Welcome to Smilecloud Passport!
The all-in-one dental passport.
This document (hereafter, the "Supplemental Terms") provides additional information and rules specific to Smilecloud Passport—our digital platform that serves as an “all-in-one dental passport” accessible through passport.smilecloud.com and mobile applications (available for download from various mobile app stores) and which connects to our Smilecloud Biometrics platform.
These Supplemental Terms form part of our General Terms (together with all other applicable terms, policies, notices, and disclaimers, the “Contract”) and govern the use of Smilecloud Passport by Patients and Authorized Representatives. They also clarify the relationship among a Passport User, the relevant Biometrics Customer, and Smilecloud in connection with Shared Case Data. You should review these Supplemental Terms together with the General Terms, especially if you have been invited to access a case through Smilecloud Passport.
Smilecloud Passport is reserved for use by natural persons who are at least 18 years old. A natural person who creates or uses a Smilecloud Passport account is referred to as a “Passport User.” A Passport User may register independently or following an invitation from a Smilecloud Biometrics user; however, access to a connected case is available only when the relevant Biometrics Customer has shared that case with the Passport User.
A “Biometrics Customer” means the Smilecloud Customer who controls the relevant Smilecloud Biometrics account or case and determines which Customer Data is made available through Passport.
A Passport User may use Passport: (a) as a “Patient,” to access Shared Case Data relating to their own dental case; or (b) as an “Authorized Representative,” to access Shared Case Data relating to a person whom they are legally authorized to represent or otherwise assist.
An “Authorized Representative” means a parent, legal guardian, or other natural person who is at least 18 years old and whom the relevant Biometrics Customer has determined is authorized under applicable law to access the relevant person’s information. The person whose information is accessed by an Authorized Representative is referred to as the “Represented Patient.” Patients and Authorized Representatives are collectively referred to as “Passport Users.”
For purposes of the General Terms as applied to Passport, references to a Patient or End User include an Authorized Representative where appropriate to the context. The minimum-age requirement applies to the Passport User and not to a Represented Patient whose information is contained in a case.
An Authorized Representative must create and use the Passport account in their own name. A Represented Patient does not become an End User, enter into the Contract, or receive a Smilecloud account solely because information relating to them is processed through the Services.
The Authorized Representative accepts the Contract on their own behalf and represents that they are lawfully authorized to receive and access the Shared Case Data made available to them. They must act strictly within the scope of that authority and promptly notify the relevant Biometrics Customer if it is restricted, disputed, changed, or terminated.
For clarity, a Represented Patient may include a minor with restricted legal capacity or another person whose legal capacity is subject to an applicable protective measure. The Authorized Representative’s access is permitted only to the extent that applicable law authorizes them to receive and access the relevant information. Nothing in these Supplemental Terms expands the Authorized Representative’s legal authority or limits any rights that the Represented Patient may exercise personally under applicable law.
Smilecloud Passport is a digital platform designed to connect Passport Users with our Smilecloud Biometrics platform, providing a limited functionality experience tailored to their specific needs. Smilecloud Passport aims to facilitate access to shared cases and related Customer Data, offering a convenient way for them to review and communicate about their dental cases.
Please note that the Smilecloud Passport platform has significantly limited functionality compared to our comprehensive Smilecloud Biometrics platform, which is designed for dental professionals. As a Passport User, you will be granted "read-only" access to Shared Case Data within the connected case.. The Smilecloud Biometrics Customer determines which Customer Data is shared through Passport and manages access to that data, subject to applicable law. The Biometrics Customer may add, modify, remove, or cease sharing Customer Data through Passport. Nothing in the Contract limits any rights that a Patient or Authorized Representative may have under applicable data protection, healthcare, or patient-record laws.
Smilecloud Passport does not support the uploading of Customer Data directly by Passport Users. All Customer Data must be uploaded via the Smilecloud Biometrics platform, ensuring a streamlined and controlled environment for data management and processing.
“Shared Case Data” means Customer Data that a Biometrics Customer has chosen to make available to a Passport User through a connected case.
Accessing or receiving Shared Case Data through Passport does not transfer ownership of clinical records or intellectual property rights to the Passport User. As between Smilecloud and the Biometrics Customer, the Biometrics Customer retains all rights it lawfully holds in Customer Data and Generated Content. This does not affect any rights held by Patients, data subjects, or third parties under applicable law.
