1. Legal notice

Site editor

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

ZODAM Invest SARL
Place Norbert Metz 18
L-4239 Esch-sur-Alzette
Luxembourg

Registration number: LU33844163

Email: info@smilo.be

Activity

Smilo is a digital platform specialising in:

  • Online dental appointment booking ;

  • Professional diary management for practitioners ;

  • integration with e-Dent software ;

  • administrative and organisational tools related to dental practice ;

  • online booking and payment solutions.

Smilo operates exclusively as a SaaS software solutions provider.

Smilo does not engage in any medical, paramedical, or healthcare activities.

Medical acts, diagnoses, treatments, and therapeutic responsibilities are exclusively the responsibility of the practitioners using the platform.

Accommodation

The website is hosted by:

EX2.com
https://www.ex2.com

Intellectual property

The entirety of the content present on the Smilo.be website, including in particular:

  • Texts ;

  • logos ;

  • graphics ;

  • Interfaces ;

  • databases ;

  • Software ;

  • features ;

are protected by applicable intellectual property rights.

All unauthorised reproduction, distribution or use is prohibited.

2. Privacy Policy & GDPR

2.1 Data controller

The data controller is:

ZODAM Invest SARL
Place Norbert Metz 18
L-4239 Esch-sur-Alzette
Luxembourg

Contact : info@smilo.be

2.2 Data Collected

Smilo can collect the following categories of data:

Identification details

  • name ;

  • First name ;

  • Telephone number ;

  • email address.

Professional Data

  • Firm name ;

  • speciality ;

  • Administrative information.

Appointment Data

  • Timetable ;

  • Booking history ;

  • cancellations ;

  • availability.

Payment details

Patient payments are processed via Viva.com.

Smilo does not store complete banking data.

Technical data

  • IP address ;

  • browser ;

  • appliance ;

  • connection logs ;

  • Biscuits.

Health data

Certain medical data can be encoded by practitioners via the platform.

These data remain the sole responsibility of the health professional concerned.

2.3 Purposes of Processing

The data is used in order to:

  • Allow appointment booking ;

  • manage professional diaries ;

  • ensure integration with e-Dent ;

  • manage payments ;

  • provide technical support ;

  • improve services ;

  • secure the platform ;

  • comply with legal obligations.

2.4 Legal bases

The treatments are based on:

  • contractual performance ;

  • consent ;

  • Legitimate interest ;

  • legal obligations.

2.5 Health data

Smilo acts as:

  • technical subcontractor ;

  • Application host ;

  • SaaS provider.

The practitioner remains solely responsible:

  • from the medical file; ;

  • of professional secrecy ;

  • of the patient's consent ;

  • of the lawfulness of processing medical data.

2.6 Data Conservation

The data is kept:

  • during the term of the contractual relationship; ;

  • according to applicable legal obligations; ;

  • according to the deadlines imposed on healthcare professionals.

2.7 Subcontractors

Smilo can call upon:

  • EX2.com ;

  • Viva.com ;

  • cloud providers ;

  • Services email ;

  • analytical services ;

  • Security providers.

2.8 Safety

Smilo implements reasonable technical and organisational measures to protect:

  • Confidentiality ;

  • integrity ;

  • data availability.

2.9 User Rights

In accordance with the GDPR, each user has:

  • of a right of access; ;

  • of a right of rectification; ;

  • of a right to erasure; ;

  • of a right to limitation; ;

  • of a right of objection; ;

  • of a right to portability.

All enquiries can be addressed to:
info@smilo.be

3. Cookie Policy

3.1 Use of cookies

The site uses cookies in order to:

  • to ensure its operation; ;

  • to improve the user experience; ;

  • to measure the audience; ;

  • to secure connections.

3.2 Types of cookies

Essential cookies

Essential for the site's operation.

Analytical cookies

Used to measure attendance.

Functional cookies

Allow to save certain preferences.

3.3 Consent

On the first visit, a cookie banner allows:

  • to accept ;

  • to refuse ;

  • to customise the cookies.

4. Terms and Conditions of Use (TCU)

4.1 Object

These T&Cs govern the use of the Smilo platform.

4.2 Services offered

Smilo offers:

  • Online medical diary ;

  • Appointment booking ;

  • automatic reminders ;

  • e-Dent integration ;

  • administrative tools ;

  • Online payments.

4.3 User accounts

Professional users are responsible:

  • of their access; ;

  • of their identifiers; ;

  • actions carried out from their account.

4.4 Practitioner Obligations

The practitioners undertake to:

  • Comply with GDPR ;

  • respect patient confidentiality ;

  • keep their data up to date; ;

  • Secure access.

4.5 Responsibility

Smilo acts solely as a technical supplier.

Smilo cannot be held responsible:

  • medical decisions; ;

  • diagnostics; ;

  • care; ;

  • patient/practitioner disputes ;

  • temporary service outages; ;

  • indirect losses.

4.6 Availability

Smilo strives to ensure continuous availability without absolute guarantee.

Interruptions may occur:

  • maintenance ;

  • security ;

  • Technical incidents ;

  • force majeure.

5. General Terms and Conditions of Sale (GTCS)

5.1 Subject

These General Terms and Conditions govern the commercial relationship between:

  • ZODAM Invest SARL ;

  • Smilo's professional users.

5.2 Subscriptions

Services are accessible:

  • by subscription ;

  • according to current commercial offers.

5.3 Invoicing

The services are invoiced directly by ZODAM Invest SARL.

Invoices are payable according to the agreed terms.

5.4 Patient Payments

Payments made via the booking interface are processed through Viva.com.

Smilo is not a banking institution or 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 shall be tacitly renewed for successive periods of one (1) year.

Any request for termination must be notified at least three (3) months before the contract's annual expiry date.

Termination must be made in writing:

  • by email ;

  • by post.

Failing to observe the three (3) month notice period, the contract will be automatically renewed for a new period of one year.

Each party reserves the right to terminate the contract in the event of a material breach or non-payment.

5.6 Limitation of liability

Smilo's total liability is limited:

to the amount paid by the customer in the last 12 months.

Smilo shall not be held liable:

  • indirect losses ;

  • loss of revenue ;

  • data loss ;

  • business interruptions.

6. Specific clause: medical data

Practitioners recognise that:

  • Medical data is sensitive; ;

  • they remain responsible for the processing; ;

  • They must obtain the necessary consents.

Smilo functions solely as:

  • technical platform ;

  • Software provider ;

  • IT subcontractor.

7. Health compliance clause

Smilo is not:

  • not a doctor's surgery ;

  • not a care home; ;

  • Not a medical provider.

There is no therapeutic relationship between Smilo and patients.

8. e-Dent integration clause

Integrations with third-party software are provided:

  • without absolute guarantee; ;

  • subject to technical compatibility; ;

  • Subject to the limitations of external APIs.

Cybersecurity Clause

Users undertake to:

  • use strong passwords ;

  • do not share their access; ;

  • Inform immediately of any suspected vulnerability.

10. Applicable law

These terms are governed by:

  • under Luxembourgish law; ;

  • and, where applicable, by the mandatory Belgian provisions in force.

Any dispute is subject to the competent jurisdictions of Luxembourg, unless otherwise provided by law.