Privacy Policy
Effective Date: January 1, 2025
This Privacy Policy describes how Kids Dental Pals & Orthodontics (“Practice”, “we”, “our”, or “us”) collects, uses, and discloses your health and personal information, both through your interactions with our clinical services and your use of our website, located at www.kidsdentalpals.com (“Website”).
This policy also outlines your legal rights concerning your protected health information and personal data. Please read this notice carefully. By visiting our Website or receiving treatment at our facility, you acknowledge and agree to the terms of this Privacy Policy.
Our Legal Duties Regarding Protected Health Information
We are required under the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) and applicable California law to maintain the privacy of your protected health information, provide you with this notice of our privacy practices, and abide by the terms of this notice while it is in effect.
“Protected health information” includes any information that identifies you and relates to your past, present, or future physical or mental health condition and the provision of health care services.
We reserve the right to amend this Privacy Policy at any time, and such amendments will apply to all information we maintain. Updated versions will be made available on our Website and at our practice location.
Uses and Disclosures of Protected Health Information
Your protected health information may be used or disclosed for the following purposes without your written authorization:
1. Treatment
We may use and share your protected health information to provide, coordinate, or manage your dental care. This includes consultation with specialists, laboratories, or pharmacies, and communication with other healthcare providers involved in your care.
2. Payment
We may use and disclose your protected health information to bill and collect payment for services provided. This includes contacting insurance carriers for claims processing, eligibility verification, pre-authorizations, or utilization reviews.
3. Health Care Operations
We may use your health information for business activities such as quality assessment, credentialing, staff training, accreditation, and licensing.
4. Appointment Reminders and Communication
We may contact you via telephone, text, email, mail, or other methods for appointment reminders, scheduling, and treatment follow-up.
5. Business Associates
We may share protected health information with third-party vendors (billing companies, IT providers, etc.) that perform functions on our behalf, subject to a written agreement ensuring compliance with applicable laws and safeguarding your information.
Additional Uses and Disclosures
We may also use or disclose your information in the following circumstances, as required or permitted by law:
• To Public Health Authorities (e.g., for disease control or reporting child abuse/neglect)
• For Health Oversight Activities (e.g., audits or investigations)
• To Coroners, Medical Examiners, and Funeral Directors
• For Organ and Tissue Donation Purposes
• In Response to Legal Proceedings (e.g., court orders or subpoenas)
• To Law Enforcement (in limited situations)
• For Research Purposes (under certain conditions)
• To Avert a Serious Threat to Health or Safety
• For Workers’ Compensation and Other Government Programs
• To Military or National Security Agencies (where applicable)
Uses and Disclosures Requiring Written Authorization
We will not use or disclose your health information for the following purposes without your explicit, written consent:
• Marketing communications
• Sale of protected health information
• Most sharing of psychotherapy notes (if applicable)
• Other uses not listed in this notice
You may revoke your authorization in writing at any time. Revocations do not affect prior disclosures made under valid authorizations.
Your Rights Regarding Your Health Information
You have the following rights concerning your protected health information:
• Right to Access: You may inspect and obtain a copy of your medical records with limited exceptions.
• Right to Amend: You may request corrections to your records if you believe they are inaccurate.
• Right to an Accounting of Disclosures: You may receive a list of disclosures we have made of your protected health information, excluding disclosures made for treatment, payment, or operations.
• Right to Request Restrictions: You may ask us to restrict uses or disclosures. While we are not required to agree, we will comply with legally enforceable restrictions.
• Right to Request Confidential Communications: You may request that we contact you in a specific manner (e.g., phone only, different mailing address).
• Right to a Paper Copy: You may request a printed version of this policy at any time.
To exercise any of these rights, please contact our Privacy Officer using the information at the end of this document.
Website Privacy and Online Information Practices
When you visit our Website, we may collect certain personal data, including:
• Your name, contact information, or any other data you voluntarily submit via contact forms
• Passive information such as your IP address, browser type, and usage data through cookies and analytics tools
Cookies and Tracking Technologies
We use session and persistent cookies to improve site functionality, gather usage data, and provide a more personalized experience. You may adjust your browser settings to block cookies, but some site features may not function properly.
Google Analytics and Third-Party Tools
Our website may use Google Analytics or other third-party tracking software. These tools collect data about how users interact with our site. This data is used for internal analytics only and is not shared except as required by law or to improve our services.
California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA)
If you are a California resident, you are entitled under the CCPA and CPRA to additional rights regarding your personal data. These include:
• Right to Know: You may request information about the categories and specific pieces of personal data we collect, use, and disclose.
• Right to Delete: You may request the deletion of your personal data, subject to certain exceptions.
• Right to Correct: You may request corrections to inaccurate personal data we maintain about you.
• Right to Opt-Out of Sale/Sharing: We do not sell your data, but you may still request that your data not be shared with third parties for cross-context behavioral advertising.
• Right to Limit Use of Sensitive Personal Information: You may direct us to limit the use of your sensitive data (such as health information) to what is necessary to perform services.
• Right to Non-Discrimination: You will not be discriminated against for exercising your privacy rights under the CCPA or CPRA.
To submit a CCPA/CPRA request, please contact us at info@kidsdentalpals.com with “Privacy Request” in the subject line.
Verification of Identity: We may need to verify your identity before processing your request, consistent with California law.
How We Safeguard Your Information
We use appropriate administrative, technical, and physical safeguards to protect your health and personal data from unauthorized access, disclosure, alteration, or destruction. While we take reasonable measures, no system can guarantee absolute security.
Children’s Privacy
Our website is not intended for children under 13. We do not knowingly collect personally identifiable information from anyone under the age of 13 online. Clinical information collected from minor patients is handled per HIPAA and state confidentiality laws.
Complaints or Concerns
If you believe your privacy rights have been violated, or if you have questions about this policy, you may file a complaint with us or with the U.S. Department of Health and Human Services. We will not retaliate against you for filing a complaint.
To Contact Us:
Kids Dental Pals & Orthodontics
Attn: Privacy Officer
2410 Sycamore Dr, Suite A
Simi Valley, CA 93065
Email: info@kidsdentalpals.com
