Privacy Policy

Dhaka Dental PC respects your privacy. This Privacy Policy explains how we collect, use, share, and protect information when you visit our website, request an appointment, use our online booking tools, contact us by phone, text message, email, social media, AI chat, AI voice assistant, or other communication channels.

This Privacy Policy applies to our website, appointment request forms, booking systems, patient communication tools, AI-assisted systems, phone calls, SMS/text messages, emails, social media pages, and related digital services.

This Privacy Policy does not replace our HIPAA Notice of Privacy Practices. If you are a patient, your protected health information may also be governed by HIPAA and our Notice of Privacy Practices.

1. Information We Collect

We may collect information that you provide to us directly, including:

• Full name, date of birth, phone number, email address, and address
• Preferred appointment date and time, preferred office location, and reason for visit
• Dental concern or treatment request
• Insurance provider name, member ID, subscriber information, and appointment history
• Communication preferences and messages sent through our website, SMS, email, social media, AI chat, or phone system
• Call details, voicemail messages, and call recordings where permitted by law
• Billing, payment, insurance, or claim-related information

We may also collect technical information when you use our website, including IP address, browser type, device type, pages visited, date and time of visit, referring website, cookies or similar tracking information, and general website usage data.

Please do not post private health information, insurance details, member IDs, dates of birth, or treatment information in public comments, reviews, or social media posts.

2. How We Use Your Information

We may use your information to:

• Schedule, confirm, reschedule, or cancel appointments
• Respond to appointment requests and contact you about dental visits, due checkups, recall reminders, follow-up care, or treatment-related matters
• Verify insurance eligibility and benefits
• Process billing, claims, and payment-related matters
• Communicate with you by phone, SMS/text, voicemail, email, online chat, AI assistant, or social media messaging
• Answer questions about our offices, services, hours, insurance, and appointment availability
• Route your request to the correct staff member or office location
• Maintain patient records and support treatment, payment, and healthcare operations
• Improve our website, booking process, communication systems, and patient support
• Protect our patients, staff, website, systems, and business operations
• Comply with legal, regulatory, insurance, and professional obligations

We may contact patients regarding routine dental checkups, including six-month dental recall reminders, if applicable.

3. Appointment Booking and Online Forms

When you submit an appointment request through our website, online booking system, social media, SMS, AI chat, or phone system, we may collect the information needed to process your request.

Submitting an online appointment request does not guarantee that your appointment is confirmed. An appointment is confirmed only after our office verifies the information and confirms availability.

We may ask for your name, date of birth, phone number, insurance provider, member ID, preferred location, and reason for visit to help schedule your appointment or verify eligibility.

4. AI Chat, AI Voice, and Automated Systems

Dhaka Dental PC may use AI-assisted tools, chatbots, voice assistants, or automation systems to help with general office questions, appointment requests, location and business hour questions, insurance-related intake questions, recall or due-checkup communication, message routing to staff, summarizing patient requests for office review, and improving response speed and patient support.

AI tools are used to support communication and administrative workflows. AI does not replace dentists, hygienists, clinical staff, or professional dental judgment.

AI responses are not dental diagnosis, treatment advice, emergency advice, or guaranteed appointment confirmation. For clinical concerns, treatment decisions, or emergencies, you should speak with our dental team directly.

Please do not use AI chat, social media, website forms, or SMS for emergencies. For emergencies, call 911 or seek urgent medical/dental care.

When AI tools process patient-related information, we aim to limit the information used to what is reasonably necessary for the requested service. We do not sell patient health information or use protected health information for unrelated advertising without proper authorization where required by law.

5. Phone Calls, SMS, Text Messages, and Voicemail

By providing your phone number to Dhaka Dental PC, you authorize us to contact you by phone call, voicemail, or text message regarding appointment scheduling, appointment reminders, due checkup reminders, treatment follow-up, insurance or eligibility questions, office updates, billing or payment matters, and patient service communications.

Message and data rates may apply depending on your mobile carrier.

You may opt out of non-essential text messages at any time by replying STOP or by contacting our office directly. After opting out, you may still receive certain messages that are necessary for treatment, billing, safety, legal, or operational reasons where permitted by law.

We may use staff-assisted, automated, or AI-assisted systems to help manage calls, reminders, and messages. Calls may be recorded where permitted by law for quality, training, documentation, or patient service purposes.

6. Social Media and Messaging Platforms

Dhaka Dental PC may communicate through social media or messaging platforms, including Facebook, Messenger, Instagram, WhatsApp, Google Business Profile, or similar services.

Social media platforms are operated by third parties. Your use of those platforms may be governed by their own privacy policies and terms.

For your privacy, do not send or post sensitive medical details, insurance member IDs, full dates of birth, treatment records, payment information, or other private patient information in public comments, reviews, or public social media posts.

If you contact us through social media, we may use your message to respond, help with general questions, route your request to staff, or assist with appointment scheduling. For private matters, we may ask you to call our office or use a more secure communication method.

