Privacy Policy

Effective date: May 13, 2026

DeWitt Dental Associates respects your privacy. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website, submit forms, request appointments, communicate with us, or interact with our digital services.

This Privacy Policy applies to website and digital information. Protected health information, also called PHI, is governed by HIPAA and our Notice of Privacy Practices, summarized below.

1. Information We May Collect

2. How We Use Information

• To respond to appointment requests, questions, and patient inquiries
• To provide dental care, scheduling, billing, patient support, and practice operations
• To send appointment reminders, follow-up communication, review requests, and service updates
• To operate, maintain, improve, and secure our website and digital systems
• To measure website performance, advertising effectiveness, and patient-growth campaigns
• To comply with legal, regulatory, insurance, billing, and professional obligations
• To protect patient safety, practice security, legal rights, and the integrity of our services

3. Cookies, Analytics, Advertising, and Website Tracking

We may use cookies, analytics tools, advertising pixels, call tracking, form tracking, and similar technologies to understand how visitors find and use the website. These tools may collect technical and usage data such as IP address, browser type, pages viewed, traffic source, and interactions with forms or buttons.

Our website tracking tools are intended for website operations and marketing measurement, not for collecting sensitive health details. Do not submit sensitive health information through non-secure website fields unless the form clearly indicates it is intended for patient intake or secure communication.

4. How We Share Information

We do not sell protected health information. We may share information only as appropriate for the purposes described in this Policy, including with:

• Dental providers, team members, and authorized workforce members involved in your care or account
• Business associates, service providers, technology vendors, payment processors, analytics providers, communication platforms, and professional advisors who support our operations
• Insurance carriers, benefit administrators, financing providers, or payment-related entities when needed for payment or account administration
• Government agencies, regulators, courts, law enforcement, or other parties when required or permitted by law
• Other persons authorized by you or your legal representative

5. HIPAA and Notice of Privacy Practices Summary

We are required by law to maintain the privacy of protected health information, provide notice of our legal duties and privacy practices, and notify affected individuals following a breach of unsecured protected health information. Our full Notice of Privacy Practices is available upon request and may be available here: Notice of Privacy Practices PDF.

How We May Use and Disclose Health Information

We may use and disclose your health information for treatment, payment, and healthcare operations. This may include coordinating care with specialists, submitting dental benefit claims, collecting payment, conducting quality improvement, training, licensing, and managing practice operations.

We may also use or disclose health information when permitted or required by law, including for individuals involved in your care or payment, disaster relief, public health activities, national security, Secretary of HHS compliance investigations, worker’s compensation, law enforcement, health oversight, judicial and administrative proceedings, approved research, coroners, medical examiners, funeral directors, and fundraising communications where permitted by law.

Certain information may receive special confidentiality protections under federal or state law, including HIV-related information, genetic information, mental health records, and substance use disorder treatment records. We will follow applicable special protections when they apply.

Substance Use Disorder Treatment Information

If we receive or maintain substance use disorder treatment records from a program covered by 42 CFR Part 2, we will use and disclose those records only as permitted by your consent and applicable law. We will not use or disclose Part 2 Program records against you in civil, criminal, administrative, or legislative proceedings unless authorized by your consent or a proper court order after notice.

Uses That Usually Require Written Authorization

We will obtain written authorization when required by law, including for certain disclosures of psychotherapy notes, uses or disclosures of PHI for marketing, sale of PHI, or other purposes not otherwise permitted or required. You may revoke an authorization in writing at any time, except to the extent we have already relied on it.

6. Your Health Information Rights

Subject to applicable law, you may have the right to:

• Request access to or copies of your health information
• Request an accounting of certain disclosures of your health information
• Request restrictions on certain uses or disclosures of your health information
• Request confidential communications by alternative means or at alternative locations
• Request amendment of health information you believe is incorrect or incomplete
• Receive notification of a breach of unsecured protected health information when required by law
• Receive a paper copy of the Notice of Privacy Practices upon request, even if you agreed to receive it electronically
• File a complaint with us or with the U.S. Department of Health and Human Services if you believe your privacy rights have been violated

We will not retaliate against you for filing a privacy complaint.

7. Communications by Phone, Email, and Text

By providing contact information, you authorize us to contact you using the information you provide, subject to your communication preferences and applicable law. Dental and healthcare communications may include appointment reminders, scheduling updates, billing matters, care coordination, review requests, and practice updates.

Email and standard SMS text messaging may not be fully secure. Do not send sensitive information by email or text unless you understand and accept the risk or are using a secure patient communication channel.

8. Data Security

We use administrative, technical, and physical safeguards designed to protect information we collect and maintain. No website, email system, SMS platform, or digital system can be guaranteed to be 100 percent secure. We work to use reasonable safeguards appropriate to the sensitivity of the information.

9. Data Retention

We retain information for as long as reasonably necessary to provide services, operate the practice, maintain records, comply with legal and professional obligations, resolve disputes, and enforce agreements. Dental records and PHI may be retained according to applicable healthcare record retention requirements.

10. Children’s Privacy

Our website is not directed to children under 13. We do not knowingly collect personal information from children under 13 through this website without appropriate parent or guardian involvement. Dental care for minors requires involvement of a parent, guardian, or authorized representative as required by law and practice policy.

11. Third-Party Websites

Our website may contain links to third-party websites and services. Their privacy practices are governed by their own policies. We are not responsible for third-party privacy practices, security, or content.

12. State Privacy Rights

Depending on your location and applicable law, you may have additional privacy rights. This Policy is intended to provide general website privacy information and does not replace rights available under HIPAA, state dental board requirements, consumer protection laws, or other applicable privacy laws.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The latest version will be posted on this page with the updated effective date. When required, we will provide additional notice of material changes.

SMS/TCR Opt-In Requirements

If you provide your mobile number and consent to receive text messages, you agree that DeWitt Dental Associates may send appointment reminders, scheduling messages, patient communication, review requests, practice updates, and other permitted healthcare or service-related messages. Message frequency may vary. Message and data rates may apply.

You may opt out of text messages at any time by replying STOP. You may request help by replying HELP or contacting us at (303) 321-5656. Consent to receive text messages is not a condition of purchasing goods or services or receiving dental care.

Recommended Online Form Consent Language

Recommended Verbal Opt-In Script

Recommended Paper Form Consent Language

Contact and Privacy Official

For questions about these Terms, this Privacy Policy, SMS/text messaging, or our Notice of Privacy Practices, contact: