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X-treme Smile attaches great importance to the protection of personal data. In this privacy and cookie statement, we explain which personal data we process, why we process this data, with whom data may be shared, how long we retain data and which rights you have.
This statement applies to the use of our website and webshop, orders, customer accounts, business account verification, courses and training, assessments and certification, communication, newsletters, reviews, complaints and other services provided by X-treme Smile.
Last updated: 18 August 2026
Who is responsible for your personal data?
X-treme Smile, located at Albert Einsteinweg 4, 8501 XE Joure, the Netherlands, is responsible for the processing of personal data as described in this privacy statement.
If you have any questions about privacy or the processing of personal data, please contact us at info@xtremesmile.nl.
Which personal data do we process?
Depending on how you use our website, webshop, training courses or other services, we may process the following personal data:
- first name and surname;
- company name and business contact details;
- address, postcode, city and country;
- billing and delivery address;
- telephone number and email address;
- VAT number, Chamber of Commerce details and other relevant business information;
- customer, account and login details;
- order and purchase information;
- invoice, transaction and payment information;
- correspondence with X-treme Smile;
- information you provide when submitting a question, request or complaint;
- information relating to enrolment and participation in training courses;
- course dates and completed training courses;
- training progress, assessments and feedback;
- certification and certificate information;
- documents or information demonstrating professional qualifications, training, business status or purchasing authorisation where required for access to certain products;
- photographs or videos submitted for a practical assignment, assessment or certification;
- IP address, browser, device and technical information;
- cookie data and other online identifiers;
- information about the use of our website and advertisements, depending on your cookie preferences.
Special categories of personal data
We do not ask you to provide special categories of personal data unless
this is necessary. During practical assessments, photographs or videos
of the mouth, teeth or treatment may potentially contain information
that could be regarded as health data. We limit this processing as much
as possible to what is necessary for the relevant assessment or
certification and use an appropriate legal basis where required.
Why do we process personal data?
We only process personal data for clear and legitimate purposes and where there is a valid legal basis for doing so.
| Purpose | Legal basis |
|---|---|
| Processing orders and payments | Performance of a contract |
| Shipping and delivering products | Performance of a contract |
| Creating and managing customer accounts | Performance of a contract |
| Customer service and answering enquiries | Performance of a contract or legitimate interest, depending on the nature of the contact |
| Verifying business details, professional qualifications or purchasing authorisation | Performance of a contract, legitimate interest and, where applicable, compliance with legal obligations |
| Organising and providing training courses, practical assessments and certification | Performance of a contract and, where necessary, an additional valid legal basis |
| Administration, invoicing and tax obligations | Legal obligation |
| Security, fraud prevention and preventing misuse | Legitimate interest |
| Sending newsletters and commercial communications | Consent or another legally permitted basis where applicable |
| Analysing website usage | Consent where non-essential cookies or similar technologies are used |
| Online advertising, remarketing and campaign measurement | Consent |
Where processing is based on consent, you may withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
Business accounts and professional access
Part of the X-treme Smile product range is intended for business or professional users. For access to certain products, we may verify whether the applicable requirements have been met.
For this purpose, we may process business details, VAT information, training information or other data that enables us to determine whether you are eligible to access the relevant product category.
Only necessary information
We only request information that is necessary for the relevant
verification. Please do not provide additional personal data or
documents that are not required for the assessment.
Training courses, practical assessments and certification
When you enrol in a training course, we process personal data that is necessary for the organisation, delivery and administration of the course.
This may include:
- name and contact details;
- invoice and payment information;
- the selected training course;
- date or period of participation;
- attendance and relevant administrative information;
- progress within an online or classroom-based course;
- correspondence relating to the course;
- practical assignments;
- assessment status and feedback;
- certification information;
- date of issue and information appearing on a certificate;
- any complaints or questions relating to a course.
Practical photographs and videos
For certain training courses, a practical assignment may form part of the assessment. Participants may therefore be asked to submit a photograph or video of the work they have carried out.