7. Insurance Eligibility and Payment Information

We may collect and use insurance-related information to verify eligibility, check benefits, estimate coverage, process claims, and communicate with insurance companies.

Insurance information may include insurance provider, member ID, subscriber name, subscriber date of birth, group number, relationship to subscriber, eligibility status, benefit information, and claim or payment status.

Insurance eligibility or benefit information is not a guarantee of payment. Final coverage and payment decisions are made by the insurance company.

We may share necessary information with insurance companies, clearinghouses, billing vendors, payment processors, and other service providers for treatment, payment, and healthcare operations.

Payment information may be processed by third-party payment processors. We do not intend to store full credit card information on our website unless clearly disclosed and protected through appropriate payment security measures.

8. Cookies, Analytics, and Website Tracking

Our website may use cookies, analytics tools, pixels, or similar technologies to improve website performance, understand visitor activity, troubleshoot technical issues, and improve user experience.

These tools may collect technical information such as browser type, device type, pages visited, and general usage patterns.

We do not intend to use website tracking tools to sell patient health information or target advertising based on private dental conditions, treatment details, insurance information, or protected health information.

You may disable cookies through your browser settings. Some website features may not work properly if cookies are disabled.

9. When We Share Information

We may share information when necessary with dentists, hygienists, clinical staff, front desk staff, authorized team members, insurance companies, benefit administrators, billing and claims processors, appointment booking platforms, patient portal providers, payment processors, communication vendors, AI or automation vendors, IT and hosting providers, cybersecurity vendors, analytics providers, website service providers, professional advisors, government agencies, regulators, courts, or law enforcement when required or permitted by law.

We do not sell patient health information.

When vendors may handle protected health information on our behalf, we aim to use appropriate safeguards and agreements where required by law.

10. HIPAA and Protected Health Information

As a dental practice, Dhaka Dental PC may maintain protected health information related to patient care, treatment, payment, and healthcare operations.

Protected health information may include information about your dental care, medical history, treatment, insurance, billing, identity, or communications when connected to your healthcare.

Your HIPAA rights may include the right to request access to your health records, request corrections, request restrictions on certain uses or disclosures, request confidential communications, receive a copy of our HIPAA Notice of Privacy Practices, and file a privacy complaint without retaliation.

For complete details about how we use and disclose protected health information, please review our HIPAA Notice of Privacy Practices or contact our office.

11. Data Security

We use reasonable administrative, technical, and physical safeguards to protect information from unauthorized access, loss, misuse, alteration, or disclosure.

These safeguards may include access controls, password-protected systems, staff training, role-based access, secure hosting where appropriate, vendor review, data backup and monitoring, and secure communication practices where available.

No website, email, SMS, AI system, phone system, or digital platform can guarantee complete security. Please avoid sending highly sensitive information through unsecured channels unless necessary.

12. Data Retention

We retain information for as long as reasonably necessary to provide services, maintain patient records, comply with legal obligations, resolve disputes, process billing or insurance matters, and support business operations.

Patient records may be retained according to applicable healthcare, dental, insurance, legal, and professional recordkeeping requirements.

Website analytics and technical data may be retained for a shorter period unless needed for security, compliance, or operational purposes.

13. Children and Minors

We may collect information about minors when a parent, guardian, or legally authorized representative provides it for appointment booking, treatment, insurance verification, or patient care.

Parents or guardians should supervise minors when submitting information through our website, social media, SMS, AI chat, or other communication channels.

14. Your Choices

You may contact us to update your contact information, change your communication preferences, opt out of non-essential text messages, request access to patient information, request correction of inaccurate information, request a copy of our HIPAA Notice of Privacy Practices, ask questions about this Privacy Policy, or file a privacy concern or complaint.

We will not retaliate against you for exercising privacy rights.

15. Email and Electronic Communication

Email, SMS, website forms, AI chat, and social media messages may not always be fully secure. By contacting us through these methods, you understand that there may be privacy risks.

We may respond using the same communication method unless you request another method or unless another method is more appropriate.

For sensitive dental, insurance, billing, or treatment issues, we may ask you to call our office or use a secure patient portal where available.

16. Emergency Disclaimer

Our website, AI chat, social media accounts, SMS system, and online appointment forms are not for emergencies.

If you are experiencing severe pain, swelling, trauma, difficulty breathing, uncontrolled bleeding, or another urgent condition, call 911 or seek emergency care immediately.

17. Third-Party Links and Services

Our website may link to third-party services, including booking platforms, patient portals, payment processors, insurance portals, map services, review platforms, or social media websites.

We are not responsible for the privacy practices, security, or content of third-party websites. Please review their privacy policies before submitting information.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we update it, we will revise the effective date above.

Your continued use of our website or services after changes are posted means you acknowledge the updated Privacy Policy.

19. Contact Us

For questions about this Privacy Policy, patient privacy, or communication preferences, contact: