Website Privacy and Security Policy

We may collect or receive personal information that you voluntarily provide to us directly or through tools used by our practice, including forms, portals, appointment scheduling, patient intake, communications, billing, or practice management services.

This information may include:

• First and last name.
• Email address.
• Phone number.
• Mailing address.
• Date of birth, when needed for patient identification.
• Appointment requests.
• Insurance or billing information.
• Information submitted through forms or portals used by our practice.
• Questions, comments, suggestions, or messages sent by email or through a contact form.
• Communications sent to our practice.
• Dental, medical, or health-related information when needed to provide dental care.
• Clinical records, treatment notes, x-rays, dental images, photographs, prescriptions, referrals, and related documentation, when applicable.
• Technical website information, such as IP address, browser, device, pages visited, cookies, and similar technologies.

Certain information submitted through clinical forms, appointment scheduling, patient intake, or portals may be collected, hosted, and processed directly by Tebra or other providers used by our practice, and may not necessarily be stored directly through the public website of Excellence in Dentistry.

Information submitted by email or through a general contact form may be received and stored in the email or communication systems used by our practice, primarily for the purpose of responding to the question, comment, suggestion, or request submitted.

We seek to collect or receive only the information reasonably necessary for the purposes described in this policy, including providing dental services, complying with legal obligations, carrying out administrative operations, responding to inquiries, or engaging in authorized communications.

We may use information for lawful and appropriate purposes, including to:

• Respond to questions, messages, comments, suggestions, or requests.
• Schedule, confirm, modify, or cancel appointments.
• Provide dental evaluation, treatment, follow-up, and support.
• Maintain clinical and administrative records.
• Process billing, payments, and insurance claims.
• Send appointment reminders and administrative communications.
• Coordinate care with specialists, dental laboratories, pharmacies, imaging providers, or other professionals involved in your care.
• Improve our services, operations, website, and patient experience.
• Manage compliance, quality, training, and internal administration.
• Comply with legal, regulatory, professional, licensing, or insurance obligations.
• Protect the rights, safety, and integrity of patients, staff, systems, and the practice.

When you send us an email, comment, suggestion, or message through a general contact form, we use that information primarily to review, manage, and respond to your communication. Unless there is an applicable legal obligation or a legitimate operational need related to your request, we do not use that information for purposes unrelated to responding to and following up on your communication.

We do not use information for purposes that are incompatible with our dental services, the patient-practice relationship, legal obligations, responses to inquiries, or authorized communications.

When HIPAA applies, information related to your health, treatment, payment, or identity as a patient may be considered Protected Health Information, or PHI.

We may use or disclose PHI as permitted or required by law, including for:

• Treatment: to provide, coordinate, or manage dental care.
• Payment: to bill and collect payment from you, your insurer, or another responsible party.
• Health care operations: to operate our dental practice, improve quality, train staff, perform compliance activities, and manage internal functions.
• Legal compliance: to respond to federal, state, or local legal obligations.
• Regulatory, public health, or safety purposes: when permitted or required by law.
• Uses authorized by you: when written authorization is required.

We do not sell your Protected Health Information. We do not use PHI for marketing when HIPAA requires written authorization, unless you provide that authorization.

We do not sell or rent patients’ personal information.

We may share information only when appropriate and permitted by law, including with:

• Dentists, specialists, laboratories, pharmacies, or other providers involved in your care.
• Insurance companies, billing services, payment processors, and claims administrators.
• Tebra or other technology providers, when used for appointment scheduling, patient intake, communications, records, billing, practice management, or related services.
• Providers of technology, web hosting, email, communications, records management, technical support, or administrative tools.
• Legal advisors, auditors, consultants, or other professional representatives.
• Government authorities, regulators, courts, or agencies when required or permitted by law.
• Third parties you authorize.

When a provider may access PHI on our behalf, including technology providers used by our practice, we seek to establish appropriate confidentiality and security obligations, including Business Associate Agreements when required by HIPAA.

