Privacy Notice

Last updated September 19, 2026

This notice explains what SmartChair.AI Inc. ("SmartChair.AI", "we", "us") collects, why, and the choices you have. It covers www.smartchair.ai and the SmartChair.AI platform at app.smartchair.ai. Where a customer agreement says something more specific about that customer's data, the agreement governs.

Who we are

SmartChair.AI Inc. is a Delaware corporation headquartered in Waltham, Massachusetts. We make a retrofit sensor and cloud platform that measure whether a dental chair is occupied, so practices and groups can see actual chair time across their locations.

What we collect on the website

Information you give us:

The demo request form: your name, work email, organization, number of locations if you choose to share it, and your message.
Email you send to any smartchair.ai address.
Demo bookings are made through a Google Calendar scheduling link. Google handles that page under its own privacy policy.

Information collected automatically, only after you accept analytics cookies:

Google Tag Manager and Google Analytics record the pages you visit, how you arrived, your browser and device type, and an approximate location derived from your IP address. We do not see your full IP address in reports.
Google reCAPTCHA protects the demo form. It reads browser signals to tell people from automated traffic and is covered by Google's privacy policy and terms.

If you decline, the site sets no analytics cookies and loads no Google Tag Manager script. The site works the same either way.

What the SmartChair.AI platform collects

The sensor reports four things: a device identifier, whether the chair is occupied or vacant, the time, and the duration. That is the whole feed.

No cameras, no microphones, no patient identifiers. The sensor cannot tell who is in the chair, what procedure is under way, or what was said.

For dashboard access we hold each user's name, work email, role, and sign-in activity. A customer may also choose to share production summaries from its practice management software so reports can relate chair time to production. Those summaries are supplied by the customer, used only for that customer's reporting, and belong to the customer.

How we use information

To answer demo requests and questions, and to schedule and run demos.
To provide, operate, secure, and improve the platform and the website.
To send service messages about a customer account. We only send marketing email if you asked for a demo or opted in, and every marketing email carries an unsubscribe link.
To understand how the website is used, in aggregate, when you have accepted analytics cookies.
To meet legal obligations and enforce our agreements.

We do not sell personal information, and we do not share it for cross-context behavioral advertising.

Service providers that work for us under contract: Amazon Web Services for hosting and analytics infrastructure, Google for analytics, form protection, calendar scheduling, and email, and the vendors that help us support customers. They may use the data only to provide their service to us.
A customer's own designated administrators, for that customer's data.
Authorities or other parties where the law requires it, or to protect the rights, safety, and property of SmartChair.AI, our customers, or others.
A successor, if SmartChair.AI is involved in a merger, acquisition, financing, or sale of assets. The successor takes on this notice for the data it receives.

Cookies and your choices

A banner on your first visit asks whether you accept analytics cookies. Accept or Decline; your answer is kept in your browser for 12 months. Change it at any time from the "Your Privacy Rights" link in the footer of every page.

If your browser sends a Global Privacy Control signal, we treat it as a decline.

Strictly necessary items, such as the setting that remembers your cookie choice, do not require consent.

How long we keep it

Demo requests and email: as long as needed to respond and, if a relationship follows, for the life of that relationship plus the period our records policy requires.
Platform account data: for the life of the customer account, then removed or anonymised within a reasonable period after the account closes, unless a customer agreement or the law says otherwise.
Chair occupancy data: retained for the customer for the term of its agreement so it can see history and trends. The customer owns its raw occupancy readings.
Website analytics: Google Analytics keeps visit data for 14 months, then deletes it.

Security

Data is encrypted in transit and at rest, hosted on Amazon Web Services in the United States, and reachable only by people whose role requires it. Our Trust & Security page describes the practices in more detail. No method of transmission or storage is perfectly secure, so we cannot promise absolute security.

International transfers

Our data is hosted in the United States. If you are in the European Economic Area, the United Kingdom, or Switzerland, we rely on contractual safeguards with our processors for the transfer.

Your rights

Depending on where you live, you may have the right to know what personal information we hold about you, to receive a copy, to correct it, to delete it, to limit how we use it, and to object to certain uses. You will not be treated differently for exercising a right.

California residents: the California Consumer Privacy Act gives you the rights to know, delete, correct, and opt out of sale or sharing. We do not sell or share personal information as those terms are defined in that law. You may use an authorised agent to submit a request.

Residents of the European Economic Area, the United Kingdom, and Switzerland: you may also lodge a complaint with your supervisory authority. Our lawful bases are contract, legitimate interest in running and improving our business, consent where we ask for it, and legal obligation.

To exercise a right, email [email protected]. We will verify the request, typically by confirming the email address on file, and reply within the time the applicable law allows.