Privacy Policy

At Pearce Dental Group, we take your privacy seriously and are committed to maintaining the confidentiality and security of your personal information. This Privacy Policy explains how we collect, use, share, and protect the personal information you provide to us, and it outlines your rights concerning your information. Our policies are in accordance with applicable laws and regulations, including the Health Insurance Portability and Accountability Act (HIPAA), and other relevant data protection laws.

By using our services or accessing our website, you consent to the collection and use of your information as described in this policy. If you do not agree with any part of this Privacy Policy, please refrain from using our services.

1. Information We Collect

We collect personal and health-related information to provide you with the best possible care and to comply with regulatory requirements. The types of personal information we may collect include:

Personal Information:
This includes your name, date of birth, gender, address, email address, telephone numbers, emergency contact information, and other identifying information. We also collect contact information for individuals responsible for payments, such as a guardian or a relative.
Health Information:
We collect detailed health information that is essential for your care, such as your dental and medical history, treatment plans, clinical notes, diagnostic records (including X-rays and imaging), and other information related to your oral health and general well-being.
Financial Information:
This includes details such as your insurance information, billing and payment details, and payment history for services rendered. We may also request financial documents in order to assist with insurance claims and determine eligibility for dental financing options.
Other Information:
Depending on your interactions with us, we may collect additional information, such as preferences related to appointment scheduling or communication preferences.

2. How We Collect Your Information

We gather personal and health-related information through various means:

Directly from You:
We collect information when you provide it to us during appointments, through our website’s appointment scheduling forms, via phone calls, email communications, or other forms of correspondence.
From Other Healthcare Providers:
With your consent, we may request information from other healthcare providers, specialists, or medical professionals involved in your care. This could include dental referrals, reports from specialists, or other relevant health information.
Online and Digital Sources:
We may collect information through your use of our website, including data provided through forms you fill out, cookies, and other tracking technologies that help us understand how you interact with our site and improve your experience. This can include your IP address, browser type, location, and browsing habits.
Third-Party Services:
If you use third-party services (e.g., insurance providers, online booking platforms, or healthcare apps) that interact with our systems, they may also provide us with your personal information, always with your consent.

3. Use of Personal Information

The information we collect is used for a variety of purposes that are necessary for the provision of our dental services and the operation of our business. These purposes include:

To Provide and Manage Dental Care:
We use your personal and health information to provide you with the necessary dental treatments and care. This includes using your health history and treatment plans to ensure accurate and timely care, and to manage your appointments.
To Communicate with You:
We may contact you regarding appointments, treatment options, care reminders, follow-up care, and billing-related matters. We also use your contact details to inform you about important updates related to your care, such as changes in clinic hours, new treatment options, or promotions.
For Billing and Payment Processing:
We use your financial information to process payments for dental services and file claims with your insurance company. This also helps us keep accurate financial records for accounting purposes.
To Improve Our Services:
We may use your information to enhance our dental services, improve patient care, and optimize our website and customer experience. This may involve analyzing data, conducting patient surveys, or reviewing treatment outcomes.
Legal and Compliance Purposes:
We may use and disclose your personal information as necessary to comply with applicable laws, such as responding to subpoenas, court orders, and investigations. We may also use your information to comply with regulatory requirements that ensure patient safety and care.

4. Disclosure of Personal Information

In certain situations, we may disclose your personal information to third parties. These disclosures are made in compliance with applicable laws and are primarily for purposes of improving your care or fulfilling legal obligations.

To Other Healthcare Providers:
We may share your information with other healthcare professionals, such as specialists, labs, or physicians, involved in your treatment. This allows for better coordination of care, ensuring that all professionals have access to necessary medical records.
To Insurance Companies:
To process claims for dental treatments, we may share your insurance information with insurance providers. This helps us secure payment for services rendered.
Legal Requirements and Public Safety:
We may disclose your information if required by law, such as to comply with a court order, regulatory authority, or law enforcement request. Additionally, we may disclose your information to protect the safety, rights, or property of Pearce Dental Group or its patients.
Business Transfers:
In the event that Pearce Dental Group undergoes a business transition, such as a merger or acquisition, your personal information may be transferred to the new owners as part of that transaction.

5. Data Security

We understand the importance of safeguarding your personal and health information. We implement a variety of physical, technical, and administrative security measures to ensure that your information remains secure.

Electronic Security:
All personal and health-related data stored electronically is secured using encryption, firewalls, and password protection. We regularly update our security protocols to guard against unauthorized access.
Physical Security:
Our office is equipped with security systems to prevent unauthorized entry, and access to patient records is restricted to authorized personnel only.
Employee Training:
We train our staff to handle personal and health information securely and ensure they are aware of the legal and ethical standards regarding patient privacy.

6. Retention of Records

We retain your personal and health information for as long as necessary to fulfill the purposes outlined in this Privacy Policy. In general, we retain dental records for at least 10 years after your last visit, as required by state and federal regulations.

If your records are no longer necessary for providing care or meeting legal requirements, we will securely dispose of them in accordance with our internal policies and applicable regulations.

7. Your Rights Regarding Your Information

You have certain rights regarding your personal information:

Right to Access:
You have the right to request access to the personal and health information we hold about you. This allows you to review your records and verify that the information is accurate.
Right to Correct:
You can request that we update or correct any inaccurate or incomplete information.
Right to Delete:
You may request that we delete your personal information, although some information may need to be retained for legal reasons.
Right to Restrict Processing:
You may request that we limit how we process your data, particularly if you believe the information is inaccurate or no longer necessary for the purposes for which it was collected.
Right to Withdraw Consent:
If you have provided consent for specific data uses, you can withdraw that consent at any time. Please note that withdrawal of consent may affect your ability to access certain services.

If you wish to exercise any of these rights, please contact us using the details provided in the “Contact Us” section.

8. Cookies and Tracking Technologies

To improve our website’s functionality and to provide a personalized experience, we may use cookies and similar tracking technologies. Cookies are small text files stored on your device that help us track website usage, remember user preferences, and optimize our site’s performance.

You can manage or disable cookies through your browser settings. However, please note that disabling cookies may affect your ability to use some features of our website.

9. Changes to This Privacy Policy

Pearce Dental Group reserves the right to modify or update this Privacy Policy as necessary. If we make significant changes, we will notify you via email or by posting a notice on our website. We encourage you to review this policy periodically to stay informed about how we protect your personal information.

10. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how your personal information is handled, please contact us:

Pearce Dental Group