SmileQuest ("we," "our," or "us") is operated by Judy and Richard, founders based in Ho Chi Minh City, Vietnam. We help patients from Canada, Australia, New Zealand, the United Kingdom, the United States, and other countries plan and complete dental treatment trips to Vietnam.
This Privacy Policy explains what personal information we collect when you visit www.smilequestvn.com, message us on WhatsApp, exchange emails with us, or book one of our packages, how we use that information, who we share it with, and the rights you have over it. By using our website or services you agree to the practices described below. If you do not agree, please do not use the site or submit information to us.
1. Who we are and how to contact us
Controller: SmileQuest (operated by the founders, Judy and Richard).
- Location: Ho Chi Minh City, Vietnam
- Website: www.smilequestvn.com
- Contact email: info@smilequestvn.com
- Phone & WhatsApp: +84 857992998
If you have any question about this policy, want to access or delete your data, or want to withdraw consent, contact us at the email above and we will respond within thirty (30) days.
2. The information we collect
We only collect information that helps us plan your trip, deliver our service, comply with the law, and improve our website. We collect personal information in three ways.
2.1 Information you give us directly
- Contact details: full name, email address, phone number, country of residence, and your preferred way to reach you (WhatsApp, email, phone).
- Trip and dental information: photos of your teeth, dental quotes from your home dentist, x-rays, scans, panoramic images, medical history relevant to dental treatment, allergies, medications, and any treatment preferences you share.
- Travel information: passport name and number (when needed for hotel bookings and clinic intake), dates of travel, flight details, and dietary or accessibility needs.
- Companion details: if you book for a partner, parent, or family member, we collect the same categories above for them with your confirmation that they have agreed.
- Payment information: deposit and balance amounts. Card and bank details are handled by our payment processors; we do not store full card numbers on our own systems.
- Anything else you choose to send us by email, WhatsApp, web form, or phone.
2.2 Information collected automatically
- Device and browser data: IP address, approximate location (city or country level), device type, operating system, browser type and version, language, and referring URL.
- Usage data: pages viewed, time on page, links clicked, scroll depth, form submissions, and similar analytics events.
- Cookies and similar technologies: see Section 7.
2.3 Information from third parties
- From partner dental clinics: appointment confirmations, treatment plans, invoices, and post-treatment notes for the work we coordinate on your behalf.
- From partner hotels and transport providers: booking confirmations and reservation references.
- From analytics, advertising and social platforms: aggregate audience and ad performance data (for example from Meta, Google, TikTok, YouTube).
2.4 Sensitive information
Dental and basic medical information is treated as sensitive personal data. We collect it only when you choose to send it to us, only for the purpose of arranging your treatment, and we handle it with extra care (see Section 5).
We do not knowingly collect information from children under sixteen (16). Our services are intended for adults. If you believe a minor has provided us with personal information, contact us and we will delete it.
3. How we use your information
We use your personal information for the following purposes.
- To respond to your enquiry, answer questions, and send you the trip information you requested.
- To plan, quote, book, and deliver your dental trip — including liaising with clinics, hotels, drivers, and other providers on your behalf.
- To process payments (deposits and balances) and send invoices and receipts.
- To send service-related messages — appointment reminders, itinerary updates, pre-arrival instructions, post-treatment follow-up, and emergency notifications.
- To send marketing emails about new packages, content, and offers, where you have opted in. You can unsubscribe at any time using the link in any marketing email.
- To improve our website, content, and packages based on aggregated, de-identified analytics.
- To prevent fraud, enforce our Terms and Conditions, and protect the rights, property, or safety of SmileQuest, our patients, and others.
- To comply with applicable laws, accounting and tax obligations, and lawful requests by public authorities.
4. Legal bases for processing (GDPR / UK GDPR)
Where the EU or UK General Data Protection Regulation applies, we rely on the following legal bases.
- Contract: to provide the trip, package, and services you have asked us to deliver.
- Consent: for marketing emails, non-essential cookies, and for processing dental and medical information you share with us. You can withdraw consent at any time.
- Legitimate interests: to run, secure, and improve our business — including basic analytics, fraud prevention, and direct communication with people who have enquired about our services. You can object to this processing at any time.
- Legal obligation: to keep accounting, tax, and compliance records as required by Vietnamese law and other applicable jurisdictions.
5. How we share your information
We do not sell your personal information. We share it only with the categories of recipients below, and only to the extent needed.
- Partner dental clinics in Vietnam: to schedule your consultation, share your treatment history and dental images, and coordinate your care.
