Effective date: January 1 2025

Shenandoah Smiles Pediatric Dentistry respects your privacy. This policy explains how we collect, use, and disclose information through shenandoahsmilespediatricdentistry.com and our text messaging program.

Information We Collect

Depending on your interactions with us, we collect:

• Contact information: Your name, phone number, email address, and communication preferences.

• Information you submit: Appointment requests, patient names, your relationship to a patient, form responses, and messages sent to our office.

• Messaging information: Your mobile number, consent records, communication preferences, opt-out requests, and messages exchanged with us.

• Website information: IP address, browser and device information, pages visited, access times, and interactions collected through our website, cookies, analytics, and embedded services.

Please provide only information needed for your request. Contact our office for an appropriate way to submit sensitive health or financial information.

How We Use Information

We use information to:

• Answer questions and coordinate appointments.

• Send requested or authorized office communications, billing notices, and payment reminders.

• Request feedback or reviews.

• Send promotional communications when we have the required consent.

• Record and honor communication preferences.

• Operate, evaluate, improve, and protect our website and services.

• Maintain required records and meet applicable legal obligations.

How We Disclose Information

We may disclose information to service providers that support website hosting, analytics, online forms, scheduling, billing, and communications. We limit these disclosures as required by applicable law and use appropriate agreements where required.

We may also disclose information when required or permitted by law, including to respond to valid legal requests or protect the rights and safety of our patients and practice.

We do not sell, rent, or share mobile numbers, text messaging opt-in information, or consent records with third parties or affiliates for their marketing or promotional purposes.

Providers that deliver or support messages on our behalf may receive information necessary to perform those services. They are not authorized to use your texting consent to market their own products or services.

Cookies, Analytics, and Embedded Services

Our website uses cookies and similar technologies to support functionality and help us understand how visitors use the site. Analytics services may process information such as device details, IP addresses, page views, and website interactions.

Online forms and embedded content may be provided by outside services. Depending on the service, those providers may receive information when you interact with the feature or when the embedded content loads.

We do not use advertising tracking tools on our website.

You can manage cookies through your browser settings. Disabling cookies may affect some website features. External services may offer additional privacy controls through their own settings and policies.

Your Communication Choices

Participation in our texting program is voluntary. Promotional messaging requires the applicable marketing consent.

Reply STOP to withdraw from our texting program or HELP for assistance. You may also call (540) 628-8533 to update your preferences. If we send promotional emails, you may use the unsubscribe instructions in those emails.

Opting out of promotional communications does not affect your ability to receive dental care. We may continue necessary communications through other appropriate methods. We may retain consent and opt-out records to document and honor your choices.

See our [Terms & Conditions — insert link] for additional messaging details.

Children’s Information

Our website and texting program are intended for parents, legal guardians, and other authorized adults. Children should not independently submit personal information through these services.

Parents and guardians may provide information about their children to request services or communicate with our office. Contact us if you believe a child has submitted information without appropriate authorization.

Patient Health Information

Protected health information is handled according to applicable health privacy laws and our [HIPAA Notice of Privacy Practices — insert link]. That notice explains how we use and disclose patient health information and describes patients’ rights.

This website policy supplements that notice and does not reduce any patient privacy protections.

Security and Retention

We use reasonable administrative, technical, and physical safeguards appropriate to the information we maintain. No electronic transmission or storage system can be guaranteed completely secure.

We retain information as reasonably necessary to provide services, maintain required records, meet legal obligations, resolve disputes, and honor communication preferences.

Requests and Questions

Contact us to update your information, change communication preferences, or ask about access, correction, or deletion. We respond as required by applicable law. Some information must be retained for patient-record or other legal purposes.

External Websites and Policy Updates

External websites have their own privacy practices. Review their policies before submitting information.

We may revise this policy by posting an updated version with a new effective date.

Contact Us

Shenandoah Smiles Pediatric Dentistry
Attn: Privacy Officer
519 W Jubal Early Dr
Winchester, VA 22601
Phone: (540) 628-8533