Privacy Policy
Privacy Policy
Effective Date:
Caring Dental Herndon PLLC, doing business as Caring Dental Herndon and/or Caring Dental of Herndon ("Caring Dental Herndon," "we," "us," or "our"), respects your privacy and is committed to protecting the personal information you provide to us.
This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website, submit forms, schedule appointments, communicate with our office, or otherwise interact with us.
1. Information We Collect
We may collect information that you voluntarily provide to us, including:
- Name
- Email address
- Telephone or mobile number
- Mailing address
- Date of birth
- Appointment information
- Dental insurance information
- Information submitted through website forms
- Communications you send to our office
- Information necessary to provide dental services or respond to your requests
We may also automatically collect certain technical information when you use our website, including:
- IP address
- Browser type
- Device type
- Operating system
- Pages viewed
- Referring website
- Approximate location based on IP address
- Cookies and similar technologies
When applicable, health information collected as part of providing dental care may also be subject to applicable healthcare privacy laws and our Notice of Privacy Practices.
2. How We Use Your Information
We may use the information we collect to:
- Schedule, confirm, and manage appointments
- Provide appointment reminders and service notifications
- Respond to questions and requests
- Communicate regarding dental services and treatment
- Verify insurance or assist with billing and payment matters
- Maintain patient and administrative records
- Improve our website, services, and patient experience
- Send promotional or marketing communications when you have provided the appropriate consent
- Protect against fraud, misuse, security threats, or unlawful activity
- Comply with applicable legal, regulatory, and professional requirements
3. SMS/Text Messaging Privacy
If you provide your mobile telephone number and separately consent to receive SMS messages from Caring Dental Herndon PLLC, we may send you text messages in accordance with the consent you provided.
Depending on the type of consent you provide, messages may include appointment reminders, appointment confirmations, scheduling updates, office notifications, service-related communications, or marketing and promotional messages.
Message frequency varies. Message and data rates may apply.
You may opt out of SMS communications at any time by replying STOP to a message. You may reply HELP for assistance or contact our office directly.
Consent to receive marketing or promotional SMS messages is not a condition of purchasing any goods or services.
Mobile Information and SMS Consent
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes.
SMS opt-in information and consent will not be sold, rented, shared, or transferred to third parties or affiliates for their own marketing or promotional purposes.
We may use service providers that assist us in delivering text messages and operating our communications systems. These providers may process information only as necessary to provide services on our behalf and are not permitted to use your SMS opt-in information for their own marketing or promotional purposes.
All other categories of information sharing described in this Privacy Policy exclude SMS opt-in data and consent. SMS opt-in data and consent will not be shared with any third parties for marketing purposes.
4. Marketing Communications
Where permitted by law and where appropriate consent has been obtained, we may use your contact information to send information about our services, special offers, promotions, dental-care opportunities, or other updates from Caring Dental Herndon PLLC.
You may unsubscribe from marketing emails by using the unsubscribe link included in the email.
You may unsubscribe from marketing SMS messages by replying STOP.
Opting out of marketing messages does not prevent us from contacting you regarding appointments, transactions, treatment, account matters, or other non-marketing communications when permitted by law.
5. How We Share Information
We do not sell your personal information.
We may share personal information when reasonably necessary with service providers that perform services on our behalf, such as:
- Website hosting providers
- Appointment scheduling providers
- Patient communication platforms
- Payment processors
- Dental insurance and billing service providers
- Information technology and security providers
- Professional advisers
- Other vendors necessary to operate our practice
These service providers are permitted to access information only as necessary to perform services on our behalf and subject to applicable contractual and legal requirements.
We may also disclose information when required by law, regulation, legal process, court order, or governmental request, or when reasonably necessary to protect the rights, property, safety, or security of Caring Dental Herndon PLLC, our patients, or others.
For clarity, mobile telephone numbers, SMS opt-in information, and SMS consent are not shared with third parties or affiliates for their marketing or promotional purposes.
6. Health and Patient Information
Information collected in connection with dental treatment or patient care may be protected under federal or state healthcare privacy laws.
Where applicable, our collection, use, and disclosure of protected health information are governed by our separate Notice of Privacy Practices and applicable healthcare privacy requirements.
This website Privacy Policy is not intended to replace our Notice of Privacy Practices.
7. Cookies and Website Technologies
Our website may use cookies and similar technologies to:
- Keep the website functioning properly
- Understand how visitors use the website
- Improve website performance
- Measure traffic and engagement
- Remember certain user preferences
- Help protect the website against fraud or misuse
You can generally control cookies through your browser settings. Disabling certain cookies may affect website functionality.
8. Third-Party Websites and Services
Our website may contain links to third-party websites or services, including appointment scheduling, financing, insurance, payment, mapping, social media, or other external platforms.
We are not responsible for the privacy practices of websites or services operated by third parties. We encourage you to review the privacy policies of those services before providing personal information.
9. Data Security
We use reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, disclosure, alteration, misuse, or destruction.
However, no internet transmission, electronic communication, or electronic storage system can be guaranteed to be completely secure.
10. Data Retention
We retain personal information for as long as reasonably necessary to fulfill the purposes described in this Privacy Policy, provide services, maintain required business and patient records, comply with legal or regulatory obligations, resolve disputes, and enforce agreements.
Patient and healthcare records may be retained for periods required by applicable healthcare laws and professional requirements.
11. Children's Privacy
Caring Dental Herndon PLLC provides dental services to pediatric patients; however, our website is not intended to solicit personal information directly from children under the age of 13 without involvement or authorization from a parent or legal guardian.
Parents and legal guardians may contact us regarding information submitted on behalf of a minor.
12. Your Privacy Choices
Depending on applicable law and the nature of the information involved, you may request that we:
- Provide information about personal information we maintain about you
- Correct inaccurate information
- Update your contact information
- Stop certain marketing communications
- Address questions regarding how your information is used
Certain information may need to be retained to comply with healthcare, financial, legal, insurance, or regulatory requirements.
To exercise a privacy choice or ask a privacy-related question, contact our office using the information below.
13. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices, services, technology, or legal obligations.
When we make changes, we will update the "Effective Date" at the top of this page. We encourage you to review this Privacy Policy periodically.
14. Contact Us
If you have questions about this Privacy Policy or our privacy practices, contact:
Caring Dental Herndon PLLC
Caring Dental Herndon
100 Elden St STE 12
Herndon, VA 20170
Phone: (703) 303-7777 / (703) 359-5030