smileslot

Privacy Policy

Effective Date: Thursday, 30th October 2025

1. Introduction

Smiles Co Kenya (“we,” “our,” or “us”) operates the website https://smiles.co.ke and its related mobile applications (collectively, the “Service”).

We respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, share, and protect information about you when you access or use our Service.

By accessing or using the Service, you agree to this Privacy Policy. If you do not agree, please discontinue use of the Service immediately.

2. Information We Collect

We collect information in several ways to provide and improve our services.

a. Information You Provide Directly

When you use our Service, we may collect:

• Account information: Full name, email address, phone number, username, password.
• Profile details: Gender, age, location, preferences, or service interests.
• Transaction details: Payment information (processed securely via third-party payment providers), booking records, or service history.
• Communications: Messages, emails, or chat content between you and our support team.
• User-generated content: Photos, reviews, or documents you upload (e.g., for appointments or verification).
• Health information (if applicable): Any data you voluntarily submit for service personalization, such as dental history, symptoms, or medical notes.

b. Information We Collect Automatically

When you visit our site or app, we may automatically collect:

• Device information: Hardware model, operating system, browser type, IP address, device identifiers.
• Usage data: Pages visited, time spent, navigation patterns, crash logs, and diagnostic data.
• Cookies and similar technologies: Used to track preferences, authentication status, and analytics (see Section 8 below).

c. Information from Third Parties

We may receive information from:

• Payment processors (e.g., MPESA, Visa, PayPal);
• Analytics tools (e.g., Google Analytics, Firebase);
• Third-party integrations (e.g., Google Login, Facebook Login) if you connect your account;
• Service partners or affiliates who help us deliver services to you.

3. How We Use Your Information

We use your information to:

• Provide and operate the Service (including user registration, authentication, bookings, and account management).
• Improve and personalise your user experience.
• Process payments and billing.
• Communicate with you about appointments, updates, security alerts, or support.
• Send marketing messages or promotions (only with your consent).
• Maintain security, prevent fraud, detect misuse, and enforce our Terms of Service.
• Comply with legal obligations under Kenyan law and other applicable regulations.

4. Legal Basis for Processing

Under the Kenya Data Protection Act (2019) and similar international regulations (e.g., GDPR), we process your data on the following legal bases:

• Performance of a contract – to provide services you request.
• Consent – when you agree to marketing, health data processing, or optional features.
• Legal obligation – to comply with tax, regulatory, or court requirements.
• Legitimate interests – to maintain and improve our Service and ensure security.

5. Sharing of Information

We do not sell or rent your personal information. However, we may share it with:

All third-party partners are required to comply with strict confidentiality and data-protection obligations.

6. Data Retention

We retain your data only for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, or reporting obligations. When data is no longer needed, we securely delete or anonymize it.

7. Data Security

We employ appropriate administrative, technical, and physical safeguards to protect your personal data against unauthorized access, disclosure, or destruction. These include:

• Encrypted data transmission (HTTPS / SSL);
• Secure database storage and role-based access controls;
• Regular security audits and penetration testing;
• Strong password policies and multi-factor authentication where applicable.

Despite our efforts, no system is 100% secure. You use the Service at your own risk.

8. Cookies and Tracking Technologies

We use cookies and similar technologies for:

• Essential operations (site login, navigation);
• Analytics (Google Analytics, Firebase, etc.);
• Personalisation (language preference, saved settings);
• Marketing (tracking conversion rates or ad performance).

You can control cookie preferences through your browser or device settings. Disabling cookies may affect functionality.

9. Your Rights and Choices

Under Kenya’s Data Protection Act and other applicable laws, you have the following rights:

• Access – request a copy of your personal data we hold;
• Correction – request rectification of inaccurate or incomplete data;
• Deletion (“Right to be Forgotten”) – request removal of your data where no longer necessary;
• Objection – opt out of certain processing or marketing communications;
• Data portability – request your data in a machine-readable format.

To exercise these rights, email us at info@smiles.co.ke with the subject line “Data Request – Smiles Co Kenya”.

10. Children’s Privacy

Our Service is not directed to children under 10 years. We do not knowingly collect personal information from below the age specified. If you believe a child has provided us data without parental consent, please contact us — we will promptly delete it.

11. International Data Transfers

If we transfer personal information outside Kenya, we ensure that appropriate safeguards are in place — such as contractual clauses, data-protection agreements, or transfers to countries with adequate data-protection standards.

12. Third-Party Services and Links

Our Service may link to third-party websites or use third-party SDKs (e.g., Google Maps, Firebase, payment APIs). These third parties have their own privacy policies. We are not responsible for their practices, and we encourage you to review their policies before using their services.

13. Marketing Communications

You may receive emails, SMS messages, or push notifications for updates or promotional offers. You can opt out at any time by clicking the unsubscribe link, adjusting your app notification settings, or emailing info@smiles.co.ke. We will still send essential administrative messages (e.g., account or security notices).

14. Changes to This Privacy Policy

We may update this Policy from time to time. Any changes will be posted on this page with an updated “Effective Date.” Significant changes will be communicated by email or notification within the app. Your continued use of the Service after such changes constitutes your consent to the revised Policy.

15. Contact Information

If you are unsatisfied with our response, you may contact the Office of the Data Protection Commissioner (ODPC), Kenya for further assistance.