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Privacy Policy
Effective Date: March 16th, 2025
Last Updated: March 16th, 2025
At Terrace Community Dental, we are committed to protecting the privacy and security of our patients' information. This Privacy Policy explains how we collect, use, disclose, and protect your personal and health-related information in compliance with the Health Insurance Portability and Accountability Act (HIPAA), the Americans with Disabilities Act (ADA), the Telephone Consumer Protection Act (TCPA), and other applicable privacy regulations.
1. Information We Collect
We collect information in the following ways:
A. Personal & Medical Information You Provide
When you schedule an appointment, fill out forms, or communicate with us, we may collect:
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Full Name
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Date of Birth
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Contact Details (Phone Number, Email, Mailing Address)
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Health History & Dental Records
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Insurance & Payment Information
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Emergency Contact Information
B. Automatically Collected Information
When you visit our website, we may collect:
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Your IP Address, Browser Type, and Device Information
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Cookies and tracking data to enhance user experience and analyze website traffic
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Clickstream data related to navigation on our website
C. Digital Communication & SMS Data
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We use HIPAA-compliant SMS, email, and cloud-based communication tools to send appointment confirmations, reminders, and important updates.
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We log communication history to improve service quality and maintain HIPAA compliance.
2. How We Use Your Information
We use collected information to:
✔ Schedule and confirm dental appointments
✔ Send SMS and email appointment reminders, updates, and necessary notifications
✔ Process payments, verify insurance, and handle billing inquiries
✔ Maintain accurate dental and medical records
✔ Ensure compliance with HIPAA, ADA, and privacy laws
✔ Improve website functionality, accessibility, and patient communication
3. SMS & Digital Communication Policy
Terrace Community Dental uses HIPAA-compliant SMS and email services to keep patients informed about their appointments and important dental updates.
📲 Opt-In Requirement: By providing your phone number, you opt-in to receive SMS reminders and notifications.
🛑 Opt-Out Option: You may opt out at any time by replying "STOP" to any message. If you opt out, you may not receive important appointment reminders.
🔒 HIPAA Compliance:
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We do not send confidential health information via unsecured text or email.
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We use generic SMS language (e.g., “You have a message from our dental office”) and include secure, encrypted links to our HIPAA-compliant patient portal. No confidential or protected health information (PHI) is ever contained directly within an SMS or email body.
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For protected health information (PHI), we use secure cloud-based patient communication tools, a HIPAA-compliant cloud-based dental management system, ensuring that patient records, communications, and data sharing remain encrypted and secure.
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By providing your mobile number or email and clicking “Agree” during the intake process, you acknowledge and accept the risk of unencrypted communication and consent to receive text messages and emails from Terrace Community Dental, with the ability to opt out at any time.
4. How We Protect Your Information
We take extensive measures to protect patient data, including:
🔹 HIPAA-Compliant Security Protocols – All patient records and communications are stored securely following HIPAA regulations.
🔹 Encryption & Secure Storage – We use industry-standard encryption to protect patient records, both in transit and at rest.
🔹 Access Control Measures – Only authorized personnel have access to patient records and personal data.
🔹 Cloud-Based Data Protection – Our practice uses DentalTap, a HIPAA-compliant cloud-based patient management system, to securely store, manage, and exchange patient records.
🔹 SSL Encryption – Our website uses SSL (Secure Socket Layer) encryption to protect online forms and digital communications.
5. Sharing & Third-Party Disclosure
We do not sell, rent, or share your personal information, except under the following circumstances:
✔ With your explicit consent (e.g., referrals to specialists)
✔ For treatment, payment, and healthcare operations (in compliance with HIPAA)
✔ When required by law (e.g., subpoenas, public health reporting)
Third parties we may share information with include:
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Insurance providers to process claims
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Our third-party messaging service for SMS delivery. These messages contain no PHI and only include generic appointment notifications or links to secure portals. All PHI is hosted and transmitted exclusively through HIPAA-compliant systems under signed Business Associate Agreements.
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Referring specialists if necessary for your dental care
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Third-party payment processors for transactions
6. Your Rights & Choices
As a patient, you have the following rights under HIPAA and applicable privacy laws:
✔ Access to Your Records – You may request a copy of your medical and dental records.
✔ Correction of Information – You have the right to request corrections to inaccurate or incomplete information.
✔ Request for Restrictions – You may request limitations on how we use or disclose your information.
✔ Opt-Out of Communications – You can opt out of marketing emails or SMS notifications at any time.
✔ Confidential Communications – You can request that we contact you in a specific way (e.g., email instead of SMS).
✔ Filing a Complaint – If you believe your privacy rights have been violated, you may file a complaint with us or with the U.S. Department of Health & Human Services (HHS) Office for Civil Rights.
To exercise your rights, contact us at:
📧 Email: info@terracecommunitydental.com
📞 Phone: 813-473-6753
🏢 Office Address: 5340 E 131ST AVE #104, TEMPLE TERRACE, FL 33617
7. Cookies & Website Tracking
Our website uses cookies and similar tracking technologies to:
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Improve site functionality and user experience
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Analyze website traffic and usage patterns
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Personalize content for returning visitors
You can disable cookies in your browser settings if you prefer not to be tracked.
8. Refund & Cancellation Policy
Appointments & Cancellations:
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If you need to reschedule or cancel an appointment, please notify us at least 24-hrs in advance.
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Late cancellations or missed appointments may result in a cancellation fee.
Refunds:
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Refunds are only available for pre-paid services that have not yet been rendered.
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Once a dental service has been performed, no refunds will be issued, except in cases of documented billing errors.
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If a product (e.g., whitening kits, retainers) is defective, we will replace it or issue a refund as per our product return policy.
For refund inquiries, contact our office directly.
9. Updates to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in privacy laws, regulations, or our practice operations. Any updates will be posted on this page with a revised "Last Updated" date.
By using our website, scheduling an appointment, or engaging with our digital communication services, you agree to the terms of this Privacy Policy.
If you have any questions or concerns about this policy, please reach out to us.
📧 Email: info@terracecommunitydental.com
📞 Phone: 813-473-6753
🏢 Office Address: 5340 E 131ST AVE #104 TEMPLE TERRACE, FL 33617
Thank you for trusting Terrace Community Dental with your dental care!