Privacy Policy

Information We Collect

When you visit our website, contact us, or schedule an appointment, we collect information to provide you with the best possible care and service. This includes:

• Contact information: name, phone number, email address, and mailing address
• Health information: medical history, orthodontic concerns, and treatment preferences provided during consultations
• Insurance details: insurance carrier and policy information for treatment planning and billing
• Website activity: cookies and similar technologies that track how you use our site, to improve your experience
• Communication history: emails, phone records, and notes from conversations with our team

We also collect technical information about your visit — your IP address, browser type, pages visited, and time spent — to understand how our site is used and to prevent fraud.

How We Use Your Information

Your information is used for these purposes:

• Treatment planning and delivery of orthodontic care
• Billing, insurance claims, and financial communication
• Appointment scheduling and reminders
• Legal compliance and health recordkeeping
• Website improvement and analytics
• Communications about our services and updates

We do not sell your personal information. We do use information about how you found our website to measure our advertising — see Cookies, Advertising and Call Tracking below.

Cookies, Advertising and Call Tracking

Our website uses cookies to enhance your experience. Cookies are small files stored on your browser that help us remember your preferences and analyze how you use our site. You can control cookies through your browser settings. Most browsers allow you to refuse cookies or alert you when cookies are being sent. However, blocking all cookies may affect your ability to use certain features of our website.

We use Google Analytics to understand traffic patterns and visitor behavior. Google Analytics places cookies on your device and collects anonymized data about your visit. You can opt out of Google Analytics tracking using the Google Analytics Opt-out Browser Add-on.

We also advertise on Google and measure which advertisements lead to enquiries. If you arrive from an advertisement, we store the advertising click identifier in a first-party cookie and, if you contact us, attach it to your enquiry so we can tell which advertisement produced it. We keep this attribution information for 90 days. We never send your name, contact details, or anything about your health to advertising platforms.

Call tracking. If you arrive from an advertisement, the phone number shown on this website may be a tracking number assigned to your visit rather than our main office number. It rings the same office and reaches the same people — it simply lets us tell which advertisement led to your call. Our main number is always (760) 942-4040.

Your choices. If your browser sends a Global Privacy Control signal we honour it automatically and switch off advertising measurement for your visit — you do not need to do anything else. You can also ask us directly to stop — email info@encinitasortho.com or call (760) 942-4040 — and we will apply the same suppression to your information.

Text Messaging

When you give Encinitas Orthodontics your mobile number — on our website forms or in person — and consent to text messaging, we use it to send appointment reminders and confirmations, scheduling and follow-up messages, occasional marketing and promotional messages such as special offers and open exam times, and related communications about your care and enquiries.

We do not sell, rent, or share your mobile phone number or SMS opt-in information with third parties or affiliates for their marketing or promotional purposes. Your mobile information is used only to deliver the messages you have asked for, and is shared solely with the service providers that help us send them, who are contractually bound to protect it.

Message frequency varies. Message and data rates may apply. Reply STOP to opt out or HELP for help at any time. Consent to receive texts is not a condition of treatment.

Please do not send detailed health information by text. Text messaging is not a secure channel, and a phone call or an in-person conversation is the right place for anything sensitive.

Third-Party Services

We use the following third-party services, which may collect information about your visit:

• Google Analytics: website traffic analysis and user behavior tracking (anonymized)
• Google Maps: location information and directions to our office
• Form services: appointment requests and contact forms
• Email services: appointment reminders and communication (HIPAA-compliant)

These services have their own privacy policies. We encourage you to review them if you have questions about how your information is handled.

Patient Rights and HIPAA

Your health information is protected under the Health Insurance Portability and Accountability Act (HIPAA). Encinitas Orthodontics maintains a separate Notice of Privacy Practices that describes your rights in detail, including the right to:

• Access and review your health records
• Request corrections to your records
• Restrict how your information is used and shared
• Request confidential communication
• Receive an accounting of disclosures
• File a complaint if you believe your privacy has been violated

Please review our Notice of Privacy Practices for complete details.

Security and Data Protection

We implement industry-standard security measures to protect your information against unauthorized access, alteration, disclosure, or destruction. This includes:

• Encrypted communication for sensitive information
• Secure password protection for patient portals
• Limited staff access to patient information
• Regular security reviews and updates

While we take every reasonable precaution, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security, but we are committed to protecting your information.

Information Sharing

We share your information only as necessary for your treatment and as required by law. We may share your information with:

• Your general dentist or other healthcare providers involved in your care
• Your insurance company for billing and benefits determination
• Other healthcare providers with your written authorization
• Law enforcement or court orders when legally required
• Our business associates who help us provide services (under HIPAA agreements)

We do not share your information with anyone else without your explicit written consent.

Your Contact and Communication Preferences

You may receive appointment reminders, follow-up information, and educational content from us via email or phone. You can opt out of non-essential communications at any time by contacting us directly. Appointment reminders and legally required notifications are not optional.

Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or applicable laws. We will post the updated policy on our website with a revised effective date. Continued use of our website following changes constitutes your acceptance of the updated policy.