Privacy Policy

Last Updated: August 24, 2026

Elegant Family & Pediatric Dentistry ('we,' 'us,' or 'our') operates https://www.elegantpediatricdentistry.com/ and provides dental and oral healthcare services ('Services'). This Privacy Policy explains how we collect, use, disclose, and protect information about patients, responsible parties, and website visitors.

By accessing our Website, scheduling an appointment, or receiving care at our practice, you acknowledge that you have read and understood this Privacy Policy.

We are committed to protecting patient confidentiality and maintaining compliance with applicable federal and state law, including but not limited to:

• The Health Insurance Portability and Accountability Act of 1996 (HIPAA) and its implementing regulations
• The Health Information Technology for Economic and Clinical Health Act (HITECH)
• Federal Trade Commission (FTC) Fair Information Practice Principles
• Applicable state privacy, dental recordkeeping, and breach notification laws
• Consumer protection laws where applicable to our location and patient base

This website Privacy Policy does not replace our HIPAA Notice of Privacy Practices ('NPP'). Our NPP is available at our office. For any questions regarding your health information or patient rights, please refer to our NPP or contact us.

Section 2 - Definitions

The following terms are used throughout this Policy. Where context requires, words in the singular include the plural and vice versa.

• 'Patient' means any individual receiving orseeking dental treatment or services from our practice.
• 'Responsible Party' means the individual who isfinancially or legally responsible for a patient's care, including but notlimited to a parent, legal guardian, or spouse.
• 'Protected Health Information' or 'PHI' means individually identifiable health information as defined under HIPAA, including but not limited to treatment history, diagnoses, insurance details, and payment information.
• 'Personal Information' or 'PI' means data that identifies, relates to, or could reasonably be linked, directly or indirectly, to an individual, including but not limited to names, addresses, phone numbers, email addresses, and device identifiers.
• 'De-Identified Data' means information from which all individual identifiers have been removed such that it cannot reasonably be used to identify an individual, consistent with HIPAA Safe Harbor standards. De-identified data does not constitute PHI and is not subject to HIPAA's restrictions.
• 'Aggregate Data' means statistical or analytical information compiled from multiple individuals that does not identify any individual patient.
• 'Trusted Third Party' means a contracted service provider engaged by us to perform specific functions on our behalf. Such providers may have limited access to certain data only to the extent necessary to perform their contracted function. All Trusted Third Parties are required to handle data in accordance with applicable law and their contractual obligations to us.
• 'Call Tracking and Analytics' means a technology function through which calls to our practice and form submissions made through our website may be collected, recorded, and analyzed for quality assurance and marketing performance purposes.
• 'Website' means our official practice website, patient-facing web pages, online scheduling systems, and any web-based service operated or managed by or on behalf of us.

Section 3 – Information We May Collect

We may collect information from patients, responsible parties, and visitors to our Website in order to provide dental care, process payments, comply with legal obligations, and improve our Services.

3.1 Patient and Responsible Party Information

We may collect information necessary for diagnosis, treatment, billing, and follow-up, including but not limited to:

• Full name, date of birth, gender, and contact details
• Dental and medical history, treatment plans, and imaging records
• Insurance details and billing information
• Payment methods
• Emergency contact details
• Referral information from or to other healthcare providers

3.2 Automatically Collected Website Information

When you visit our Website, we and our Trusted Third Parties may automatically collect:

• IP address, browser type, operating system, and device identifiers
• Referring and exit pages, timestamps, and session duration
• Website usage patterns and page interaction data
• Data collected through cookies and similar tracking technologies
• Data collected through advertising measurement tools

3.3 Website Contact and Form Submissions

Calls to our practice and form submissions made through our Website may be recorded and accessed by Trusted Third Parties for quality assurance and marketing performance purposes.

3.4 Information You Provide Voluntarily

Patients and visitors may voluntarily provide information through appointment request forms, contact forms, feedback surveys, or direct communication with our staff.

Section 4 – How We May Use Your Information

4.1 Primary Uses – Core Healthcare Functions

• Providing, coordinating, and managing dental care
• Appointment scheduling, confirmation, and reminders
• Billing, insurance processing, and payment collection
• Maintaining dental and medical records as required by law
• Coordinating care with other healthcare providers, dental laboratories, and specialists

4.2 Marketing, Analytics, and Service Improvement

We may use website interaction data in anonymized and aggregated form to measure the effectiveness of our marketing and improve the services we offer.

4.3 Legally Required Uses

• Public health reporting obligations
• Responding to court orders, subpoenas, or lawful requests from law enforcement
• Complying with dental board or regulatory oversight requirements
• Insurance audit obligations

4.4 Restrictions on Use

We do not sell, rent, or trade personal or health information. We do not use PHI for marketing purposes without your prior written authorization.

4.5 SMS / Text Message Communications

By providing your phone number and opting into SMS communications, you agree to receive text messages related to appointment reminders, scheduling updates, office notifications, and billing alerts.

• To cancel: reply STOP to any message at any time
• For help: reply HELP or contact us directly
• Carriers are not liable for delayed or undelivered messages
• Message and data rates may apply

Section 5 – Information Sharing and Disclosure

We disclose information only as described in this Policy, as required by law, or with your authorization. We do not sell patient data.

5.1 Disclosures for Dental Care and Operations

• Treating providers and specialists
• Dental laboratories
• Pharmacies
• Insurance companies
• Billing service providers
• Practice management technology vendors

5.2 Trusted Third-Party Service Providers

• Website hosting and management
• Appointment scheduling
• Payment processing
• Data analytics and marketing performance measurement
• Call quality assurance
• Related administrative or operational services

5.3 Call Recording and Website Submissions

Calls and form submissions may be accessed by Trusted Third Parties for quality assurance. They are not used for advertising targeting, and any PHI is handled in accordance with HIPAA.

