1. Information We Collect
Personal Information
We may collect personal information that you voluntarily provide to us, including:
- Name, address, phone number, and email address
- Date of birth and Social Security number
- Health insurance information and policy details
- Medical and dental history information
- Emergency contact information
- Payment and billing information
- Appointment scheduling preferences
Automatically Collected Information
When you visit our website, we may automatically collect:
- IP address and browser information
- Pages visited and time spent on our website
- Referring website information
- Device type and operating system
- Cookies and similar tracking technologies
Health Information
As a dental practice, we collect protected health information (PHI) as defined by HIPAA, including:
- Medical and dental history
- Treatment records and notes
- X-rays and dental images
- Insurance claims information
- Prescription information
2. How We Use Your Information
We use your personal information for the following purposes:
- Providing dental care and treatment services
- Scheduling and managing appointments
- Processing insurance claims and billing
- Communicating about your treatment and care
- Sending appointment reminders and follow-up communications
- Managing patient records and maintaining treatment history
- Complying with legal and regulatory requirements
- Improving our services and website functionality
- Sending practice updates and oral health information (with your consent)
3. How We Share Your Information
We may share your information in the following circumstances:
Healthcare Operations
- With dental specialists, laboratories, or other healthcare providers involved in your care
- With insurance companies for claims processing and prior authorizations
- With our business associates who provide services on our behalf (billing companies, IT support, etc.)
Legal Requirements
- When required by law or court order
- To comply with regulatory requirements
- To protect the rights, property, or safety of our practice, patients, or others
- In response to lawful requests from public authorities
With Your Consent
- With family members or others you authorize to receive information about your care
- For marketing communications (you may opt out at any time)
4. Data Security and Storage
We implement appropriate technical, administrative, and physical safeguards to protect your personal information, including:
- Secure servers and encrypted data transmission
- Access controls and authentication measures
- Regular security assessments and updates
- Staff training on privacy and security protocols
- Secure disposal of physical and electronic records
Your information is stored securely in the United States. We retain your information as long as necessary to provide services, comply with legal obligations, and maintain accurate patient records as required by law.
5. Your Rights and Choices
You have the following rights regarding your personal information:
Access and Correction
- Request access to your personal information and patient records
- Request corrections to inaccurate or incomplete information
- Obtain copies of your dental records (fees may apply)
Communication Preferences
- Opt out of marketing communications at any time
- Choose how and when we contact you about appointments and treatment
- Request alternative methods of communication for sensitive information
HIPAA Rights
Under HIPAA, you have additional rights, including:
- Right to request restrictions on how we use or disclose your health information
- Right to request confidential communications
- Right to file a complaint with us or the Department of Health and Human Services
6. Cookies and Website Technologies
Our website uses cookies and similar technologies to:
- Remember your preferences and improve your browsing experience
- Analyze website traffic and usage patterns
- Provide personalized content and advertisements
- Enable certain website features and functionality
You can control cookie settings through your browser preferences, though disabling cookies may affect website functionality.
7. Third-Party Services
We work with trusted third-party service providers, including:
- Practice management software for patient records and scheduling
- Payment processors for billing and transactions
- Communication platforms for appointment reminders and patient outreach
- Website analytics and hosting services
- Insurance verification and claims processing services
These providers are required to maintain the confidentiality and security of your information and may only use it for the specific services they provide to us.
8. Marketing Communications
With your consent, we may send you:
- Appointment reminders and confirmations
- Oral health tips and educational information
- Practice updates and announcements
- Promotional offers for dental services
You may opt out of marketing communications at any time by contacting our office or using the unsubscribe link in email communications.
9. Children’s Privacy
We do not knowingly collect personal information from children under 13 through our website without parental consent. If we become aware that we have collected information from a child under 13, we will promptly take steps to delete that information.
10. Changes to This Privacy Policy
We reserve the right to update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other relevant factors. We will notify you of any material changes by posting the updated policy on our website and updating the “Last Updated” date. Your continued use of our services after any changes indicates your acceptance of the updated policy.
11. Contact Information
If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:
Dr. Shreen Sandhu Kupke
7 Central St, Hingham MA 02043
Phone: +1 (781) 630-9924
Email: Hello@heartofhinghamdental.com
For HIPAA-related concerns, you may also file a complaint with the U.S. Department of Health and Human Services
Office for Civil Rights
200 Independence Avenue, S.W. Washington, D.C. 20201
Phone: 1-877-696-6775
This Privacy Policy is effective as of the date listed above and applies to all information collected by Heart of Hingham Dental Aesthetics.