The material is used exclusively for the assessment, guidance, possible reassessment and certification for which it was submitted.
Practical material will not be used for advertising, social media or other promotional purposes without a separate valid legal basis.
Certificates
We may retain information about completed training courses and certificates obtained in order to verify participation and certification at a later date and to answer questions about previously issued certificates.
Models during training courses
Models may be used during practical training courses.
Where X-treme Smile processes personal data relating to a model, this is done only where necessary for the relevant course, practical assessment, administration, safety or for demonstrating that appropriate consent has been obtained.
The participant is responsible for handling the personal data of their model carefully and for obtaining consent where this is required.
Use of images
Photographs, videos or other visual material in which a participant or
model is identifiable will not be used for marketing, social media or
other promotional purposes without a valid legal basis.
Newsletters and direct marketing
When you subscribe to our newsletter, we may use your email address and, where provided, your name to send news, product information, offers and information about our training courses.
For sending and analysing newsletters, we may use email and marketing platforms such as Mailchimp and Omnisend, depending on our current setup.
You can unsubscribe at any time
You can unsubscribe at any time using the unsubscribe option at the
bottom of our commercial emails. Where we use personal data for direct
marketing, you may also object to this processing at any time.
Payments
We may use payment service providers such as Mollie, PAY. and PayPal to process payments.
Depending on the payment method selected, the information required to process the payment is provided to the relevant payment service provider.
X-treme Smile does not necessarily receive all financial information that you provide directly to a payment service provider.
A payment service provider may act as an independent data controller for certain processing activities. In such cases, the privacy statement of the relevant payment service provider also applies.
Shipping and logistics
In order to deliver orders, we share the necessary personal data with the carrier or logistics partner responsible for processing the shipment.
This may include your name, delivery address, email address and telephone number where these details are required for delivery, track & trace or communication regarding the shipment.
Depending on the destination, PostNL and national or international delivery partners may be used.
Webshop, administration and business software
We use various systems and service providers for our webshop, order processing, stock management, administration and accounting.
- PrestaShop for our webshop environment;
- Oxxa.com for hosting and server services;
- Brincr for order and business processes;
- SnelStart for financial administration.
Email, WhatsApp and other communication
When you contact us by email, WhatsApp, telephone or another communication channel, we process the information required to handle your message or request.
Do not share more than necessary
Please do not provide more personal data, documents or other
information through these communication channels than is necessary
for us to handle your question or request.
Reviews
X-treme Smile may use review platforms such as WebwinkelKeur and Google Reviews.
When we invite you to leave a review, the information necessary for this purpose may be provided to the relevant review service.
Where a review platform processes personal data for its own purposes, its own privacy statement also applies.
Analytics and advertising
We may use services from parties including Google and Meta to gain insight into the use of our website and to measure online advertising and campaigns.
Where consent is required for such applications, they will only be activated after you have given your consent through our cookie settings.
The exact operation and retention periods depend in part on our current analytics, advertising and cookie settings.
Who do we share personal data with?
X-treme Smile does not sell your personal data.
Personal data is only shared with third parties where this is necessary for our services, where there is a valid legal basis for doing so or where we are legally required to do so.
This may include:
- hosting, webshop and IT service providers;
- payment service providers;
- carriers and logistics partners;
- accounting and administration software providers;
- email and marketing platforms;
- communication and file transfer services;
- analytics and advertising platforms;
- review platforms;
- accountants, bookkeepers, advisers or competent public authorities.
Responsibility of external parties
Where an external party processes personal data solely on behalf of
X-treme Smile, we make appropriate arrangements where required.
Some external parties process personal data for their own purposes and
act as independent data controllers. In such cases, their own privacy
policy also applies.
Processing outside the European Economic Area
Some service providers may process personal data outside the European Economic Area (EEA) or make use of international infrastructure.
