Privacy Policy for Charlotte Orthodontics

At Charlotte Orthodontics, we are committed to protecting your privacy and safeguarding your personal information. This Privacy Policy explains how we collect, use, disclose, and protect information gathered through our website, online forms, communication channels, and related services.

By accessing or using our website, you agree to the practices described in this Privacy Policy.

Information We Collect

We may collect information you voluntarily provide when you contact us, request an appointment, complete forms, or communicate with our office.

Personal Information

This may include:

• Full name
• Phone number
• Email address
• Mailing address
• Date of birth
• Parent or guardian information
• Insurance details
• Appointment preferences
• Messages or inquiries submitted through our website

Protected Health Information (PHI)

When submitted through secure forms, patient portals, or other approved communication channels, we may collect health-related information, including:

• Medical history
• Dental history
• Orthodontic concerns
• Treatment records
• Insurance and billing information
• Other healthcare-related details

This information may be considered Protected Health Information (PHI) under the Health Insurance Portability and Accountability Act (HIPAA).

Automatically Collected Information

When you browse our website, certain technical data may be collected automatically, including:

• IP address
• Browser type
• Device type
• Pages visited
• Referral source
• Time spent on pages
• Cookie and analytics data

How We Use Your Information

We use collected information to provide high-quality care and improve your experience with our practice.

Examples include:

• Scheduling and confirming appointments
• Responding to questions or requests
• Providing orthodontic treatment and care
• Verifying insurance coverage
• Processing payments and billing
• Sending appointment reminders
• Communicating treatment updates
• Improving website functionality and user experience
• Complying with legal and regulatory requirements

HIPAA Compliance

Charlotte Orthodontics handles Protected Health Information in accordance with HIPAA and applicable state privacy laws.

We may use PHI for:

• Treatment
• Payment
• Healthcare operations
• Other legally permitted purposes

For more detailed information about how medical information is used and disclosed, please request a copy of our Notice of Privacy Practices.

Security Notice

We take reasonable precautions to protect sensitive information. However, unless specifically indicated as encrypted or secure, standard email and website forms may not be fully secure for transmitting highly sensitive medical details.

Please avoid sending highly confidential health information through unsecured communication channels.

Text Messaging and SMS Communications

If you provide your mobile phone number, you consent to receive text messages related to:

• Appointment reminders
• Scheduling updates
• Treatment communications
• Billing notifications
• Office announcements

Message and data rates may apply.

You may opt out of SMS communications at any time by replying STOP.

SMS consent is not shared with third parties or affiliates for marketing purposes.

Cookies and Analytics

Our website may use cookies and tracking technologies such as:

• Cookies
• Google Analytics
• Advertising pixels
• Other website analytics tools

These tools help us understand website usage and improve your browsing experience.

You may disable cookies through your browser settings, though some website functionality may be affected.

Sharing of Information

We respect your privacy and do not sell your personal information.

We may share information only as necessary with trusted service providers, including:

• Insurance companies
• Payment processors
• Practice management software providers
• HIPAA-compliant technology vendors
• Marketing and analytics vendors
• Legal or regulatory authorities when required by law

Any third party that handles PHI on our behalf is expected to maintain appropriate safeguards.

Data Security

We implement reasonable administrative, technical, and physical safeguards to protect your information, including:

• Secure systems and hosting
• Restricted access to sensitive data
• Encryption where appropriate
• Vendor security reviews

While we strive to protect your data, no online system can guarantee absolute security.

Children's Privacy

Orthodontic care frequently involves minors. Personal information relating to children is collected only with authorization from a parent or legal guardian.

Our website is not intended for unsupervised use by children under age 13.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those external sites.

We encourage you to review their privacy policies before sharing personal information.

Your Privacy Rights

Depending on applicable law, you may have the right to:

• Access your personal information
• Request corrections
• Request deletion where legally permitted
• Opt out of marketing communications
• Request information about how data is used

To exercise these rights, please contact us using the information below.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in law, technology, or business practices.

Updates will be posted on this page with a revised effective date.

Contact Us

Charlotte Orthodontics
13515 Steele Creek Road, Suite 201
Charlotte, NC 28273

Phone: 704-759-6960
Email: [email protected]