Privacy Policy

1. Introduction

Dental Associates of Summerville, LLC ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with our dental practice.

We operate in accordance with applicable federal and state laws, including the Health Insurance Portability and Accountability Act (HIPAA), the General Data Protection Regulation (GDPR) where applicable, and other relevant privacy regulations.

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

2. Information We Collect

2.1 Personal Data

We may collect personal information that you voluntarily provide to us, including:

• Full name
• Date of birth
• Contact information (email address, phone number, mailing address)
• Social Security number (for insurance and billing purposes)
• Driver's license or government-issued identification
• Emergency contact information

2.2 Health Information

As a dental practice, we collect protected health information (PHI) necessary to provide care, including:

• Medical and dental history
• Current medications and allergies
• Dental examination records and X-rays
• Treatment plans and procedures
• Insurance information and billing records
• Lab results and diagnostic information

2.3 Usage Data

When you visit our website, we may automatically collect certain information about your device and usage, including:

• IP address and geographic location
• Browser type and version
• Operating system
• Pages visited and time spent on pages
• Referring website addresses
• Device identifiers

We use cookies and similar tracking technologies to collect this information. For more details, please see our Cookie Policy.

3. How We Use Your Information

We use the information we collect for various purposes, including:

3.1 Appointments and Scheduling

• Scheduling and confirming dental appointments
• Sending appointment reminders via email, phone, or text message
• Managing patient flow and wait times

3.2 Treatment and Healthcare Services

• Providing dental examinations, diagnoses, and treatments
• Maintaining accurate patient records
• Coordinating care with specialists and other healthcare providers
• Processing prescriptions and lab orders

3.3 Communication

• Responding to your inquiries and requests
• Sending important notices about your care or our services
• Providing customer support

3.4 Legal Requirements

• Complying with legal obligations and court orders
• Responding to lawful requests from public authorities
• Protecting our rights, privacy, safety, or property
• Enforcing our terms and conditions

3.5 Billing and Insurance

• Processing payments and insurance claims
• Verifying insurance eligibility and benefits
• Collecting outstanding balances

4. Who Has Access to Your Data

We restrict access to your personal and health information to authorized personnel only.

4.1 Our Staff

Access to patient information is limited to employees, contractors, and agents who need it to perform their job duties. All staff members receive training on privacy and confidentiality requirements and are bound by confidentiality agreements.

4.2 Third-Party Service Providers

We may share your information with trusted third parties who perform services on our behalf, including:

• Dental laboratories
• Specialists and referral providers
• Insurance companies and claims processors
• Payment processors
• IT and software service providers
• Email and communication services

These providers are contractually obligated to protect your information and use it only for the purposes we authorize.

4.3 Legal Authorities

We may disclose your information if required by law, court order, or legal process, or when we believe disclosure is necessary to:

• Comply with legal obligations
• Protect our rights, privacy, safety, or property
• Respond to emergencies
• Prevent fraud or illegal activities

5. Third-Party Services

We use third-party services to help us operate our practice and website. These services may collect or process your information:

5.1 Payment Processors

We use secure payment processors to handle credit card and other payment transactions. These processors may collect and store payment card information in accordance with Payment Card Industry Data Security Standards (PCI DSS).

5.2 Email Services

We use email services to send appointment reminders, newsletters, and other communications. These services may track email opens and clicks to help us improve our communications.

5.3 Analytics Services

We may use analytics services, such as Google Analytics, to analyze website traffic and user behavior. These services may use cookies and similar technologies to collect usage data. You can opt out of analytics tracking through your browser settings or by visiting the analytics provider's opt-out page.

5.4 Advertising Services

We may use advertising services, including Microsoft Advertising and Google Ads, to display advertisements on third-party websites. These services may use cookies to personalize ads based on your interests and browsing history. You can opt out of personalized advertising through:

• Google Ad Settings: adssettings.google.com
• Microsoft Privacy Dashboard: account.microsoft.com/privacy
• Network Advertising Initiative: networkadvertising.org/choices

5.5 Social Media Plugins

Our website may contain social media plugins that could collect information about your visit. We do not operate these platforms and recommend reviewing their respective privacy policies.

6. Data Security

We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction, including:

• Encryption of data in transit and at rest
• Secure server infrastructure with firewalls
• Regular security assessments and updates
• Access controls and authentication requirements
• Employee training on data protection
• Physical security measures at our facilities

However, no method of transmission over the Internet or electronic storage is completely secure. While we strive to protect your information, we cannot guarantee absolute security.

7. Data Retention

We retain your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

• Medical and Dental Records: Retained in accordance with state and federal regulations, typically for a minimum of 7 years after your last visit, or longer for minors.
• Financial Records: Retained for 7 years to comply with tax and accounting regulations.
• Website Usage Data: Retained for up to 2 years for analytics purposes, unless deleted earlier upon request.
• Marketing Data: Retained until you opt out or request deletion.

When information is no longer needed, we securely delete or anonymize it in accordance with our data destruction policies.

8. Your Rights

Depending on your location, you may have certain rights regarding your personal information:

8.1 Right to Access

You have the right to request access to the personal information we hold about you. Under HIPAA, you have the right to access and obtain a copy of your medical and dental records.

8.2 Right to Correction

You may request that we correct inaccurate or incomplete personal information. For medical records, amendments can be requested following HIPAA procedures.

8.3 Right to Deletion

You may request that we delete your personal information, subject to certain legal and regulatory exceptions. Medical records required by law cannot be deleted.

8.4 Right to Data Portability

You may request that we provide your personal information in a structured, commonly used, and machine-readable format and, where technically feasible, transmit it directly to another controller.

8.5 Right to Restrict Processing

You may request that we restrict the processing of your personal information in certain circumstances, such as when you contest the accuracy of the data or object to processing.

8.6 Right to Object

You may object to the processing of your personal information for direct marketing purposes at any time. We will honor such requests promptly.

8.7 Right to Withdraw Consent

Where we rely on your consent for processing, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing that occurred before withdrawal.

9. How to Request Data Deletion

To request deletion of your personal information, please follow these steps:

1. Submit a written request to our Privacy Officer using the contact information provided below.
2. Include your full name, date of birth, and contact information for verification purposes.
3. Specify which information you would like deleted.
4. Provide a valid form of identification (copy of government-issued ID).

We will respond to your request within 30 days. Please note that certain information may be retained as required by law, including medical records, billing records, and records subject to legal holds.

You may also opt out of marketing communications at any time by clicking the "unsubscribe" link in our emails or contacting us directly.

10. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

For HIPAA-related privacy concerns, you may also contact the U.S. Department of Health and Human Services Office for Civil Rights.

11. Changes to Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. We will notify you of any material changes by:

• Posting the updated policy on this page with a new "Last Updated" date
• Sending you an email notification if you have provided us with your email address
• Displaying a prominent notice on our website

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of our website and services after any changes indicates your acceptance of the updated policy.

12. Additional Rights for California Residents

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), including:

• Right to know what personal information is collected, used, and disclosed
• Right to delete personal information
• Right to opt out of the sale or sharing of personal information
• Right to non-discrimination for exercising your privacy rights

To exercise these rights, please contact us using the information provided above.

13. Additional Rights for EU/EEA Residents

If you are located in the European Union or European Economic Area, you have additional rights under the General Data Protection Regulation (GDPR), including:

• Right to access and portability
• Right to rectification and erasure
• Right to restrict processing
• Right to object to processing
• Right to lodge a complaint with a supervisory authority

Our legal basis for processing includes consent, contractual necessity, legal obligations, vital interests, and legitimate interests.