Privacy Policy

Last Updated: March 2026

Introduction

Central Washington Dental Care ("we," "us," "our," or the "Practice") is committed to protecting your privacy and ensuring you have a positive experience on our website and when receiving dental care. This Privacy Policy explains our information practices, what types of information we collect, how we use it, with whom we share it, and the choices you have regarding your information.

Information We Collect

We collect information from you in various ways:

• Contact Information: When you fill out our online forms, make an appointment, or contact us by phone or email, we collect your name, address, phone number, and email address.
• Health Information: During your dental treatment, we collect detailed health and medical history, dental records, X-rays, photos, and treatment notes (Protected Health Information or "PHI" under HIPAA).
• Payment Information: When you pay for services, we collect payment details including billing address and insurance information (processed securely by our payment processors).
• Appointment Communication: We collect information through phone calls, text messages, and emails related to scheduling and appointment reminders.
• Website Information: We automatically collect certain information when you visit our website, including your IP address, browser type, pages visited, and how you interact with the site (via Google Analytics).

How We Use Your Information

We use the information we collect for the following purposes:

• Scheduling & Appointments: To confirm appointments, send reminders, and communicate about your dental care.
• Treatment & Clinical Care: To provide you with appropriate dental treatment and maintain your dental health records.
• Billing & Insurance: To prepare invoices, process insurance claims, and manage payment.
• Patient Communication: To send you educational information about oral health, treatment options, and office updates.
• Legal Compliance: To comply with applicable laws, regulations, and our legal obligations.
• Website Improvement: To analyze how visitors use our website and improve our online services.

HIPAA Compliance & Protected Health Information

Central Washington Dental Care is a covered entity under the Health Insurance Portability and Accountability Act (HIPAA). We maintain your Protected Health Information (PHI) in strict confidence and follow all HIPAA requirements.

For our complete Notice of Privacy Practices as required by HIPAA, including your patient rights and how we handle your health information, please ask for a copy at our office or contact us at info@centralwashingtondentalcare.com.

Your Patient Rights Under HIPAA

You have the right to:

• Access Your Records: Request and receive a copy of your dental health records.
• Request Amendments: Ask us to amend or correct information in your records.
• Accounting of Disclosures: Request a list of who we have disclosed your health information to.
• Confidential Communications: Request that we communicate with you about your health using a specific method or location.
• Restrict Uses & Disclosures: Request restrictions on how we use or disclose your health information (though we may not always be able to accommodate these requests).

Third-Party Services & Information Sharing

We work with trusted third-party service providers to support our operations:

• Google Analytics: We use Google Analytics to understand how visitors use our website. You can learn more about Google's privacy practices at policies.google.com/privacy.
• Appointment Reminders: We use automated phone, text, and email systems to send appointment reminders.
• Payment Processors: Payment information is processed securely by third-party payment processors who handle credit card information in accordance with PCI DSS standards.
• Insurance Companies: We share treatment information with your insurance company as necessary to process claims and verify coverage.
• Healthcare Providers: With your authorization, we may share your records with other healthcare providers for continuity of care.

We do not sell or rent your information to unaffiliated third parties for marketing purposes.

Cookies & Tracking Technologies

Our website may use cookies and similar tracking technologies to:

• Remember your preferences and login information
• Understand how you use our website (analytics)
• Provide personalized content and advertisements

Most web browsers allow you to control cookies through browser settings. Disabling cookies may affect some website functionality.

How We Protect Your Information

We implement physical, electronic, and procedural safeguards to protect your information:

• Secure electronic systems with encryption for sensitive data
• Limited access to personal and health information (employees only as needed)
• Staff training on privacy and confidentiality practices
• Secure disposal of paper records
• Regular security assessments and updates

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

Children's Privacy

Our website and services are not directed to children under 13 years of age. We do not knowingly collect information from children under 13. If we learn that we have collected personal information from a child under 13 without parental consent, we will delete such information promptly. For children under 13, a parent or guardian's consent is required.

Data Retention

We retain your dental health records for as long as you are a patient and as required by Washington State dental regulations. After your last visit, we retain records for a minimum of 7 years. You may request records be destroyed earlier by submitting a written request.

Contact Us for Privacy Questions

If you have questions about this Privacy Policy, our privacy practices, or want to exercise your rights regarding your information, please contact us:

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the revised policy on our website and updating the "Last Updated" date. Your continued use of our website and services after any changes constitutes your acceptance of the updated Privacy Policy.