1. Introduction

Dentist (“Practice,” “we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information about you when you visit our website or use our dental services at 123 Dental Avenue, Suite 100, New York, NY 10017.

By using our website, you consent to the practices described in this Privacy Policy. If you do not agree with the terms of this policy, please do not access the site.

2. Information We Collect

Information You Provide Directly

We collect information you voluntarily provide when you:

  • Fill out a contact or appointment request form
  • Subscribe to our newsletter or email updates
  • Submit information through our patient intake forms
  • Correspond with us by phone, email, or post
  • Apply for employment with our practice

This may include your name, email address, phone number, mailing address, date of birth, insurance information, and details about your dental health history.

Information Collected Automatically

When you visit our website, we automatically collect certain technical information including:

  • IP address and browser type
  • Pages visited and time spent on those pages
  • Referring URLs and exit pages
  • Device identifiers and operating system information
  • Cookies and similar tracking technologies

Cookies

We use cookies and similar tracking technologies to enhance your browsing experience. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, some portions of our website may not function properly.

3. How We Use Your Information

We use the information we collect for purposes including:

  • Responding to inquiries and scheduling appointments
  • Providing and improving our dental services
  • Communicating updates about your treatment plan and appointments
  • Sending newsletters or oral health tips you have subscribed to
  • Processing payments and verifying insurance coverage
  • Analyzing website usage to improve user experience
  • Complying with legal and regulatory obligations
  • Detecting and preventing fraud or unauthorized activity

We will not use your information for purposes incompatible with those listed above without your prior consent.

4. HIPAA and Patient Confidentiality

Information you share with our dental team in the context of seeking or receiving dental care is protected under the Health Insurance Portability and Accountability Act (HIPAA). As a covered healthcare entity, we are legally required to safeguard your Protected Health Information (PHI) and to provide you with a separate Notice of Privacy Practices at the time of your first appointment.

Our entire staff — clinical and administrative — is trained on and bound by HIPAA confidentiality obligations. We take the protection of patient health information extremely seriously.

5. How We Share Your Information

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

  • Treating providers and specialists as necessary to coordinate your care (with your knowledge)
  • Insurance companies and billing services to process claims on your behalf
  • Service providers who assist us in operating our website or conducting business (subject to confidentiality and Business Associate Agreements)
  • Legal and regulatory requirements when we are obligated by law, court order, or government authority
  • Business transfers in the event of a merger, acquisition, or sale of practice assets
  • With your written consent for any other purpose you authorize

6. Data Retention

We retain personal and health information only as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce our agreements. Patient records are typically retained for a minimum of seven (7) years following the date of last treatment, or longer where required by applicable state law or professional regulations.

7. Your Rights and Choices

Depending on your jurisdiction and applicable law (including HIPAA), you may have the right to:

  • Access the personal and health information we hold about you
  • Correct inaccurate or incomplete information in your records
  • Request an accounting of disclosures of your health information
  • Request restrictions on certain uses and disclosures of your PHI
  • Opt out of marketing communications at any time
  • Request deletion of non-clinical personal information (subject to legal and professional obligations)

To exercise any of these rights, please contact us using the information in Section 12.

8. Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

  • SSL/TLS encryption for all data transmission
  • Encrypted storage of electronic health records
  • Restricted access to patient information on a need-to-know basis
  • Regular security assessments and staff training
  • Compliance with HIPAA Security Rule requirements

However, no method of transmission over the internet or method of electronic storage is 100% secure. We cannot guarantee absolute security.

9. Children’s Privacy

We proudly provide dental care to patients of all ages, including children. For patients under the age of 18, we collect information from and communicate with a parent or legal guardian. We do not knowingly collect personal information from minors for marketing purposes. If you believe a child’s information has been improperly collected, please contact us immediately.

10. Third-Party Websites

Our website may contain links to third-party websites, including insurance portals and patient resource sites. This Privacy Policy applies only to our website. We are not responsible for the privacy practices of third-party sites and encourage you to review their privacy policies before providing any personal information.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or applicable law. We will notify you of material changes by posting the updated policy on this page with a revised “Last Updated” date. Your continued use of our website after such changes constitutes acceptance of the updated policy.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy, your patient records, or our data practices, please contact our Privacy Officer:

Dentist — Privacy Officer
123 Dental Avenue, Suite 100
New York, NY 10017
📞 (212) 555-1234
✉️ privacy@dentist.com

We will respond to all requests within 30 days.