Privacy Policy

Information We Collect

Personal Information

We may collect the following types of personal information:

• Contact Information: Name, address, phone number, email address
• Demographic Information: Date of birth, gender
• Insurance Information: Insurance provider, policy numbers, coverage details
• Emergency Contact Information: Names and contact details of emergency contacts
• Payment Information: Credit card details, billing address (processed securely)

Health Information

As a dental practice, we collect and maintain protected health information (PHI) including:

• Medical and dental history
• Current medications and allergies
• Treatment records and notes
• X-rays and other diagnostic images
• Treatment plans and progress notes
• Billing and payment records related to your care

Website Information

When you visit our website, we may automatically collect:

• IP address and browser information
• Pages visited and time spent on our site
• Referring website information
• Device and operating system information

How We Use Your Information

Treatment and Care

We use your personal and health information to:

• Provide dental treatment and care
• Coordinate care with other healthcare providers
• Maintain accurate medical records
• Follow up on treatment and care
• Provide appointment reminders and health information

Payment and Operations

We may use your information for:

• Processing payments and insurance claims
• Billing and collection activities
• Quality assurance and improvement
• Staff training and education
• Business planning and development

Communication

With your consent, we may use your contact information to:

• Send appointment reminders
• Provide oral health education and tips
• Inform you about new services or treatments
• Send practice updates and newsletters

Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

Healthcare Operations

• Insurance Companies: For claims processing and coverage verification
• Healthcare Providers: When referring you to specialists or coordinating care
• Laboratories: For processing dental work and diagnostic tests
• Business Associates: Third-party vendors who help us operate our practice (all bound by confidentiality agreements)

Legal Requirements

We may disclose your information when required by law, including:

• Public health reporting requirements
• Court orders or legal proceedings
• Law enforcement investigations
• Emergency situations to protect health and safety

Data Security

We implement comprehensive security measures to protect your personal and health information:

Physical Safeguards

• Secure office facilities with controlled access
• Locked filing cabinets for paper records
• Secure disposal of confidential information
• Workstation security and positioning

Technical Safeguards

• Encrypted data transmission and storage
• Secure user authentication and access controls
• Regular software updates and security patches
• Firewall and antivirus protection
• Regular data backups and recovery procedures

Administrative Safeguards

• Staff training on privacy and security policies
• Regular security risk assessments
• Incident response procedures
• Business associate agreements

Website Privacy

Cookies and Tracking

Our website may use cookies and similar technologies to:

• Improve website functionality and user experience
• Analyze website traffic and usage patterns
• Remember your preferences and settings
• Provide relevant content and information

You can control cookie settings through your browser preferences.

Third-Party Services

Our website may include links to third-party websites or services. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

Contact Forms and Communications

Information submitted through our website contact forms is transmitted securely and used only to respond to your inquiries or requests. We do not use this information for marketing purposes without your explicit consent.

Your Rights and Choices

Access and Correction

You have the right to:

• Request access to your personal and health information
• Request corrections to inaccurate information
• Receive a copy of your dental records
• Request a list of disclosures we have made

Communication Preferences

You can:

• Opt out of marketing communications at any time
• Request to receive communications in a specific format
• Update your contact preferences
• Request confidential communications

Restrictions

You may request restrictions on:

• How we use or disclose your health information
• Who can access your information
• What information is shared with insurance companies

Data Retention

We retain your personal and health information in accordance with:

• New York State dental record retention requirements
• HIPAA regulations and guidelines
• Insurance and legal requirements
• Professional dental practice standards

Generally, adult dental records are maintained for at least 6 years after the last treatment, and pediatric records are kept until the patient reaches age 19 or for 6 years after the last treatment, whichever is longer.

Children's Privacy

We provide dental services to patients of all ages, including children. For patients under 18:

• We obtain consent from parents or legal guardians
• We follow special protections for minors' health information
• We respect the privacy rights of adolescent patients as appropriate
• We comply with all applicable laws regarding minors' healthcare privacy

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will:

• Post the updated policy on our website
• Notify patients of significant changes
• Provide the effective date of any changes
• Make previous versions available upon request

Consent

By using our website and receiving services at our practice, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your information as described herein.

Last Updated: January 22, 2025