Advertising

If you prefer not to have your data used for targeted advertising (e.g., through cookies), you can opt out by clicking the “Your Privacy Choices” link at the bottom of our website. Be aware that clearing your browser cache or switching devices may require you to reset your preferences. We also honor Global Privacy Control (GPC) signals where applicable. Please note that we do not recognize Do Not Track signals.

Promotional Emails

You can unsubscribe from promotional emails at any time by following the instructions provided in the email footer. However, you may still receive service-related messages (e.g., appointment reminders or billing statements).

Promotional Mailings

To stop receiving promotional mail from us, you can opt out by emailing us with “NO SNAIL MAIL” in the subject line, including your name, address, and ZIP code. While we’ll process your request promptly, please note that you may still receive mail that was prepared before we processed your request.

Promotional Text Messages

To opt out of promotional text messages, simply reply with “STOP” to any message you receive from us.

Limitations on Your Rights

Not all of the rights listed above are absolute, and there may be situations where we must limit or refuse your request due to legal requirements or business needs. We will not discriminate against you for exercising your privacy rights.

Submitting Requests

You can exercise your rights by using our online portal or contacting us directly. If we deny your request, you have the right to appeal by submitting a request with the subject line “Appeal”.

When submitting most types of requests, we will ask for proof of identity. This may involve confirming your identity via phone or email, and in some cases, we may request a signed declaration.

Authorized Agent

If you are submitting a request on behalf of someone else, you will need to provide a completed Authorized Agent Designation Form that gives you permission to act on their behalf.

How We Protect and Retain Data

While we take reasonable precautions to protect your personal data, no online transmission or electronic storage method can be guaranteed 100% secure. In the event of a security incident, we will notify you electronically, by phone, or in writing, as required by law.
For accounts created on our website, it is your responsibility to choose a strong, unique password and keep it confidential. You are accountable for any use of your account, whether authorized or not, that occurs using your password. If you suspect unauthorized access, please contact us immediately.
We retain your personal data only as long as necessary to fulfill the purposes stated in this Privacy Policy, unless a longer retention period is required by law. Retention periods vary depending on the type of data, its purpose, and any legal requirements.

Third-Party Applications/Websites

Our website may contain links to third-party websites or services that we do not own or control. We are not responsible for the privacy practices or content of these external sites. Please review their privacy policies to understand how they manage your data.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website, and if the changes are significant, we will generally apply the version of the Privacy Policy that was in place when you submitted your data, unless you agree to the updated version. You can find the effective date and the last updated date at the bottom of this policy.

Contact Information

If you have questions or concerns about your privacy rights, or if you need this Privacy Policy in a different format, please contact us:

Email: [email protected]
Address: 2190 East Bidwell Street Folsom, California 95630
Number: (916) 984-0304

Additional Information for California Residents

In accordance with California law, we provide the following additional disclosures:

California Shine the Light

California residents can request information regarding the categories of personal data we’ve shared with third parties or affiliates for direct marketing purposes. To request this information, submit a written request using the contact details above.

California Sensitive Information Disclosure

We collect sensitive personal data as defined by California law, including social security numbers, driver’s licenses, financial account details, health information, and geolocation data. We collect this information for purposes like processing transactions, ensuring legal compliance, and conducting business operations. We do not sell or share sensitive personal data for behavioral advertising purposes across different contexts. Any sharing of this data is governed by the privacy practices of the third parties involved.

Last updated: October 23, 2025