Introduction

We are required by law to maintain the privacy of Protected Health Information (PHI). PHI includes any identifiable information obtained from you or others that relates to your physical or mental health, healthcare services received, or payment for healthcare services.

As mandated by law, this notice outlines your rights, our legal duties, and our privacy practices regarding your PHI. It also details how we may use and disclose your PHI. We are committed to protecting your information and will comply with the provisions outlined herein. We reserve the right to update this notice and make changes applicable to all PHI we maintain. You may request a copy of the most current privacy notice at any time.

Permitted Uses and Disclosures

We may use or disclose your PHI for the purposes of treatment, payment, and healthcare operations, as described below:

• Treatment: Includes coordination and management of your healthcare among providers and referrals for additional care. For example, a physician treating you for a condition may need access to your full medical history.
• Payment: Includes billing and obtaining reimbursement from insurance providers. We may share relevant information with your insurer to determine coverage eligibility.
• Healthcare Operations: Includes quality assessments, compliance audits, case management, and business operations. For instance, we may use medical information to improve patient care practices.

Communications With You and Your Family

We may contact you regarding appointment reminders, treatment alternatives, or other healthcare-related services. Additionally, we may share PHI with individuals involved in your care, such as family members or caregivers, when relevant and permitted by law.

Special Circumstances for Disclosure

We may disclose PHI under certain conditions, including:

• Public Health and Safety: Reporting communicable diseases, adverse reactions to medications, and other public health concerns.
• Legal Obligations: Compliance with court orders, subpoenas, and law enforcement requests.
• Health Oversight Activities: Assisting federal and state agencies in monitoring healthcare services.
• Organ and Tissue Donation: Facilitating organ, eye, or tissue transplants if you are a donor.
• Law Enforcement & National Security: Disclosures for investigations, missing persons, and national security.
• Emergency Situations: Preventing or mitigating serious and imminent threats to health and safety.

Your Rights

You have specific rights regarding your PHI, including:

1. Requesting restrictions on how your information is used and disclosed.
2. Receiving communications in alternative formats or locations.
3. Accessing and obtaining copies of your medical records (subject to applicable exceptions).
4. Requesting corrections to inaccurate or incomplete information.
5. Receiving an accounting of disclosures not related to treatment, payment, or operations.
6. Obtaining a paper copy of this notice upon request.

Cookies, Data Retention, and GDPR Compliance

Cookies and Digital Tracking

We may use cookies, web beacons, and similar technologies to improve user experience, analyze site traffic, and personalize content. These tools might collect information such as device identifiers, browsing behavior, and IP addresses. We limit the use of this type of technology wherever possible, and we never share this information with third parties unless under legal order to do so by a relevant authority. You can manage or disable cookies through your browser settings.

Data Retention Policy

We retain PHI and related records in accordance with federal and state regulations. Our retention periods are:

• Medical Records: Retained for a minimum of 7 years (or longer if required by state law).
• Billing and Payment Records: Retained for 6 years for financial and auditing purposes.
• Digital and Online Data: Retained for 12–24 months, unless required for ongoing operations or legal compliance.

After the retention period, we securely delete or anonymize data as required by law.

GDPR and International Data Protection

If you are a resident of the European Union (EU), UK, or other regions covered by GDPR, you have additional rights regarding your personal data:

• Right to Access: You may request a copy of your personal data.
• Right to Erasure (Right to be Forgotten): You may request the deletion of your personal data, subject to legal exceptions.
• Right to Data Portability: You may request your data in a structured, commonly used format.
• Right to Object: You may object to data processing in certain situations.
• Right to Restriction: You may request limited processing of your data.

To exercise these rights, please contact our office staff.

Padden Dental is committed to safeguarding your privacy and ensuring compliance with applicable laws. This policy will be reviewed periodically to ensure continued protection of your data.

For any questions, please contact the office administrators at Padden Dental.