References in Passport communications to “your data” recognize that the information relates to the Patient and that the Patient may have legal rights concerning it. Such references do not transfer ownership of clinical records or third-party intellectual property and do not make the Passport User the controller of the Biometrics Customer’s underlying case record.
Passport may not contain the Patient’s complete dental or medical record. Requests concerning access, copies, correction, restriction, deletion, or other rights relating to case or health data should normally be directed to the dental professional or organization responsible for the relevant case.
Unless Smilecloud expressly agrees otherwise, Passport does not guarantee that Shared Case Data will remain available indefinitely. Availability may be affected by the Biometrics Customer’s sharing and retention decisions, termination of the Biometrics Customer’s account, applicable legal requirements, or termination of the Passport User’s access under the Contract.
Before inviting an Authorized Representative, the Biometrics Customer is responsible for verifying the representative’s identity, legal authority, and permitted scope of access in accordance with applicable law. Smilecloud does not determine parental responsibility, guardianship, custody, legal capacity, or other rights of representation.
The Biometrics Customer must only provide an Authorized Representative with access to information that the representative is legally authorized to receive. The Biometrics Customer remains responsible for changing or revoking that access where the representative’s authority or applicable law changes.
An Authorized Representative may use Shared Case Data solely for the benefit of the Represented Patient and within the scope of their legal authority. They must protect their account credentials and must not permit the Represented Patient or any unauthorized person to use their account.
Access may be suspended or terminated if: (a) the Biometrics Customer revokes the Authorized Representative’s access; (b) the Authorized Representative’s authority expires, changes, is disputed, or is otherwise no longer valid; (c) the Represented Patient reaches the age of 18 or otherwise becomes legally capable of managing their own access, unless continued representative access is confirmed by the Biometrics Customer and permitted by law; or (d) Smilecloud reasonably believes that continued access may be unauthorized or may expose the Represented Patient or another person to harm.
When a Represented Patient reaches the age of 18, the Biometrics Customer may invite them to establish their own Passport account. Access previously granted to an Authorized Representative does not automatically transfer to the Represented Patient or continue on the same basis.
We recognize that Customer Data may contain Patient personal data, including health-related information. Biometrics Customers are responsible for ensuring that such data is lawfully obtained, processed, and disclosed through Passport in compliance with applicable law. This includes identifying an appropriate legal basis, providing required notices, obtaining consent or authorization where legally required, and complying with our Data Processing Addendum (DPA).
Smilecloud acts as a processor when processing Patient personal data and health-related information contained in Shared Case Data on behalf of the Biometrics Customer. The Biometrics Customer acts as the controller or as a processor acting on behalf of another controller, as applicable.
Smilecloud acts as a controller for personal data that it processes for its own security, support, service-operation, and legal-compliance purposes, as further described in our Privacy Policy. The creation of a Passport account does not change Smilecloud’s processor role in relation to the Biometrics Customer’s underlying case or health data.
If you believe that Shared Case Data relating to you or a Represented Patient is inaccurate, has been processed unlawfully, has been disclosed without appropriate authority, or has been made accessible to the wrong person, please promptly contact the relevant Biometrics Customer or Smilecloud. We will address the matter in accordance with our respective legal obligations and, where Smilecloud acts as a processor, the Biometrics Customer’s lawful instructions and the DPA.
Please refer to our Privacy Policy for detailed information about how we process your personal data.
We hereby disclaim any representations or warranties that other End Users utilizing the platform are, in fact, doctors, dentists, or any other healthcare professionals. While we may choose to conduct identity or accreditation verifications of our Customers and their End Users, we are not obligated to do so, and we make no guarantees or representations regarding the accuracy or correctness of any such verifications. As a Patient, you should exercise caution and conduct your own due diligence when interacting with other End Users and not solely rely on the information provided through the Services.
As Smilecloud Passport is provided free of charge, General Terms provisions relating to subscription and payment shall not apply to your use of Smilecloud Passport. However, to the extent applicable, all other terms set forth in the General Terms shall apply, including but not limited to the following sections: 1. Contracting parties, 2. Providing the Services, 3. End Users, 4. Intellectual property, 6. Confidential information, 7. Term, Termination, Modification, 8. In case of misunderstandings.
Last updated: 05.10.2026
