Privacy Policy – Dr. Ramesh Agrawal

Effective Date:
December 8, 2025

Last Updated:
December 8, 2025

Table of Contents

Introduction
Information We Collect
How We Use Your Information
Data Storage & Security
Sharing of Information
Patient Rights
Notifications
Children’s Privacy
Changes to This Policy
Contact Information

1. Introduction

Smile Konnect (“we”, “our”, “us”) provides a secure communication platform that enables patients and dentists to exchange messages, images, and documents through web, Android, and iOS applications. This Privacy Policy describes how we collect, use, store, and protect personal information in accordance with:

Regulation	Description
Ontario PHIPA	Personal Health Information Protection Act
RCDSO Guidelines	Royal College of Dental Surgeons of Ontario
HIPAA Principles	Health Insurance Portability and Accountability Act

By using Smile Konnect, you agree to the practices outlined in this policy.

2. Information We Collect

We collect only the minimum data necessary to provide secure clinical communication.

2.1 Personal Information

Collected during account registration:

Name
Birthdate
Email address
Phone number

2.2 Personal Health Information (“PHI”)

PHI shared in chat messages, notes, images, or documents exchanged between patient and dentist.

2.3 Device & Technical Information

Collected automatically:

Device type and OS version
IP address

2.4 Mobile Permissions Used

To provide app functionality, Smile Konnect uses the following permissions:

Permission	Purpose
ACCESS_COARSE_LOCATION / ACCESS_FINE_LOCATION	Used only for location-based compliance logging (no continuous tracking)
CAMERA	Capture and upload images for clinical communication
INTERNET	Required for secure encrypted communication
READ/WRITE_EXTERNAL_STORAGE	Upload or download images and documents
SYSTEM_ALERT_WINDOW	Display critical system-level notifications (e.g., security alerts)
VIBRATE	Notify users of new secure messages

Smile Konnect never accesses personal files beyond what the user selects for upload.

2.5 Patient Consent

We collect and store explicit patient consent on every action that involves sharing personal health information, including:

Starting a chat conversation with a dentist
Sharing photos or images
Uploading and sharing documents

Each consent action is timestamped and securely stored for compliance and audit purposes.

3. How We Use Your Information

Information is used strictly for clinical and administrative purposes:

Providing secure, encrypted chat between patient and dentist
Enabling dentists to export/download chat transcripts for medical record keeping
Managing clinic and user access via role-based controls
Maintaining audit logs for compliance
Sending neutral (non-PHI) email/SMS notifications
Ensuring system security, fraud detection, and troubleshooting

We do not use PHI for marketing, advertising, or analytics.

4. Data Storage & Security

Smile Konnect follows PHIPA, RCDSO, and HIPAA-grade technical safeguards.

4.1 Data Residency

All patient data is stored exclusively on encrypted servers located in Canada.

4.2 Encryption

End-to-end encrypted chat
AES-256 encrypted databases
TLS/SSL for all data in transit

4.3 Access Controls

Multi-Factor Authentication (MFA)
Role-based access — patients see only their records; dentists only their patients; admins only their clinic data

5. Sharing of Information

We do not sell or rent personal information. Information may be shared only with:

Your treating dentist and authorized clinic administrators
Service providers required for secure hosting & communication (all PHIPA compliant)
Regulatory authorities when legally mandated

6. Patient Rights

Under PHIPA and RCDSO guidelines, patients may:

Request access to their records
Request corrections
Request account deactivation
Request deletion of their data (after legally required retention period)
Withdraw consent for messaging

Contact information for such requests is provided below.

7. Notifications

Smile Konnect sends neutral, non-PHI notifications, such as:
“You have a new message — please log in to view it.”
Notification delivery may be logged for audit compliance.

8. Children’s Privacy

If a minor patient is registered, records are retained until 10 years after they turn 18, per PHIPA.

9. Changes to This Policy

We may update this Privacy Policy periodically. Continued use of Smile Konnect denotes acceptance of changes.

10. Contact Information

For privacy inquiries, requests, or concerns:

Contact Type	Details
Email	support@drrameshagrawal.com

Terms & Conditions

Effective Date:
December 8, 2025

Table of Contents

Acceptance of Terms
Purpose of the Application
User Responsibilities
Prohibited Activities
Data Ownership
Security & Compliance
Availability & Service Limitations
Termination of Use
Limitation of Liability
Governing Law
Changes to Terms
Contact

1. Acceptance of Terms

By creating an account or using Smile Konnect, you agree to these Terms & Conditions and our Privacy Policy.
If you do not agree, please discontinue use of the platform.

