Privacy Policy

Last updated: January 15, 2025

1. Introduction

SmileCare Dental Clinic ("SmileCare," "we," "our," or "us"), located at 4821 Lamar Blvd, Suite 200, Austin, TX 78756, is committed to protecting the privacy and security of your personal information. This Privacy Policy describes how we collect, use, share, and protect information we receive from patients, website visitors, and others who interact with our services.

By using our website or services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with any part of this policy, please discontinue use of our website and services.

2. Information We Collect

2.1 Personal Information

We may collect the following categories of personal information:

• Full name, date of birth, and contact information (address, phone number, email)
• Insurance provider information and policy numbers
• Payment and billing information
• Emergency contact details
• Appointment preferences and scheduling information

2.2 Protected Health Information (PHI)

As a dental practice, we collect and maintain protected health information as defined by the Health Insurance Portability and Accountability Act (HIPAA). This includes medical history, dental records, treatment plans, X-rays, and clinical notes. Our use of PHI is governed separately by our HIPAA Notice of Privacy Practices, which is provided to all patients at their first appointment.

2.3 Website Data

When you visit our website, we may automatically collect technical data including your IP address, browser type, operating system, pages visited, time of visit, and referring URLs. This data is collected through cookies and similar tracking technologies.

3. How We Use Your Information

We use the information we collect to:

• Schedule, confirm, and manage your dental appointments
• Provide, coordinate, and improve dental care and clinical services
• Process payments and handle insurance claims
• Send appointment reminders, follow-up communications, and care instructions
• Respond to your inquiries and requests submitted via our contact forms
• Send educational dental health content to newsletter subscribers (with consent)
• Comply with applicable laws and regulations, including HIPAA
• Improve our website, services, and patient experience

4. How We Share Your Information

We do not sell your personal information to third parties. We may share your information with:

• Dental specialists and referral providers involved in your care
• Insurance companies for billing and claims processing
• Dental laboratories that fabricate restorations or appliances
• Technology vendors who support our practice management systems (subject to data processing agreements)
• Legal or regulatory authorities when required by law

5. Cookies and Tracking Technologies

Our website uses cookies to enhance your browsing experience. Cookies are small text files stored on your device. We use session cookies (which expire when you close your browser) and persistent cookies (which remain for a set period). You may disable cookies through your browser settings; however, this may affect certain website functionality.

We do not use third-party advertising cookies or sell your browsing data to advertisers.

6. Data Security

We implement administrative, technical, and physical safeguards to protect your personal and health information against unauthorized access, disclosure, alteration, or destruction. These measures include encrypted data storage, secure SSL/TLS connections, access controls, and regular security reviews. While we take these protections seriously, no method of electronic transmission or storage is 100% secure.

7. Data Retention

We retain patient dental records for a minimum of 10 years from the date of the last entry, or 3 years after a minor patient reaches age 18, whichever is later, in accordance with Texas state law. Website inquiry and newsletter data is retained for up to 36 months and then securely deleted.

8. Your Rights

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

• Right to access and receive a copy of your information
• Right to correct inaccurate information
• Right to request deletion (subject to legal retention obligations)
• Right to opt out of non-essential communications
• Rights under HIPAA as described in our Notice of Privacy Practices

To exercise any of these rights, please contact us at hello@smilecare.com or call (512) 555-0178.

9. Third-Party Links

Our website may contain links to third-party websites such as insurance providers or review platforms. We are not responsible for the privacy practices or content of those websites and encourage you to review their privacy policies separately.

10. Children's Privacy

We collect information about minor patients (under 18) only with the consent of a parent or legal guardian. Parents and guardians may contact us to access, update, or delete their child's information at any time.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. When we make significant changes, we will post a notice on our website and update the "Last updated" date above. We encourage you to review this policy periodically.

12. Contact Us

If you have questions, concerns, or requests related to this Privacy Policy, please contact us: