Privacy Policy & Notice of Privacy Practices

Effective Date: April 2025

Last Updated: May 19, 2026

Modern Smile Design PLLC, DBA Modern Smile Design (“we,” “our,” or “the Practice”) is committed to protecting your privacy and safeguarding your personal and health information in accordance with applicable federal and state laws, including the Health Insurance Portability and Accountability Act (HIPAA).3

This Privacy Policy applies to our website (modernsmilesdesign.com), our communications, and our dental services provided at our Sarasota, Florida location.

1. Information We Collect

We may collect the following types of information:

A. Personal Information

• Name
• Email address
• Phone number
• Address
• Insurance information
• Date of birth

B. Protected Health Information (PHI)

When you become a patient, we may collect health information including:

• Medical and dental history
• Treatment records
• Diagnostic images (X-rays)
• Insurance and billing information

C. Website Usage Data

When you visit our website, we may automatically collect:

• IP address
• Browser type
• Device type
• Pages visited
• Referring website
• Cookies and tracking technologies

We may use tools such as analytics software and advertising platforms (e.g., Meta/Facebook, Google) to improve marketing performance and user experience.

2. How We Use Your Information

We use personal and health information for:

• Scheduling appointments
• Providing dental treatment
• Billing and insurance processing
• Appointment reminders
• Practice operations
• Responding to inquiries
• Marketing communications (with opt-out options)

We do not sell your personal information to third parties.

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

3. HIPAA Notice of Privacy Practices

Modern Smile Design complies with HIPAA and protects your Protected Health Information (PHI).

We May Use and Disclose Your PHI For:

Treatment

• Sharing information with dentists, specialists, labs, or other providers involved in your care.

Payment

• Submitting claims to insurance providers.
• Billing and collections.

Healthcare Operations

• Quality improvement
• Staff training
• Compliance and auditing
• Administrative activities

Appointment Reminders

• Phone calls
• Text messages
• Emails

Individuals Involved in Your Care

• With your permission, we may share information with family members or others involved in your care.

As Required by Law

• Public health reporting
• Court orders
• Law enforcement
• Regulatory compliance

4. Your Rights Under HIPAA

You have the right to:

• Request access to your health records
• Request a copy (electronic or paper) of your PHI
• Request corrections to inaccurate information
• Request restrictions on certain disclosures
• Request confidential communications
• Receive an accounting of disclosures
• File a complaint without fear of retaliation

To exercise these rights, contact us using the information below.

5. Business Associates

We may work with third-party service providers (e.g., practice management software, billing services, cloud storage providers, email/SMS communication platforms).

When these providers have access to Protected Health Information, we enter into Business Associate Agreements (BAAs) requiring them to safeguard your information in compliance with HIPAA.

6. Website Cookies & Tracking Technologies

Our website may use cookies and tracking technologies to:

• Improve website functionality
• Analyze website traffic
• Measure advertising effectiveness
• Deliver relevant marketing

You can disable cookies through your browser settings, though some website features may not function properly.

7. Data Security

We implement administrative, physical, and technical safeguards to protect your information, including:

• Secure systems and encrypted communications
• Limited staff access to PHI
• Secure storage of records
• Ongoing compliance monitoring

While we take reasonable precautions, no method of transmission over the internet is 100% secure.

8. Breach Notification

If a breach of unsecured Protected Health Information occurs, we will notify affected individuals as required by federal and state law. We will also notify the U.S. Department of Health & Human Services and, when required, the media.

9. Marketing Communications

If you submit information through our website, social media ads, or lead forms, we may contact you regarding:

• Appointments
• Promotions
• Special offers

You may opt out of marketing communications at any time by contacting us or using the unsubscribe option in emails.

10. Children’s Privacy

Our services are provided to patients of all ages. We collect information about minors only with parental or legal guardian consent. By opting into our SMS messaging services, you represent that you are at least 18 years of age.

11. Changes to This Policy

We reserve the right to update this Privacy Policy at any time. Updates will be posted on this page with a revised effective date.

12. Contact Information

Modern Smile Design

Sarasota, Florida

Phone: (941) 231-8121

Email: modernsmiledesign@gmail.com

If you have questions about this policy or your privacy rights, please contact us.