Privacy Policy
How we collect, use, and protect your information
Our Commitment to Privacy
We are committed to protecting your privacy and maintaining the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services.
Last Updated: 2/25/2026 | Effective Date: 2/25/2026
Information We Collect
Personal Information
Contact Information: Name, email address, phone number, mailing address
Identification: Date of birth, government-issued ID numbers
Emergency Contacts: Names and contact information for emergency situations
Health Information (Protected Health Information - PHI)
Medical History: Dental history, medical conditions, medications, allergies
Clinical Data: Examination results, diagnostic images, treatment plans
Insurance Information: Insurance provider, policy numbers, coverage details
Note: Health information is governed by HIPAA. See our HIPAA Privacy Notice for details.
Technical Information
Device Information: IP address, browser type, operating system
Usage Data: Pages visited, time spent, features used
Cookies: Session cookies for functionality, analytics cookies (with consent)
How We Use Your Information
Healthcare Services:
- • Providing dental care and treatment
- • Scheduling appointments
- • Processing insurance claims
- • Coordinating with other healthcare providers
- • Quality improvement and safety monitoring
Communication & Operations:
- • Appointment reminders and notifications
- • Treatment follow-up communications
- • Billing and payment processing
- • Customer support and service
- • Legal compliance and record keeping
When We Share Information
Healthcare Partners
With specialists, laboratories, insurance providers, and other healthcare professionals involved in your care (as permitted by HIPAA).
Service Providers
With trusted third-party service providers who assist with practice operations (payment processing, IT support, cloud storage) under strict confidentiality agreements.
Legal Requirements
When required by law, court order, or to protect public health and safety (reporting communicable diseases, preventing harm, responding to legal process).
With Your Consent
For any other purposes, we will obtain your explicit written consent before sharing your information.
How We Protect Your Information
Technical Security:
- • End-to-end encryption (AES-256)
- • Secure transmission protocols (TLS 1.3)
- • Multi-factor authentication
- • Regular security assessments
- • Automatic data backups
- • Intrusion detection systems
Administrative Security:
- • Staff training on privacy and security
- • Access controls and user permissions
- • Business associate agreements
- • Incident response procedures
- • Regular compliance audits
- • Data retention policies
Your Rights and Choices
Access and Correction
You have the right to access, review, and request corrections to your personal information. Contact our Privacy Officer to request access to your records.
Communication Preferences
You can opt out of non-essential communications at any time. However, we may still need to contact you for appointment confirmations and care coordination.
Cookie Management
You can manage cookie preferences through your browser settings. Note that disabling certain cookies may affect website functionality.
Data Portability
You have the right to receive a copy of your personal information in a portable format. Submit a data export request through our patient portal or contact our office.
Data Retention
We retain your information for as long as necessary to provide healthcare services and comply with legal requirements:
Medical Records: 7 years after last treatment (or longer as required by state law)
Financial Records: 7 years for tax and billing purposes
Insurance Records: As required by insurance regulations and contracts
Marketing Communications: Until you opt out or withdraw consent
Website Analytics: 26 months maximum (Google Analytics standard retention)
Third-Party Services
Our website and services may contain links to third-party websites or integrate with third-party services. We are not responsible for the privacy practices of these external services.
Examples of Third-Party Services:
- • Payment processors (for billing and transactions)
- • Cloud storage providers (for secure data hosting)
- • Analytics services (for website improvement)
- • Communication platforms (for appointment reminders)
- • Insurance verification services
Children's Privacy
We provide dental services to patients of all ages, including children under 13. For minors, we collect information necessary for healthcare services with parental or guardian consent.
Parental Rights: Parents/guardians can review, modify, or delete their child's personal information
COPPA Compliance: We comply with the Children's Online Privacy Protection Act for online interactions
Medical Consent: Healthcare services for minors follow applicable state laws and medical ethics
International Users
Our services are primarily designed for users in the United States. If you are accessing our services from outside the U.S., please be aware:
• Your information may be transferred to and processed in the United States
• We comply with applicable international data protection laws (GDPR, etc.)
• Different countries may have different privacy laws and protections
• You have rights under applicable international privacy regulations
Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors.
How We Notify You:
- • Posted notice on our website and in our office
- • Email notification for significant changes
- • Updated "Last Modified" date at the top of this policy
- • Direct communication for material changes affecting your rights
Contact Us
If you have questions about this Privacy Policy or our privacy practices, please contact us:
Email: support@dentalscan.us
Business Hours: Monday-Friday, 9 AM - 5 PM
We will respond to privacy inquiries within 30 days. For urgent matters, please call our office directly.
Privacy Policy - Last Updated: 2/25/2026
This policy complements our HIPAA Privacy Notice for healthcare information.