1. Information We Collect

We collect personal and health information necessary to provide dental care, including:

• Name, address, phone number, and email address
• Date of birth and Social Security Number (for insurance purposes)
• Medical and dental history
• Insurance information
• Treatment records and x-rays
• Payment information

2. How We Use Your Information

Your information is used for:

• Providing dental treatment and care
• Billing and insurance claims
• Scheduling appointments and sending reminders
• Communicating about your treatment
• Complying with legal and regulatory requirements

3. Information Security

4. Your Rights

Under HIPAA, you have the right to:

• Access and obtain copies of your health records
• Request corrections to your health information
• Receive confidential communications
• Request restrictions on certain uses and disclosures
• Receive an accounting of disclosures
• File a complaint if you believe your privacy rights have been violated

5. Website Data Collection

Our website collects the following data through standard analytics tracking:

• Pages visited, including page paths and time of visit
• Referrer information (how you arrived at our site)
• An anonymous visitor ID stored in your browser's local storage (not linked to your identity)
• Information submitted through contact forms (name, email, phone, message)
• Optional file attachments uploaded through the contact form (stored in encrypted private storage)
• Browser type and device information

We do not collect IP addresses, precise geolocation data, or browsing data from other websites. Our analytics tracking is limited to pages viewed on this website and does not use third-party analytics services (such as Google Analytics) for general website tracking.

6. Cookie Policy

We use cookies and local storage to enhance your browsing experience and analyze website traffic. When you visit our site, a cookie consent banner appears allowing you to accept or decline cookies. Your preference is stored for future visits.

Cookies we use include:

• Essential cookies: Required for site functionality (e.g., remembering your accessibility preferences like text size and high-contrast mode)
• Analytics cookies: Used to track page views and improve our website content

You can disable cookies in your browser settings or by using the "Decline" button on our cookie banner. Essential cookies required for site functionality may still be used.

7. Third-Party Services

Our website uses the following third-party services:

• Google Maps: Embedded map displays for directions to our office. Google may collect data when you interact with the map. See Google's Privacy Policy.
• Secure File Storage: File attachments submitted through the contact form are stored in encrypted private cloud storage with time-limited access links.
• Speech Recognition (Browser-Based): The contact form offers optional voice-to-text input using your browser's built-in Speech Recognition API. In some browsers (such as Chrome), this may send audio to the browser provider's servers for transcription. No audio is stored by our practice.
• Email Delivery: Contact form submissions are forwarded to our practice via encrypted email.

For in-practice services (appointment scheduling, billing, and practice management), we use HIPAA-compliant providers who have signed Business Associate Agreements (BAAs) with our practice.

8. Data Retention

We retain your health information for as long as necessary to provide treatment, comply with legal obligations, and resolve disputes. Under Kentucky Board of Dentistry regulation 201 KAR 8:530, dental records are retained for a minimum of 6 yearsfrom the date of last treatment. For minor patients, records are retained for at least 6 years or until the patient reaches age 21, whichever is longer.

9. Children's Privacy

For patients under 18, parental or guardian consent is required for treatment and information disclosure. We protect children's privacy with the same standards as adult patients.

10. Breach Notification

In the event of a data breach affecting your health information, we will notify you within 60 days as required by HIPAA. Notification will include details of the breach and steps we're taking to protect your information.

11. International Data Transfers

Your information is processed and stored within the United States. If we use any third-party services that transfer data internationally, we ensure appropriate safeguards are in place.

12. State Privacy Rights (CCPA & Other State Laws)

If you are a resident of California (California Consumer Privacy Act / CCPA) or another state with privacy laws, you have additional rights regarding your personal information:

• Right to Know: You may request disclosure of the categories of personal information we collect about you.
• Right to Delete: You may request deletion of your personal information, subject to certain exceptions (such as records required by law).
• Right to Opt-Out: We do not sell your personal information to third parties. You have the right to opt out of any future sale of personal information.
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.

To exercise these rights, contact our Privacy Officer at 606-330-0330 or jwallendentistry@gmail.com. We will respond to verified requests within 45 days.

13. Changes to This Policy

We may update this Privacy Policy periodically. Changes will be posted on this page with an updated effective date. Material changes will be communicated to you directly.

14. Contact Information