We use reasonable administrative, physical, and technical safeguards designed to protect personal information and PHI against unauthorized access, use, disclosure, alteration, or destruction.

These safeguards may include access controls, staff training, protected systems for clinical and administrative information, role-based access, physical protection of records and equipment, vendor review, incident response procedures, backups, and reasonable measures to reduce the risk of loss, unauthorized access, or interruption of availability when electronic dental records are maintained.

When we use technology, email, or communication providers, we seek to have appropriate contractual and security obligations in place for the type of information being processed, including agreements required by HIPAA when applicable.

However, no method of electronic transmission, email, web form, or storage can be guaranteed to be completely secure. For that reason, we encourage patients and visitors to contact us with privacy or security questions or concerns, and we continuously evaluate ways to improve our practices.

Our website may include contact forms, appointment requests, email, or other communication tools, some of which may operate through third-party providers. We recommend that you do not send highly sensitive medical information through general forms, unsecured email, or unencrypted messages unless we identify an appropriate channel.

General contact forms, emails, comments, suggestions, or inquiries are used primarily to manage, review, and respond to the communication received. Unless there is an applicable legal obligation or a legitimate operational need related to the submitted request, we do not use that information for purposes unrelated to responding to and following up on the communication.

General contact forms are not intended for transmitting Protected Health Information or highly sensitive medical information. Please use only the channels designated by our practice for exchanging clinical or treatment-related information.

Do not use this website, contact forms, email, or electronic messages to report medical or dental emergencies. If you believe you are experiencing a medical or dental emergency, contact emergency services, call 911, or seek immediate medical attention.

If you submit information through forms, portals, appointment scheduling, or communication features used by our practice, that information may be processed through third-party platforms in connection with services provided to our practice.

If you contact us by email, web form, phone call, or text message, we may respond using the same or a similar method, unless you request another communication channel.

By providing your phone number, you authorize us to contact you for purposes related to appointments, treatment, billing, follow-up, care coordination, and administrative matters.

If we use automated calls, prerecorded messages, or automated text messages, we will do so in accordance with applicable law, including the Telephone Consumer Protection Act, known as the TCPA.

Promotional or marketing text messages will only be sent when permitted by law and with the required consent. Consent to receive promotional messages is not a condition of receiving dental services.

You may revoke your consent to receive promotional text messages at any time by replying “STOP” or “BAJA” to any message received, or by contacting the practice directly. Message and data rates may apply depending on your mobile carrier.

Opting out of promotional messages does not necessarily stop communications related to appointments, treatment, billing, or administrative matters, unless required by law or unless you request an appropriate alternative communication channel.

Our website may use cookies and similar technologies for basic site functions, security, performance measurement, and improving the user experience.

Because health care services involve sensitive information, we carefully evaluate the use of third-party tools, including web analytics, forms, online scheduling, chats, call tracking, digital advertising, and tracking technologies.

We do not knowingly install or configure third-party tracking technologies to collect or transmit Protected Health Information without an applicable legal basis, valid patient authorization when required, or appropriate confidentiality and protection agreements, including Business Associate Agreements when required by HIPAA.

We do not knowingly use tools such as Meta Pixel, standard Google Analytics, or other advertising or analytics technologies on pages, forms, portals, or workflows where health data, appointment requests, symptoms, treatments, patient information, or any data that may constitute PHI may be collected, unless those tools have been reviewed and configured in accordance with HIPAA and other applicable laws.

Forms, portals, scheduling tools, or communication features used by our practice may use cookies, security tools, or technical technologies needed to operate those services. We recommend reviewing the applicable privacy notices and terms of those providers for additional information about how they process information through their platforms.

If we use providers for online scheduling, forms, chat, call tracking, or analytics, we seek to limit the information collected, avoid unnecessary transmission of identifiable data, review privacy settings, and establish appropriate agreements with providers when applicable.

You may configure your browser to block or delete cookies, although some site functions may not work properly.

Our website may contain links to third-party websites. We do not control and are not responsible for the privacy, security, or content practices of those websites.

We recommend reviewing the privacy policies of any external website before providing personal information.

