Privacy Policy

Effective Date: September 2025
Last Updated: September 2025

1. Introduction

Northwest Surgical Dentistry ("we," "our," or "us") is committed to protecting the privacy and security of your personal and health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, www.nwsurgicaldentistry.com (the “Site”), and when you submit personal information through our contact forms, appointment booking systems, or patient portals.

We understand the importance of your privacy and are dedicated to maintaining your trust. This policy complies with the Health Insurance Portability and Accountability Act (HIPAA), applicable U.S. state privacy laws, and where relevant, the European Union’s General Data Protection Regulation (GDPR).

By using our website, you agree to the collection and use of information in accordance with this Privacy Policy.

2. Information We Collect

We collect both Personal Information and Non-Personal Information to provide and improve our services.

2.1. Personal Information

Includes, but is not limited to:

Full name
Email address
Phone number
Mailing address
Date of birth
Insurance information
Medical and dental history (if submitted via forms or patient portals)
Appointment details or inquiries
IP address and device information (in some cases, when traceable)

2.2. Health Information (Protected Health Information - PHI)

If you are a patient, certain data you provide may be classified as PHI under HIPAA. This includes any information that relates to your past, present, or future physical or mental health or condition, healthcare services, or payment for those services.

2.3. Non-Personal Information

Includes anonymized data collected automatically via cookies, tracking pixels, or third-party analytics tools:

Browser type
Operating system
Referring website
Pages viewed
Time spent on the Site
General geographic location (via IP address)

3. How We Collect Information

We collect information in the following ways:

Directly from you when you fill out contact forms, appointment requests, or new patient forms.
Automatically via cookies and similar technologies when you browse our website.
Third-party integrations such as scheduling platforms, payment processors, or review systems.

4. How We Use Your Information

We may use your information to:

Respond to inquiries or appointment requests
Verify identity and eligibility for services
Communicate about scheduled appointments or follow-ups
Process payments and insurance claims
Comply with legal and regulatory obligations (e.g., HIPAA)
Improve the quality and functionality of our website
Conduct internal analytics and performance monitoring
Send promotional or educational materials (only with your consent)

5. Sharing and Disclosure of Information

We do not sell your personal or health information to third parties. We may share information only under the following circumstances:

5.1. With Your Consent

We may share your information when you have explicitly granted us permission to do so.

5.2. Service Providers

We use trusted third-party vendors (e.g., website hosts, appointment software, payment processors) who are contractually obligated to protect your information and only use it for the services they provide to us.

5.3. Legal Requirements

We may disclose your information where required to do so by law or in response to valid requests by public authorities (e.g., court orders, subpoenas).

5.4. Business Transfers

In the event of a merger, acquisition, or asset sale, your information may be transferred as part of that transaction. We will notify you before your data is transferred and becomes subject to a different privacy policy.

6. HIPAA Compliance

We comply with the Health Insurance Portability and Accountability Act (HIPAA). Your Protected Health Information (PHI) will only be used and disclosed for treatment, payment, and healthcare operations, unless otherwise authorized by you in writing or required by law. We maintain administrative, physical, and technical safeguards to protect your PHI.

7. Data Retention

We retain your personal and health information only as long as necessary to fulfill the purposes for which it was collected, including legal, regulatory, tax, accounting, or reporting requirements. When we no longer need your data, it will be securely deleted or anonymized.

8. Data Security

We take the security of your information seriously and implement industry-standard measures to protect against unauthorized access, loss, misuse, or alteration of your data. These include:

Encrypted data transmission (SSL/TLS)
Secure hosting environments
Role-based access control for staff
Regular security audits
HIPAA-compliant software and vendors

Despite these measures, no method of transmission or storage is 100% secure. We cannot guarantee absolute security but strive to follow best practices.

9. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to improve user experience and analyze traffic. Cookies may store:

Session data
User preferences
Analytics data (e.g., Google Analytics)

You may adjust your browser settings to reject cookies or notify you when a cookie is being placed. Disabling cookies may affect site functionality.

10. Your Rights and Choices

Depending on your location and applicable law, you may have the following rights:

Access your information
Correct or update inaccurate information
Request deletion of your data
Object to or restrict certain data processing
Withdraw consent where processing is based on consent
Receive a copy of your data in a structured, machine-readable format (data portability)

To exercise any of these rights, please contact us at:

📧 referrals@nwslog.com
📞 425-245-8295

We will respond within the time required by applicable law (typically 30 days).

11. Third-Party Links

Our website may contain links to third-party sites (e.g., dental associations, educational articles, social media). We are not responsible for the privacy practices or content of these websites. We encourage you to review their privacy policies before providing any personal information.

12. Children’s Privacy

Our website is not intended for children under the age of 13. We do not knowingly collect personal information from children. If we learn that we have inadvertently collected data from a child without parental consent, we will delete it immediately.

13. International Users (GDPR Notice)

If you are accessing our website from the European Union or other regions with data protection laws, please note that your data may be transferred to and processed in the United States. By using our Site and submitting your information, you consent to the transfer of your data to the U.S.

We will take all steps reasonably necessary to ensure your data is treated securely and in accordance with this policy.

14. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we do, we will revise the “Last Updated” date. We encourage you to review this policy periodically.

15. Contact Us

If you have any questions or concerns about this Privacy Policy or how your data is handled, please contact us:

Northwest Surgical Dentistry
www.nwsurgicaldentistry.com
📞 425-245-8295
📧 referrals@nwslog.com