Privacy Policy and HIPAA Notice of Privacy Practices

Soult & Swanson Family Dentistry (“we,” “our,” or “us”) values your privacy. This Privacy Policy and Notice of Privacy Practices explain how we collect, use, disclose, and protect your information when you visit our website, contact our office, or receive dental care from our team.

By using our website or providing your information, you agree to the terms of this Privacy Policy.

1. Information We Collect

We collect both personal and non-personal information to provide quality dental care and improve your experience.

A. Personal Information

You may provide personal information when you:

• Submit an appointment or contact form

• Call or visit our office

• Complete patient registration forms

• Request information about services

This may include:

• Name

• Phone number

• Address

• Date of birth

• Dental or medical history (if voluntarily submitted)

• Insurance information

B. Non-Personal Information

We may also collect non-personal information automatically through cookies or analytics tools, such as:

• Browser and device type

• IP address

• Pages visited and time spent on the website

• Referring website

This data helps us improve the website and user experience.

2. How We Use Your Information

We use your information to:

• Schedule and confirm appointments

• Communicate with you about your care

• Provide dental services

• Process insurance claims and billing

• Improve website functionality and services

• Comply with legal obligations

We do not sell your personal information.

3. How We Protect Your Information

We follow strict security and privacy standards, including HIPAA (Health Insurance Portability and Accountability Act) guidelines, to protect your health information.

We use secure, encrypted technologies (SSL), password-protected systems, and limited staff access to ensure your data is handled safely and confidentially.

4. Sharing Your Information

We only share your information when necessary to provide dental care or as required by law, such as:

• With other healthcare providers for treatment coordination

• With dental laboratories or specialists involved in your care

• With insurance providers for billing and claims

• With vendors who provide secure administrative or technical support (under confidentiality agreements)

• When required by law, court order, or public health reporting

5. Cookies and Tracking Technologies

Our website may use cookies or analytics tools (such as Google Analytics) to collect anonymous information about how visitors interact with our site. You can control or disable cookies through your browser settings. Some features may not function properly without them.

6. Email, Phone, and Text Communications

If you contact us via phone, form, or text message, please note that unencrypted methods of communication may not be fully secure.

For any sensitive information, we use secure, HIPAA-compliant communication systems whenever possible.

You may opt out of promotional text or call reminders by contacting our office.

7. Your Rights and Choices

You have the right to:

• Access and review your personal or health information

• Request corrections to inaccurate information

• Request restrictions on how your information is used or shared

• Request confidential communications

• Receive a paper copy of this notice

To make a privacy-related request, please contact our office at:
 (303) 337‐2794

8. Third-Party Links

Our website may include links to external sites (such as dental organizations or payment processors). We are not responsible for their content or privacy practices. Please review each site’s privacy policy before providing personal information.

9. Updates to This Policy

We may update this Privacy Policy from time to time. Changes will be posted here with a new “Effective Date.” Continued use of our website indicates acceptance of the updated terms.

10. Contact Us

If you have any questions or concerns about this Privacy Policy, please contact us at:

Soult & Swanson Family Dentistry
 1444 S Potomac St #100
 Aurora, CO 80012
 (303) 337‐2794

HIPAA Notice of Privacy Practices

This section describes how your health information may be used and disclosed, and how you can access this information. Please review it carefully.

Your Protected Health Information (PHI)

Protected Health Information (PHI) includes any information about your past, present, or future physical or dental health, the care you receive, and payment for that care.
 We are legally required to:

• Maintain the privacy of your PHI

• Provide this notice of our legal duties and privacy practices

• Follow the terms of this notice

How We May Use and Disclose Your PHI

We may use or share your PHI for the following purposes:

• Treatment: To provide, coordinate, or manage your dental care and related services.

• Payment: To bill and collect payment from insurance companies or other payers.

• Healthcare Operations: For office management, quality assessment, staff training, and service improvement.

• Appointment Reminders: To contact you about upcoming appointments or treatment follow-ups.

• Required by Law: To comply with state or federal reporting requirements.

• Public Health and Safety: For reporting communicable diseases, product recalls, or to prevent serious threats to health or safety.

• Health Oversight Activities: For audits, investigations, or licensing reviews.

• Workers’ Compensation: To comply with workers’ compensation laws.

• Law Enforcement: In response to legal requests such as subpoenas or warrants.

Other uses and disclosures will only be made with your written authorization. You may revoke that authorization at any time in writing.

Your Rights Regarding Your Health Information

You have the right to:

• Access and Copy: Request a copy of your dental records.

• Amend: Request corrections to your PHI if you believe it is inaccurate or incomplete.

• Accounting of Disclosures: Request a list of certain disclosures we have made.

• Request Restrictions: Ask us to limit how we use or share your information (though we are not always required to agree).

• Confidential Communications: Request that we contact you in a specific way or at a specific location.

• Receive a Copy: Request a paper or electronic copy of this notice at any time.

All requests must be submitted in writing to our office.

Changes to This Notice

We reserve the right to change this Notice of Privacy Practices at any time. Updated versions will be posted in our office and on our website, and will apply to all health information we maintain.

Questions or Complaints

If you believe your privacy rights have been violated, you may file a complaint with:
 Soult & Swanson Family Dentistry
 1444 S Potomac St #100
 Aurora, CO 80012
 (303) 337‐2794