Depending on HIPAA, applicable state law, and other laws or regulations, you may have the right to:

• Request access to certain records we maintain about you.
• Request a copy of your health information.
• Request correction of incorrect or incomplete information.
• Request restrictions on certain uses or disclosures.
• Request confidential communications through a specific method or at a specific address.
• Request an accounting of certain disclosures of PHI.
• Revoke prior authorizations, when permitted by law.
• Receive notice if a breach of unsecured PHI affects you, when required by law.
• File a complaint with our practice or with the U.S. Department of Health and Human Services.

Under HIPAA and applicable Florida rules, requests for access to or copies of dental records will be handled in a timely manner. In Florida, except for circumstances beyond the provider’s control, a timely response or delivery of copies of dental records means less than 30 days from the written request of the patient or the patient’s legal representative.

When HIPAA, Florida law, or another applicable rule establishes different requirements, we seek to comply with the stricter or more protective applicable requirement.

Some requests may be subject to identity verification, legal limitations, clinical requirements, mandatory record retention, or exceptions permitted by law.

If you believe your privacy rights have been violated, or if you have questions about how your information has been handled, you may contact us using the contact information at the end of this policy.

We will not retaliate against you for filing a complaint, asking questions, or exercising rights available under applicable law.

In the event of unauthorized access, a security incident, or a breach affecting personal information or Protected Health Information, our practice will respond in accordance with HIPAA, HITECH, the Florida Information Protection Act (FIPA), Fla. Stat. § 501.171, and other applicable federal and state laws, including investigation, mitigation, and notification obligations when required.

You may also file a complaint with the Office for Civil Rights of the U.S. Department of Health and Human Services:

https://www.hhs.gov/hipaa/filing-a-complaint

We retain personal information, Protected Health Information, and dental records in accordance with HIPAA, applicable federal laws, Chapter 466 of the Florida Statutes, the rules of the Florida Board of Dentistry, insurance requirements, regulatory obligations, and other laws applicable to dental practice.

In Florida, patient dental records must be retained for at least four (4) years from the date of the patient’s last appointment, examination, or treatment, as applicable under the rules of the Florida Board of Dentistry.

When different retention periods apply, or when reasonably necessary for continuity of care, billing, audits, defense of claims, legal compliance, insurance, or regulatory matters, we may retain information for a longer period.

Emails, contact messages, or general suggestions may be retained for as long as reasonably necessary to respond to the communication, maintain administrative records, resolve requests, comply with legal obligations, or protect the legitimate interests of the practice.

For minors, records related to claims, ongoing treatments, insurance, or potential disputes may be retained for additional periods when required or permitted by applicable law or for prudent legal and professional reasons.

HIPAA does not, by itself, establish a general retention period for medical or dental records; however, it requires PHI to be appropriately protected for as long as it is maintained by the practice.

When information no longer needs to be retained, it will be deleted, destroyed, or anonymized in a reasonable manner and in accordance with our internal policies and applicable law.

Our website is not directed to children under 13, and we do not knowingly seek to collect personal information online from children under 13 without appropriate consent from a parent, legal guardian, or authorized representative.

We may collect and maintain information about minors when dental services are requested or provided. Parents, legal guardians, or authorized representatives may have rights regarding a minor’s information, subject to HIPAA and applicable state law.

We may update this Privacy and Security Policy periodically to reflect changes in our practices, technology, services, or legal requirements. The updated version will be posted on our website with a new “Last Updated” date.

This Privacy and Security Policy will be interpreted in accordance with the laws of the State of Florida and applicable federal laws of the United States, without limiting any rights patients may have under other applicable legal provisions.

For questions, requests, comments, suggestions, or complaints related to this policy or our privacy practices, you may contact:

Contact Information

• Excellence in Dentistry
• Address: 2480 E Commercial BLVD Suite # 2 Fort Lauderdale, FL 33308
• Phone: 954 928 1666
• Email: office@excellencedentistryfl.com
• Privacy Officer / Contact Person: Kamila Rodriguez