Privacy Practices

NOTICE OF PRIVACY PRACTICES

Effective Date: May 2025

THIS NOTICE DESCRIBES HOW MEDICAL AND DENTAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN ACCESS THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

At Kind Dental Care, we are committed to protecting the privacy and security of your protected health information (“PHI”). This Notice explains how we may use and disclose your health information, your rights regarding your information, and our legal responsibilities under the Health Insurance Portability and Accountability Act (“HIPAA”) and applicable California privacy laws.

WHO WILL FOLLOW THIS NOTICE

This Notice applies to all employees, dentists, hygienists, assistants, contractors, and business associates working with Kind Dental Care.

INFORMATION WE COLLECT

We may collect personal and protected health information including:

• Name, address, phone number, date of birth, and email

• Insurance and payment information

• Dental and medical history

• X-rays, photographs, treatment notes, and records

• Appointment history and communications

• Information submitted through online forms, patient portals, or website contact forms

HOW WE MAY USE AND DISCLOSE YOUR INFORMATION

1. FOR TREATMENT

We may use and disclose your information to provide, coordinate, or manage your dental care and related services. For example, dentists, hygienists, specialists, and laboratory providers involved in your care may access relevant treatment information.

2. FOR PAYMENT

We may use your information to bill and collect payment from you, insurance companies, or third-party payers. This may include eligibility verification, claims submission, and payment processing.

3. FOR HEALTHCARE OPERATIONS

We may use your information for office operations including:

• Quality assessment and improvement

• Staff training and education

• Licensing and accreditation activities

• Business management and administrative services

• Legal and auditing functions

4. APPOINTMENT REMINDERS AND COMMUNICATIONS

We may contact you regarding:

• Appointment reminders

• Treatment follow-ups

• Recall visits

• Billing notifications

• Practice updates

Communications may occur via phone call, voicemail, email, or SMS/text messaging.

5. ONLINE BOOKING, DIGITAL FORMS, AND PATIENT PORTALS

Our website may provide online appointment requests, digital intake forms, secure patient communications, and other electronic services. Information submitted electronically is transmitted through systems designed to protect your privacy and security.

6. SMS/TEXT MESSAGE CONSENT

By providing your mobile phone number, you consent to receive healthcare-related text messages from Kind Dental Care, including appointment reminders and office communications. Message frequency may vary. Standard message and data rates may apply.

You may opt out of text communications at any time by notifying our office.

7. AI-ASSISTED TECHNOLOGY

Kind Dental Care may use secure AI-assisted technologies to support diagnostic imaging analysis, scheduling, communication, workflow automation, and administrative functions. These technologies are intended to assist clinical decision-making and operational efficiency and do not replace professional dental judgment.

8. INDIVIDUALS INVOLVED IN YOUR CARE

Unless you object, we may disclose relevant information to family members, caregivers, or others involved in your care or payment for your care.

9. AS REQUIRED BY LAW

We may disclose your information when required by federal, state, or local law, including public health reporting, law enforcement requests, court orders, or regulatory investigations.

YOUR RIGHTS REGARDING YOUR HEALTH INFORMATION

You have the right to:

• Request access to or copies of your records

• Request corrections to your information

• Request restrictions on certain uses or disclosures

• Request confidential communications

• Receive a list of certain disclosures

• Obtain a paper or electronic copy of this Notice

• File a complaint without fear of retaliation

SECURITY OF YOUR INFORMATION

We maintain administrative, physical, and technical safeguards designed to protect your personal and protected health information in accordance with HIPAA and California privacy regulations.

CHANGES TO THIS NOTICE

We reserve the right to modify this Notice at any time. Updated versions will be posted in our office and on our website.

CONTACT INFORMATION

If you have questions regarding this Notice or wish to exercise your privacy rights, please contact:

Kind Dental Care

1472 Cedarwood Lane, Suite A

Pleasanton, CA 94566

Phone: 925-725-7882

Email: info@kinddentalcareca.com

Website: www.kinddentalcareca.com

COMPLAINTS

If you believe your privacy rights have been violated, you may file a complaint with our office or with the U.S. Department of Health and Human Services. Filing a complaint will not affect your care in any way.

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