- Hotels, transport, and tour providers: to confirm bookings made on your behalf.
- Payment processors and banks: to charge deposits and process the balance of your package.
- Service providers: such as email hosting, website hosting, customer relationship management, analytics, and form tools, all bound by confidentiality and data-protection commitments.
- Professional advisors: lawyers, accountants, and insurers, where strictly necessary.
- Authorities: where we are legally required to disclose information or to protect rights, property, or safety.
- Business transfers: if SmileQuest is involved in a merger, acquisition, restructuring, or sale of assets, personal information may be transferred as part of that transaction.
We never share your dental photos, x-rays, or medical history for marketing purposes.
6. International data transfers
Because our team is based in Vietnam and our patients live in Canada, the United States, the United Kingdom, the EU, Australia, New Zealand and elsewhere, personal information is routinely transferred across borders. Vietnam may not provide a level of data protection that the EU, UK, or some other jurisdictions consider equivalent.
Where required by law, we put appropriate safeguards in place — including the European Commission's Standard Contractual Clauses, equivalent UK transfer mechanisms, or your explicit consent — before transferring your information outside your country.
7. Cookies and tracking technologies
Our website uses cookies and similar technologies to help it function and to understand how it is used.
- Strictly necessary cookies: required for the site to load and your forms to work. These cannot be disabled.
- Analytics cookies: for example Google Analytics, to measure how visitors use the site so we can improve it.
- Advertising and marketing cookies: for example Meta Pixel, TikTok Pixel, and Google Ads, used to measure ad performance and to show you relevant content.
- Functional cookies: to remember choices like language or whether you have dismissed a banner.
You can accept or reject non-essential cookies via the cookie banner shown the first time you visit, and you can change your settings at any time by clearing cookies in your browser or visiting our cookie preferences link in the footer.
8. How long we keep your information
We keep personal information only as long as we need it for the purposes described in this policy, plus any additional period required to meet legal, accounting, tax, or regulatory obligations.
- Enquiry messages we did not turn into a booking: up to 24 months from your last contact, then deleted or anonymised.
- Patient booking and trip files: up to 7 years after the trip ends, to support post-treatment questions, warranty issues with clinics, and accounting obligations.
- Dental and medical information: held for the duration of treatment coordination and follow-up, then deleted or anonymised on your request.
- Marketing email lists: until you unsubscribe.
- Website analytics: typically up to 26 months, depending on the analytics provider.
9. How we protect your information
We use a combination of technical and organisational measures to protect your information, including encryption in transit (HTTPS), restricted access to patient files, password-protected accounts, two-factor authentication on key tools, and regular reviews of who has access to what.
No system is perfectly secure. If a data incident affects your personal information and is likely to result in a high risk to your rights, we will notify you and the relevant authorities as required by law.
10. Your rights
Depending on your country, you may have the following rights regarding your personal information.
- Access: ask for a copy of the personal information we hold about you.
- Correction: ask us to correct information that is wrong or incomplete.
- Deletion: ask us to delete your personal information (subject to legal retention requirements).
- Restriction: ask us to limit how we use your information.
- Objection: object to processing based on our legitimate interests, including direct marketing.
- Portability: receive your personal information in a structured, commonly used, machine-readable format.
- Withdraw consent: at any time, without affecting the lawfulness of processing carried out beforehand.
- Complaint: lodge a complaint with your local data-protection authority (for example, the ICO in the UK, the OPC in Canada, or your EU supervisory authority).
California residents have additional rights under the CCPA / CPRA, including the right to know what categories of information we collect, the right to opt out of "sale" or "sharing" of personal information (we do not sell personal information), and the right not to be discriminated against for exercising your rights.
To exercise any of these rights, contact us using the details in Section 1. We may need to verify your identity before acting on your request.
11. Third-party links and embedded content
Our website and our messages may link to third-party websites and embed third-party content such as videos. We are not responsible for the privacy practices of those third parties. Please read their privacy policies before sharing personal information with them.
12. Changes to this policy
We may update this Privacy Policy from time to time. When we do, we will update the "Effective" date at the top of the document and, for significant changes, post a notice on our website or notify you by email. Continued use of our website or services after changes take effect means you accept the updated policy.
13. Contact
If you have any questions about this Privacy Policy or how we handle your information, please contact us:
- Email: info@smilequestvn.com
- Phone & WhatsApp: +84 857992998
- Website: www.smilequestvn.com
- Location: Ho Chi Minh City, Vietnam