Privacy Policy

1. Who We Are

• Village Dental operates three dental offices in The Villages, FL (LaGrande, Fieldcrest, and Pinellas Plaza).
• We provide general, cosmetic, restorative, implant, and emergency dentistry, among other services.

2. Scope; HIPAA Notice

1. This Privacy Policy covers personal information collected through our Site, phone, email, forms, and in‑office interactions that are not protected health information (PHI).
2. Health information created or received when we provide dental care is protected by the Health Insurance Portability and Accountability Act (HIPAA). Our HIPAA Notice of Privacy Practices (available at our offices and upon request) describes how we use and disclose PHI. If there is a conflict between this Privacy Policy and the HIPAA Notice with respect to PHI, the HIPAA Notice controls.

3. Information We Collect

a. Information You Provide

• Contact details: name, email, phone number, mailing address.
• Appointment details: requested dates/times, preferred location, reason for visit.
• Patient forms: medical and dental history, insurance information, emergency contact, preferences.
• Financial and billing: insurance carrier, policy number, payment method (processed via compliant providers), billing address.
• Communications: emails, phone calls, text messages (where applicable), reviews, testimonials, and survey responses.
• Career applications: resume/CV, employment history, education, references, authorization to work.

b. Information Collected Automatically

• Device and usage: IP address, browser type, operating system, pages viewed, time on page, referring/exit pages.
• Cookies and similar technologies: to enable Site functionality, remember preferences, analyze usage, and measure marketing performance.
• Location data: approximate location derived from IP address.

c. Information From Third Parties

• Referral sources: other providers with your authorization, or your authorized representative.
• Marketing/analytics partners: aggregated statistics and campaign metrics.
• Payment and scheduling vendors: transaction confirmations and appointment logistics.

4. How We Use Information

We use personal information to:

• Provide and manage dental services, appointments, and patient communications.
• Verify identity, process payments/insurance claims, and manage accounts.
• Respond to inquiries, requests, and emergencies.
• Send administrative messages (e.g., appointment reminders, schedule changes).
• Improve our Site, services, and patient experience.
• Conduct quality assurance, training, and internal analytics.
• Market our services (e.g., newsletters, promotions) consistent with applicable laws; you can opt out at any time.
• Recruit and evaluate job applicants.
• Comply with legal, regulatory, and insurance requirements; prevent fraud and abuse; protect the safety and security of our patients, staff, and property.

5. Cookies and Tracking

• Essential cookies: required for Site functionality.
• Analytics cookies: help us understand Site usage (e.g., pages visited, performance).
• Advertising cookies: may be used to measure the effectiveness of our outreach.

Your Choices

• Browser settings: you can block or delete cookies through your browser. Some features may not function without cookies.

6. How We Share Information

We may share personal information with:

• Service providers and business partners: scheduling, payment processing, hosting, IT, analytics, marketing support, secure messaging, and patient communication platforms. These parties are contractually obligated to protect your information and use it only to provide services to us.
• Dental laboratories, imaging partners, specialists, and other providers: to coordinate your care (for PHI, this is governed by HIPAA).
• Insurance companies and payors: to verify benefits and process claims.
• Legal and safety: to comply with law, court orders, or lawful requests; to protect rights, privacy, safety, and property; to detect and prevent fraud or security issues.
• Corporate transactions: in the event of a merger, acquisition, asset sale, financing, or similar transaction, subject to confidentiality obligations.

We do not sell your personal information.

7. Your Choices and Rights

• Communication preferences: opt out of non‑transactional emails or texts by using the unsubscribe link, replying STOP to texts (if applicable), or contacting us.
• Access, update, or correct your information: contact us using the details below.
• PHI rights: see our HIPAA Notice for rights to access, amend, and receive an accounting of PHI disclosures.
• California/other state privacy rights: If you are a resident of a state with applicable privacy laws, you may have additional rights (e.g., to know, delete, correct, or limit use of personal information). Submit requests using the contact information below. We will not discriminate against you for exercising these rights.

8. Data Security

We use administrative, technical, and physical safeguards designed to protect personal information, including encrypted transmission where appropriate, access controls, staff training, and vendor due diligence. No system is completely secure; please notify us immediately if you suspect unauthorized access.

9. Data Retention

We retain personal information as needed to provide services, meet legal and regulatory obligations (including dental recordkeeping laws), resolve disputes, and enforce agreements. When no longer required, we dispose of information securely.

10. Children’s Privacy

Our services are intended for patients of all ages; however, our Site is not directed to children under 13. We do not knowingly collect personal information online from children under 13 without parental consent. Parents or guardians may contact us to review or request deletion of a child’s information collected online.

11. Third-Party Links

Our Site may link to third-party websites, services, or social media platforms. We are not responsible for their privacy practices. Review their policies before providing information.

12. Text Messaging and Call Recording

• Appointment reminders and updates: With your consent, we may send SMS texts or place calls related to your care. Message and data rates may apply. You may opt out at any time by replying STOP or contacting us.
• Quality assurance: Calls may be recorded or monitored for training and quality. We will notify you where required by law.

13. Testimonials and Reviews

With your permission, we may post patient testimonials, reviews, photos, or videos. If you wish to update or remove your content, contact us and we will assist in accordance with applicable laws.

14. International Users

Our practices and Site are based in the United States and intended for U.S. residents. If you access the Site from outside the U.S., you understand your information may be processed in the U.S., where laws may differ from those in your country.

15. Changes to This Policy

We may update this Privacy Policy from time to time. The “Effective date” indicates the latest revision. Material changes will be posted on the Site and, where required, we will provide additional notice.

16. Contact Us

If you have questions or wish to exercise your privacy rights, contact us:

• LaGrande Office: 111 LaGrande Blvd., The Villages, FL 32159
• Fieldcrest Office: 540 Fieldcrest Drive, The Villages, FL 32162
• Pinellas Office: 2532 Burnsed Blvd., The Villages, FL 32163
• Phone: 352-633-4145
• Email: info@villagedental.com
• Website: https://www.villagedental.com/

Requesting Copies: To request a copy of our HIPAA Notice of Privacy Practices or to exercise your privacy rights, please contact us using the information above.

Note: This Privacy Policy is provided for general informational purposes. It does not create contractual or legal rights beyond those required by applicable law and our HIPAA Notice. For specific questions about your data or our practices, please contact us directly.