Effective Date: 01/01/2025
Seneca Smiles is committed to protecting the privacy of your personal health information. This Privacy Policy explains how we collect, use, and safeguard your information in compliance with the Health Insurance Portability and Accountability Act (HIPAA).

1. Information We Collect

When you visit our office or use our services, we may collect the following types of information:

  • Personal Information: Name, address, phone number, email, date of birth, emergency contacts.

  • Health Information: Medical history, dental records, diagnosis, treatment plans, insurance details.

  • Payment Information: Credit card details, billing addresses, insurance provider information

  • Communications preferences (email, SMS)

2. How We Use Your Information

Your information is used to:

  • Provide dental care and treatment

  • Communicate with you about appointments and care

  • Process payments and insurance claims

  • Maintain medical and legal records

  • Improve our services and operations

  • Comply with legal and regulatory requirements

  • Schedule and confirm appointments

  • Send reminders via SMS/email (with your consent)

  • Improve our services and operations

3. Sharing Your Information

We do not sell your information. We may share your information only under the following circumstances:

  • With other healthcare providers involved in your treatment

  • With your insurance company for claims processing

  • With third-party service providers under a HIPAA-compliant agreement (e.g., billing software, labs)

  • When required by law (e.g., public health reporting, court orders)

  • With your consent, for specific disclosures not covered above

  • We may use trusted vendors (e.g., appointment software) who assist in managing communication and operations. These providers are contractually bound to keep your data secure and compliant.

3.1. SMS/Text Messaging Compliance

If you opt-in to SMS updates:

  • You consent to receive appointment updates and service notifications.

  • Message frequency may vary.

  • You may opt out at any time by texting STOP.

We never sell or share your mobile number with third parties for marketing.

4. Your Rights

As a patient, you have the right to:

  • Access and obtain a copy of your dental records

  • Request corrections to your records

  • Request restrictions on certain uses or disclosures

  • Receive confidential communications in the manner you request

  • Obtain a list of disclosures we’ve made, upon request

  • File a complaint if you believe your privacy rights have been violated

  • Opt out of communication preferences

To exercise any of these rights, please contact us using the information at the bottom of this policy.

5. Safeguards We Use

We take reasonable physical, administrative, and technical measures to protect your health information, including:

  • Secure servers and electronic record systems

  • Staff training on privacy and confidentiality

  • Limited access to patient information on a need-to-know basis

  •  Data Security

    We follow industry-standard protocols to safeguard your personal data against unauthorized access.

6. Website & Online Communications

When using our website, we may collect anonymous usage data (e.g., browser type, IP address) for the purpose of improving our online services. If you choose to contact us via web forms, that communication is secured but should not include sensitive medical details.

Please do not submit personal health information through social media or unsecured channels.

7. Changes to This Policy

We may update this Privacy Policy from time to time. The effective date will always be posted at the top of the page. Continued use of our services after changes implies your agreement to the updated policy.

Contact Us

If you have any questions about this Privacy Policy or would like to file a complaint, please contact:

Seneca Smiles
1025 Seneca Rd Ste B, Great Falls, VA 22066

(571) 306-7676

If your concerns are not addressed, you may also contact the U.S. Department of Health and Human Services (HHS) Office for Civil Rights.

Seneca Smiles is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal information.