Legal notice

1. Legal notice

Site publisher

The website accessible at www.smilo.be is published by:

Activity

Smilo is a digital platform specialised in:

• online dental appointment booking;
• professional scheduling for practitioners;
• integration with the e-Dent software;
• administrative and organisational tools for dental practice;
• online booking and payment solutions.

Smilo acts exclusively as a provider of SaaS software solutions. Smilo carries out no medical, paramedical or healthcare activity. Medical acts, diagnoses, treatments and therapeutic responsibilities rest exclusively with the practitioners using the platform.

Hosting

The site is hosted by EX2.com.

Intellectual property

All content on the Smilo.be site — texts, logos, graphics, interfaces, databases, software and features — is protected by applicable intellectual property rights. Any unauthorised reproduction, distribution or use is prohibited.

2. Privacy policy & GDPR

2.1 Data controller

The data controller is:

2.2 Data collected

Smilo may collect the following categories of data:

Identification data — surname, first name, phone number, e-mail address.

Professional data — practice name, specialty, administrative information.

Appointment data — hours, booking history, cancellations, availability.

Payment data — patient payments are processed via Viva.com. Smilo never stores complete banking details.

Technical data — IP address, browser, device, connection logs, cookies.

Health data — certain medical data may be entered by practitioners through the platform. This data remains the sole responsibility of the practitioner concerned.

2.3 Purposes of processing

The data is used to: enable appointment booking; manage professional schedules; ensure integration with e-Dent; manage payments; provide technical support; improve services; secure the platform; comply with legal obligations.

2.4 Legal bases

Processing is based on: contract performance; consent; legitimate interest; legal obligations.

2.5 Health data

Smilo acts as a technical processor, application host and SaaS provider. The practitioner remains solely responsible for the medical record, professional secrecy, patient consent and the lawfulness of processing medical data.

2.6 Data retention

Data is retained for the duration of the contractual relationship, according to applicable legal obligations and the periods imposed on healthcare professionals.

2.7 Sub-processors

Smilo may use: EX2.com; Viva.com; cloud providers; e-mail services; analytics services; security providers.

2.8 Security

Smilo implements reasonable technical and organisational measures to protect the confidentiality, integrity and availability of the data.

2.9 User rights

In accordance with the GDPR, every user has the right of access, rectification, erasure, restriction, objection and portability. Any request may be sent to info@smilo.be.

3. Cookie policy

3.1 Use of cookies

The site uses cookies to ensure its operation, improve the user experience, measure audience and secure connections.

3.2 Types of cookies

• Necessary cookies — essential for the site to work.
• Analytics cookies — used to measure traffic.
• Functional cookies — remember certain preferences.

3.3 Consent

On the first visit, a cookie banner lets you accept, refuse or customise cookies.

4. Terms of Use

4.1 Purpose

These terms govern the use of the Smilo platform.

4.2 Services offered

Smilo offers: online medical scheduler; appointment booking; automatic reminders; e-Dent integration; administrative tools; online payments.

4.3 User accounts

Professional users are responsible for their access, their credentials and the actions carried out from their account.

4.4 Practitioners' obligations

Practitioners undertake to comply with the GDPR, respect medical confidentiality, keep their data up to date and secure access.

4.5 Liability

Smilo acts solely as a technical provider. Smilo cannot be held liable for medical decisions, diagnoses, care, patient/practitioner disputes, temporary service unavailability or indirect losses.

4.6 Availability

Smilo strives to ensure continuous availability without absolute guarantee. Interruptions may occur: maintenance; security; technical incidents; force majeure.

5. Terms of Sale

5.1 Purpose

These terms of sale govern the commercial relationship between ZODAM Invest SARL and the professional users of Smilo.

5.2 Subscriptions

Services are available by subscription, according to the commercial offers in force.

5.3 Billing

Services are invoiced directly by ZODAM Invest SARL. Invoices are payable according to the agreed terms.

5.4 Patient payments

Payments made through the booking interface are processed via Viva.com. Smilo is neither a banking institution nor a payment service provider.

5.5 Termination

Each contract is concluded for an initial term of one (1) year. Failing termination by either party, the contract is tacitly renewed for successive periods of one (1) year. Any termination request must be notified at least three (3) months before the annual expiry of the contract, in writing (e-mail or postal mail). Failing compliance with the three (3) month notice period, the contract will be automatically renewed for a new annual period. Each party retains the right to terminate the contract in the event of serious breach or non-payment.

5.6 Limitation of liability

Smilo's total liability is limited to the amount paid by the client during the last 12 months. Smilo cannot be held liable for indirect losses, loss of turnover, loss of data or business interruptions.

6. Specific clause on medical data

Practitioners acknowledge that medical data is sensitive, that they remain responsible for its processing and that they must obtain the necessary consents. Smilo acts solely as a technical platform, software provider and IT processor.

7. Healthcare compliance clause

Smilo is neither a medical practice, nor a care centre, nor a medical provider. No therapeutic relationship exists between Smilo and patients.

8. e-Dent integration clause

Integrations with third-party software are provided without absolute guarantee, subject to technical compatibility and according to the limitations of external APIs.

9. Cybersecurity clause

Users undertake to use secure passwords, not to share their access and to report any suspected breach immediately.

10. Applicable law

These terms are governed by Luxembourg law and, where applicable, by the applicable mandatory Belgian provisions. Any dispute falls under the competent courts of Luxembourg, unless otherwise provided by law.

Contact — info@smilo.be