5.4 Legal and Regulatory Disclosures

• Court orders and subpoenas
• Valid law enforcement requests
• Regulatory oversight by dental boards or health departments
• Mandatory public health reporting obligations

5.5 De-Identified and Aggregate Data

We may use or share de-identified or aggregate data for practice management analytics, treatment outcome reporting, and marketing performance statistics.

Section 6 – Cookies and Tracking Technologies

6.1 Cookies

Our Website uses cookies to improve site functionality, personalize your experience, and identify returning visitors. You may manage cookie preferences through your browser settings.

6.2 Analytics Tools

We may use third-party analytics tools to understand how visitors interact with our Website. Information is used in aggregate and anonymized form and is not used to identify individual patients.

6.3 Advertising Measurement

Our Website may use advertising measurement tools to assess the effectiveness of our marketing campaigns. Data is handled in accordance with the applicable platform provider's terms and our HIPAA obligations.

6.4 Website Recording and Interaction Tools

Our Website may use tools that record visitor interactions (mouse movements, scrolling, page clicks) to improve website design. These tools are configured to prevent capture of form field data and are not deployed on pages where patients submit health information.

Section 7 – Security Measures

We maintain administrative, technical, and physical safeguards designed to protect personal and health information against unauthorized access, use, disclosure, alteration, or destruction, in accordance with the HIPAA Security Rule and applicable state law.

Section 8 – Data Retention

• Patient dental and medical records: minimum 7 years after last date of service, or longer as required by applicable state law
• Dental imaging, diagnostic records, and treatment documentation: same minimum period as medical records
• Billing, insurance, and financial records: minimum 7 years
• Website analytics and cookie data: up to 24 months
• Call recordings and form submissions: per service agreements and applicable law

Section 9 – Breach Notification

9.1 Definition of a Breach

A breach is the unauthorized acquisition, access, use, or disclosure of PHI or PI that compromises its privacy or security. Examples include:

• Cyberattacks and ransomware
• Loss or theft of devices containing patient data
• Unauthorized employee access
• Accidental disclosure

9.2 Patient Notification

If a breach is confirmed, we will notify affected patients as required by California Civil Code §§ 1798.29 and 1798.82 and HIPAA's Breach Notification Rule.

9.3 Regulatory Notification

We will notify the relevant regulatory authorities as required, including the U.S. Department of Health and Human Services, Office for Civil Rights.

Section 10 – Your Rights and Choices

• Access: Request confirmation of whether we hold Personal Information about you and obtain a copy
• Correction: Request correction of inaccurate or incomplete Personal Information
• Restriction: Request that we restrict certain uses or disclosures of your information
• Opt-Out of Marketing: Decline marketing communications at any time without affecting your care
• Revocation of Consent: Withdraw prior authorization for non-essential uses in writing, effective for future disclosures only
• Complaint: File a complaint with us or with HHS Office for Civil Rights at www.hhs.gov/ocr — there will be no retaliation

Section 11 – Call Recording and Third-Party Vendors

Calls to our practice and form submissions may be recorded and accessed by Trusted Third Parties for quality assurance purposes. In accordance with California Penal Code § 632, all parties are notified that calls may be recorded. By contacting us through our Website, you consent to such recording.

Section 12 – Children's Privacy

12.1 Parental Consent and Authority

All collection, use, and disclosure of a minor patient's PHI is subject to the consent and authority of the minor's parent or legal guardian, except where applicable state law grants adolescents independent privacy rights.

12.2 COPPA Compliance (Children Under 13)

We do not knowingly collect Personal Information directly from children under 13 without verifiable parental consent. All online forms and appointment systems are designed for use by parents and guardians.

12.3 Adolescent Confidentiality (Ages 13–17)

Adolescent patients may have legally protected confidentiality rights for certain categories of care under applicable state law, including mental health services, reproductive health, and substance use treatment.

12.4 Advertising and Marketing

Marketing activity is configured to target parents, guardians, and adult prospective patients only. We do not engage in behavioral advertising directed at minors.

12.5 Call Recording – Parental Representative Context

If contacting us as a parent or legal guardian, your consent covers any discussion of your child's care. Recordings are used to improve our services and are not used for advertising targeting.

12.6 Data Retention for Minor Patients

Records for minor patients are retained until the patient reaches the age of majority, plus the legally mandated minimum retention period (typically 7 to 10 additional years).

12.7 Age Transition

As minor patients reach the age of majority, they assume independent rights over their PHI. From that point, parental access requires the adult patient's own written authorization.

12.8 Mandatory Reporting

As mandated reporters, we may disclose information about a minor without parental consent where required by law, including:

• Suspected or confirmed child abuse or neglect
• Threats of harm to the patient or others
• Communicable disease reporting obligations

Section 13 – Changes to This Policy

We may revise this Privacy Policy from time to time. When material changes are made, we will notify patients by:

• Posting a revised version on our Website
• Displaying a notice at our office reception
• Sending written or email notice to patients for whom we hold contact details

Section 14 – Contact Us

If you have questions about this Privacy Policy or wish to exercise any rights described in Section 10, please reach out:

• Address: 12125 Alta Carmel Ct Unit 310, San Diego, CA 92128
• Phone: (619) 800-4948
• Email: contact@elegantpediatricdentistry.com

Section 15 – Addendum

The California Confidentiality of Medical Information Act (CMIA) provides additional privacy protections beyond those required by federal HIPAA. We comply with both HIPAA and CMIA in the collection, use, and disclosure of your protected health information.