Privacy Policy

We value your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, and safeguard your information when you interact with us in person, online, or through SMS messaging services.

1. Information We Collect

We may collect the following types of information when providing dental services and operating our practice:

• Contact Information: Name, phone number, email address, and mailing address.
• Health & Insurance Information: Medical history, treatment records, x-rays, prescriptions, insurance details, and billing information (protected health information, or “PHI” under HIPAA).
• Payment Information: Payment card and account details (processed securely through PCI-compliant vendors).
• Usage Data: Information about interactions with our website, patient portal, or SMS services, including IP address, device identifiers, cookies, and log data.

2. How We Use Your Information

We use your information only as permitted by law to:

• Schedule and manage appointments.
• Provide diagnosis, treatment, and care coordination.
• Send appointment reminders, treatment follow-ups, and important updates (including via SMS).
• Submit insurance claims and process payments.
• Comply with HIPAA, Illinois dental practice requirements, and other applicable laws.
• Conduct quality improvement and practice operations.
• Communicate with you about your care or practice-related updates (marketing communications are only sent with your consent, as required by Illinois and federal law).

3. SMS Messaging Privacy

If you opt in to SMS communications, we use your mobile number to:

• Send appointment reminders, confirmations, and follow-up instructions.
• Provide important operational or billing notifications.

We will never sell or share your mobile number for marketing purposes. You may opt out at any time by replying STOP to a message.

4. Sharing Your Information

We share your information only as permitted by HIPAA and Illinois law:

• With Service Providers: Third-party vendors (e.g., scheduling, billing, EHR platforms) under contractual obligations to protect your data.
• With Insurers: For claims processing and eligibility verification.
• With Referring or Treating Providers: As necessary for your care.
• Legal Requirements: When required by subpoenas, court orders, or law.
• Business Transfers: In connection with a merger, acquisition, or sale.

We do not sell your PHI or personal information.

5. Your Rights

You have rights under HIPAA, Illinois law, and applicable state privacy laws:

• Access: You may request a copy of your medical or personal information.
• Amendment: You may request corrections to your records.
• Restrictions: You may request limits on how we use or disclose your information.
• Confidential Communications: You may request communications through alternative means (e.g., home vs. work phone).
• Accounting of Disclosures: You may request a list of certain disclosures we have made of your PHI.
• Deletion (where permitted by law): You may request deletion of personal (non-PHI) data, subject to record retention laws.
• Opt-Out: You may opt out of marketing communications.

Requests can be submitted in writing to the contact information below.

6. Data Security

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

• Secure servers, firewalls, and encryption of data in transit and at rest.
• Access controls ensuring only authorized staff handle PHI.
• Employee training on HIPAA and Illinois privacy requirements.
• Regular monitoring for unauthorized access or misuse.

7. Website and Online Data

When you use our website or patient portal, we may collect:

• Cookies and Log Files: To understand usage and improve services.
• Google reCAPTCHA: Used for security purposes; see Google’s Privacy Policy.

You can adjust cookie settings in your browser.

8. Retention of Information

We retain patient records for at least 10 years from the date of the last treatment (as required under Illinois law) or longer if required by federal or insurer requirements. Non-medical data is retained only as long as necessary for operational or legal purposes.

9. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Updates will be posted on our website and, where significant, communicated via email or SMS. Continued use of our services after updates indicates acceptance of the revised policy.

10. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact:

Bite Club
1908 N Western Ave
Chicago, IL 60647
312.602.0036
smile@biteclubchi.com

You may also file a complaint with the U.S. Department of Health and Human Services (HHS) Office for Civil Rights or the Illinois Department of Financial and Professional Regulation. We will not retaliate against you for filing a complaint.