Where personal data is processed outside the EEA, we ensure that a valid transfer mechanism is in place and that appropriate safeguards are used where necessary in accordance with the GDPR.
How long do we retain personal data?
We do not retain personal data for longer than necessary for the purpose for which it was collected, unless we are legally required to retain it for a longer period.
Financial and tax administration
Basic administrative records and invoices are generally retained for seven (7) years in accordance with statutory tax retention requirements.
One Stop Shop (OSS)
Where data relates to supplies or services falling under the Union Scheme or Import Scheme of the VAT One Stop Shop system, the relevant records are retained for ten (10) years.
Orders and accounts
Order, account and verification data is retained for as long as necessary for the performance of the contract, account management, customer service and legal obligations.
Training and certification
Participant data is retained for as long as necessary for the organisation and administration of the training course, assessment, proof of participation, certification and answering subsequent questions.
Practical material
Personal photographs and videos submitted for practical assessments are not retained for longer than necessary for assessment, possible reassessment and certification, unless another valid reason exists for retaining them for a longer period.
Security of personal data
We take appropriate technical and organisational measures to protect personal data against loss, unauthorised access, unauthorised alteration, disclosure or other unlawful use.
- secure SSL/TLS connections;
- restricted access to systems and personal data;
- appropriate account and password security;
- secure hosting and system management;
- regular software and security updates;
- monitoring and checks where appropriate.
Your privacy rights
Under the GDPR, depending on the circumstances, you have the right to:
- request access to the personal data we process about you;
- have inaccurate or incomplete personal data corrected;
- request deletion of personal data;
- request restriction of processing;
- object to certain processing activities;
- request data portability where this right applies;
- withdraw previously given consent.
Would you like to exercise one of these rights? Please send your request to info@xtremesmile.nl.
We will generally respond to your request within one month. Where a request is complex, the statutory period may be extended subject to the applicable conditions. We will inform you within the first month if additional time is required.
Complaints about the processing of personal data
If you have a question or complaint about the way X-treme Smile handles personal data, please contact us at info@xtremesmile.nl.
You also have the right to lodge a complaint with the competent data protection authority. In the Netherlands, this is the Dutch Data Protection Authority .
Automated checks and decision-making
Automated checks may be used for certain technical or administrative processes, for example when checking submitted account or business information.
Where additional assessment is required, an application may be reviewed manually.
X-treme Smile does not make decisions based solely on automated processing that have legal effects on you or similarly significantly affect you without applying the conditions and safeguards required under the GDPR.
Minors
Our webshop, business services and training courses are not specifically aimed at collecting personal data from young children.
Where a minor participates in a training course, practical treatment or other activity for which consent from a parent or legal guardian is required, X-treme Smile may require this consent to be provided in advance.
Cookie statement
Our website uses cookies and similar technologies. Cookies are small data files that may be stored on your device through your browser.
Some cookies are necessary for our website and webshop to function properly. For non-essential cookies, we request your consent in advance where this is legally required.
Which types of cookies do we use?
| Category | Purpose | Consent |
|---|---|---|
| Functional | Required for functions such as the shopping cart, login, security, language settings and other essential webshop functionality. | Not required where the cookie is strictly necessary. |
| Analytics | Provides insight into the use and performance of our website. | Where legally required: only after consent. |
| Marketing and tracking | Used for advertising measurement, remarketing, personalisation and campaign measurement. | Only after consent. |
Current cookies and retention periods
The exact cookies, providers, purposes and retention periods may change
when our website or the services we use are updated. Current information
is therefore displayed through the cookie settings on our website.
Changing your cookie preferences
When you first visit our website, you can set your preferences through the cookie banner.
You can change or withdraw your consent later through Cookie settings on our website.
Changes to this privacy and cookie statement
Legislation, our website, our systems and our services may change. We may therefore update this privacy and cookie statement from time to time.
The most recent version will always be published on this page. The date on which this statement was last updated is shown at the top of the page.