2. Purpose of the Application

Smile Konnect is designed for:

Secure patient–dentist communication
Managing clinical inquiries
Sharing documents/images relevant to dental treatment

Important Notice
Smile Konnect does not provide medical diagnosis or emergency care. For emergencies, contact local emergency services immediately.

3. User Responsibilities

Patients must:

Provide accurate information
Provide explicit consent before starting chats, sharing photos, or uploading documents
Use the platform respectfully
Not upload inappropriate or illegal content
Not share their login credentials

Dentists must:

Use messages for clinical purposes only
Download/export chat transcripts for patient records
Follow PHIPA/RCDSO compliance in communication

Admins must:

Access only clinic-level data they are authorized for
Maintain confidentiality of patient information

4. Prohibited Activities

Users must not:

Attempt to access another person’s chats
Attempt to reverse-engineer or bypass security
Upload viruses, harmful content, or unlawful material
Use the platform for non-clinical solicitation

Violation may result in account termination.

5. Data Ownership

Role	Ownership / Responsibility
Patients	Own their Personal Health Information (PHI)
Clinics	Are custodians of patient records (per PHIPA)

Smile Konnect acts as a secure service provider.

Consent Collection
Smile Konnect collects and stores explicit patient consent on every action involving personal health information, including starting chats, sharing photos, or uploading documents. Each consent is timestamped and securely stored for compliance purposes.

6. Security & Compliance

Smile Konnect implements the following security measures:

Feature	Description
End-to-end encryption	All messages are fully encrypted end-to-end
Role-based access	Access restricted to authorized roles only
Audit logs	Complete activity logs maintained for compliance
MFA	Multi-Factor Authentication required
Canadian data residency	All data stored exclusively on Canadian servers
Encrypted backups	All backups protected with strong encryption

Despite robust safeguards, no system can guarantee 100% security. Users acknowledge this inherent risk.

7. Availability & Service Limitations

We aim for continuous availability but may experience:

Scheduled maintenance
Network outages
Third-party service disruptions

We are not liable for damages resulting from temporary unavailability.

8. Termination of Use

We may suspend or terminate access if:

Terms are violated
Illegal activity is detected
Required by law or regulatory authority

Users may request account deactivation at any time.

9. Limitation of Liability

Smile Konnect is not liable for:

Decisions made by dentists based on chat information
Delays in communication
Incorrect information provided by users
Data loss due to factors beyond our control

10. Governing Law

These terms are governed by the laws of the Province of Ontario, Canada.

11. Changes to Terms

We may modify these Terms periodically. Continued use of Smile Konnect indicates acceptance.

12. Contact

For questions about these Terms:

Contact Type	Details
Email	support@drrameshagrawal.com

Data Deletion Policy

Effective Date: December 13, 2025
Table of Contents

Overview
How to Request Data Deletion
Process and Timeline
Data Retention and Exceptions
Contact Information

1. Overview

This policy outlines the procedure for requesting the deletion of your personal data from the Smile Konnect platform. We are committed to protecting your privacy and providing you with control over your personal information, in compliance with regulations such as the Google Play Store’s data safety requirements. You have the right to request the deletion of your account and associated data at any time, subject to legal and regulatory retention requirements.

2. How to Request Data Deletion

To initiate the data deletion process, you must send a formal request to our privacy administration team. This ensures that we can verify your identity and process your request securely.

Please send an email with the subject line “Data Deletion Request” to:

Email: support@drrameshagrawal.com

In the body of your email, please include the following information to help us locate your account:

Your full name
The email address associated with your Smile Konnect account
Your phone number, if provided during registration

3. Process and Timeline

Upon receiving your request, we will:

Acknowledge receipt of your request via email within 3 business days
Verify your identity to prevent unauthorized deletion of data
Process the deletion of your personal data from our active systems within 30 days
Notify you once the deletion process is complete

4. Data Retention and Exceptions

Please be aware that while we will delete your data from our active user-facing systems, some information may be retained for a longer period in our secure backups or archives to comply with legal and regulatory obligations (e.g., PHIPA, RCDSO guidelines for medical record retention). This retained data will not be used for any other purpose and will be securely destroyed in accordance with our data retention schedule.

5. Contact Information

For any questions or concerns regarding this data deletion policy or your personal data, please contact us:

Contact Type	Details
Email (Data Deletion Questions)	support@drrameshagrawal.com