- About us
- What information do we collect?
- How we obtain that information
- How we use your information
- Sharing your information
- How long will we keep your information?
- Your rights
This privacy notice applies to the information processing activities carried out by Gilreath Dental Associates (dba Gilreath Family Dentistry and others) in connection with our business. Our principal address is as follows:
Gilreath Family Dentistry
200 White Street NE
Marietta, GA 30060 USA
Our Data Protection Officer is Crystal Painter and can be contacted by e-mail at firstname.lastname@example.org.
What information do we collect?
We may collect the following kinds of information about you:
- Personal details such as your name, date of birth, gender, address, telephone number, email address, mobile number, occupation, family information as it pertains to your insurance, patient info or information you provide to us on a personal level.
- insurance information including group and plan number, social security number, information about your plan coverage, the dollar amount your insurance pays for procedures, how much the plan has paid on your behalf for any given year, and what procedures it covered in the past,
- Information about your dental and general health, including clinical records made by dentists and other dental professionals involved with your care and treatment
- X-rays (radiographs), CBCT scans, clinical and facial photographs, digital scans of your mouth and teeth, and study models (digital or other)
- Medical and dental histories
- Treatment plans and consents
- Notes of conversations with you about your care
- Correspondence from other health professionals or institutions involved in your care
- Details of the fees we have charged, payments from 3rd parties such as insurance companies or those who are in charge of your account whether or not they are a patient in our practice, the amounts you have paid and some payment details
- Feedback and complaints
- In office CCTV images, voice recordings or other recordings made to ascertain the level of and provide you with the best level of care.
- Online profile and social media information and activity that is based on your interaction with us by mobile texting, website interaction, online forms, online payments and our websites. This information includes but is not limited to Internet Protocol (IP) address, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform; and
- Statistical data about your browsing actions and patterns – including the full URL clickstream to, through and from our site (including date and time); pages and thereby services and information you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks and mouse-overs), and methods used to browse away from the page.
How we obtain information
You may give us information about you through the following:
- Filling in forms at our practices or on our websites.
- Corresponding with us by phone, e-mail, texting or otherwise.
- Through the technology you use to access our services
- Information we receive from third parties includes information you provide when you visit our websites, for the purpose of booking an appointment with a dentist at Gilreath Family Dentistry, participate in discussion boards or other social media functions on our site and when you report a problem with our site.
Our website, like many others, uses third party cookies, helping us improve the performance of our website and digital marketing, to provide you with a better user experience.
These cookies monitor activity throughout our website using third-party providers – including Google Analytics. We track which sources are effective at helping visitors find our website and contact us (make calls to us and/or make contact with us by other means including online forms, texting, etc.), navigation journeys throughout, and the webpages visited. We may use IP addresses, geo-location data and caller telephone numbers.
What are ‘cookies’?
‘Cookies’ are small text files that are stored by the website browser (for example, Chrome, Internet Explorer or Safari) on your computer or mobile device. Cookies are widely used in order to make websites work, or work in a better, more efficient way. They can do this because websites use them to recognize you and remember important information that will make your use of a website more convenient.
You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser.
How we use your information – the purpose
We may use this information the following ways:
- To provide you with information about the dental care and treatment that you need, seek, are interested in or have searched for.
- To make sure we have up-to-date and accurate information about you.
- We may contact you to conduct patient surveys or to find out if you are happy with the treatment you received for quality control purposes.
- We may reach out to you via social media or include you in group emails or postal mails that give you more information about services at our practice.
- We will contact you to remind you about appointments or when contact is necessary pertaining to your dental health, treatment, follow-ups, insurance, social media and billing and account information.
- We will seek your preference for how we contact you about your dental care. Our usual methods are SMS (text), telephone, email or letter.
- We may use your contact details to inform you of products and services available at our practices.
- We have CCTV and other recording equipment in some of the public areas in our practice(s) for the purposes of security, patient and staff safety, and use in the training of our team members and dentists.
Sharing your information
Your information is normally used only by those working at the practice but there may be instances where we need to share it – for example, with:
- Your medical doctor
- The hospital or community dental services or other health professionals caring for you
- Dental specialists
- Dental laboratories (who are working on your behalf)
- Insurance companies or third-party billing entities
- Debt collection companies
We also share your information with third parties in order to deliver the following services to you:
- Managing new enquiries from our website
- Contacting you to check if you wish to remain a client of ours
- Sending reminders for your dental appointments
- Processing on-line booking appointments
- Collecting feedback from our patients
- Managing email communications to our patients
- Providing troubleshooting and support services for our various IT systems
We will only disclose your information on a need-to-know basis and will limit any information that we share to the minimum necessary. We also have third party agreements in place to protect your information.
In certain circumstances or if required by law, we may need to disclose your information to a third party not connected with your health care, including law enforcement or government agencies or controlled substances agencies.
How we will keep your information safe
We employ administrative, electronic and physical security measures to ensure that the information that we collect about you is protected from access by unauthorized persons and protected against unlawful processing, accidental loss, destruction and damage.
- Password protection
- Multi-tiered need to know hierarchy of team members access to information
- Locked cabinets/rooms
- Practice security systems (including CCTV)
- Virus protection
- Secure servers
- Back-up facilities
- Secure cloud-based storage
How long will we keep your information?
We keep your dental records for 10 years after the date of your last visit.
There are several other documents that we may collect that have a variety of retention dates including billing, insurance, banking, credit card and other records. Please note that we do not keep any non-encrypted credit or debit card information in our office premises.
- You have a right to access the information that we hold about you and to receive a copy. You can make a request by contacting your practice or by e-mailing email@example.com
- You have a right to correct any information that you believe is inaccurate or incomplete. Please contact your practice to request a change in information.
- You have a right to request that we delete your personal information, although you should be aware that, for legal reasons, we may be unable to erase certain information (for example, information about your dental treatment). Please contact your practice to make this request.
- You have the right to request us to restrict the processing of your personal information for example, sending you reminders for appointments or information about our service. Please contact your practice to make this request.
- You have a right to data portability, this could include supplying your information to another dentist. Please contact your practice to make this request.
If you have any concerns about how we use your information and you do not feel able to discuss it with your dentist or anyone at the practice, you can contact our Data Protection Officer via email at firstname.lastname@example.org.