Privacy Policy

Welcome to Mint To Be Family Dentistry (“Mint To Be Family Dentistry,” “Mint To Be LLC,” “we,” “our,” or “us”). We are committed to protecting the privacy, confidentiality, and security of our patients’ and website visitors’ personal information.

This Privacy Policy explains how we collect, use, disclose, and safeguard information obtained through:

• Our website

• Appointment requests

• Patient communications

• SMS/text messaging

• Email communications

• Patient forms

• Telephone communications

• Online scheduling systems

• Third-party payment or financing systems

• In-person interactions at our office

This Privacy Policy is intended to comply with applicable federal and Ohio laws and regulations, including but not limited to:

• The Health Insurance Portability and Accountability Act of 1996 (HIPAA)

• The Health Information Technology for Economic and Clinical Health Act (HITECH)

• The Telephone Consumer Protection Act (TCPA)

• CAN-SPAM Act

• Federal Trade Commission (FTC) consumer protection requirements

• Applicable Ohio privacy and healthcare regulations

Contact Information

Mint To Be Family Dentistry

2794 SOM Center Rd. Suite 7
Willoughby Hills, OH 44094
United States

Phone: (440) 290-1933
Website: https://www.minttobefamilydentistry.com

For privacy-related questions, concerns, requests, or HIPAA inquiries, please contact our office directly.

We may collect the following categories of information:

Personal Information:

• Name

• Address

• Telephone number

• Email address

• Date of birth

• Emergency contact information

• Insurance information

• Payment information

• Driver’s license or identification information when legally required

Protected Health Information (PHI)

As a dental healthcare provider, we collect and maintain Protected Health Information (“PHI”) including:

• Dental and medical history

• Radiographs and photographs

• Clinical notes

• Treatment plans

• Diagnoses

• Medications

• Allergies

• Surgical and procedural information

• Billing and insurance records

Website & Technical Information

When you visit our website, we may automatically collect:

• IP address

• Browser type

• Device type

• Operating system

• Website usage data

• Cookies and analytics information

• Referring website information

Communication Information

We may collect information related to:

• Appointment requests

• SMS/text communications

• Emails

• Contact forms

• Online chat interactions

• Voicemail messages

• Telephone calls

How We Use Information

We may use collected information for purposes including:

• Providing dental treatment and healthcare services

• Scheduling appointments

• Sending appointment reminders

• Communicating regarding treatment

• Processing payments and insurance claims

• Improving patient care and customer service

• Maintaining patient records

• Responding to inquiries

• Operating and improving our website

• Internal business operations

• Compliance with legal and regulatory obligations

• Fraud prevention and security

• Marketing communications where legally permitted

HIPAA Notice of Privacy Practices

Our Responsibilities

Mint To Be Family Dentistry is required by law to:

• Maintain the privacy and security of your Protected Health Information (PHI)

• Provide you with notice of our legal duties and privacy practices

• Follow the duties and privacy practices described in this notice

• Notify affected individuals following a breach of unsecured PHI when required by law

Your HIPAA Rights

Under HIPAA, patients have important rights regarding their health information.

You Have the Right To:

Access Your Records

You may request copies of your dental and billing records.

Request Corrections

You may request corrections to your health information if you believe information is inaccurate or incomplete.

Request Confidential Communications

You may request that we contact you in a specific way (for example, only by phone, email, or mail).

Request Restrictions

You may request limits on how we use or disclose your information.

Obtain an Accounting of Disclosures

You may request a list of certain disclosures of your PHI.

Receive a Paper Copy of This Notice

You may request a paper copy of this Privacy Policy and HIPAA Notice at any time.

Designate Authorized Representatives

You may authorize individuals to receive information regarding your care as permitted by law.

How We May Use and Disclose PHI

We may use or disclose PHI without separate authorization for purposes including:

• Treatment

• To coordinate and provide dental or medical treatment.

• Payment

• To obtain payment from insurance companies or other responsible parties.

• Healthcare Operations

• For quality assessment, training, licensing, business management, and operational purposes.

Appointment Reminders

We may contact you regarding appointments, treatment follow-ups, recalls, or healthcare-related benefits.

Individuals Involved in Care

We may share relevant information with family members or caregivers involved in your care when permitted by law.

Public Health & Legal Requirements

We may disclose information when required by law, including:

• Public health reporting

• Court orders

• Law enforcement requests

• Abuse or neglect reporting

• Regulatory compliance

Business Associates

We may share information with HIPAA-compliant business associates who assist in operating our practice.

SMS/Text Messaging Privacy & Terms

Mint To Be Family Dentistry may communicate with patients via SMS/text messaging for:

• Appointment reminders

• Scheduling communications

• Customer care communications

• Post-operative instructions

• Treatment coordination

• Billing notifications

• Two-way patient communication

Consent to Receive Text Messages

By voluntarily providing your mobile phone number and opting in, you consent to receive SMS/text messages from Mint To Be Family Dentistry.

Consent to receive text messages is not a condition of purchasing services.

Message frequency may vary.

Message and data rates may apply.

Reply STOP to unsubscribe. Reply HELP for assistance.

SMS Consent Disclosure

If you consent to receive SMS from Mint To Be Family Dentistry, you agree to receive conversational, customer care, appointment reminder, and informational SMS messages from us.

Reply STOP to unsubscribe. Reply HELP for help. Message and data rates may apply. Messaging frequency may vary.

SMS Privacy Statement

No mobile opt-in information, SMS consent data, or text messaging consent will be shared with third parties or affiliates for marketing or promotional purposes.

Information may be disclosed to subcontractors or service providers solely for the purpose of supporting messaging and communication services.

Website Forms & Texting Consent Language

Where applicable on our website forms, patients may see consent language similar to the following:

“By submitting this form and signing up for texts, you consent to receive appointment reminders, customer care messages, scheduling communications, and informational text messages from Mint To Be Family Dentistry at the number provided, including messages sent by autodialer. Consent is not a condition of purchase. Message and data rates may apply. Message frequency varies. Reply STOP to unsubscribe or HELP for assistance.”

Cookies & Analytics

Our website may use cookies, analytics tools, and similar technologies to:

• Improve website functionality

• Analyze website traffic

• Understand visitor behavior

• Improve user experience

• Maintain website security

You may disable cookies through your browser settings, though some website functionality may be affected.

Third-Party Services

We may utilize third-party vendors or service providers including:

• Website hosting providers

• Payment processors

• Appointment scheduling platforms

• Practice management software

• Analytics providers

• SMS communication providers

• Insurance clearinghouses

These providers may have access to information only as necessary to perform services on our behalf and are expected to maintain appropriate safeguards.

Data Security

We implement reasonable administrative, technical, and physical safeguards to protect personal information and PHI.

However, no method of electronic transmission or storage can be guaranteed to be completely secure.

Patients are encouraged to avoid transmitting sensitive medical information through unsecured email unless necessary.

Data Retention

We retain records and information in accordance with:

• HIPAA requirements

• Ohio record retention laws

• Insurance requirements

• Professional licensing requirements

• Business and operational needs

Children’s Privacy

Our services may involve treatment of minors.

Information regarding minors is collected only with authorization from a parent or legal guardian as required by law.

External Links

Our website may contain links to third-party websites.

We are not responsible for the privacy practices or content of third-party websites.

Changes to This Privacy Policy

We reserve the right to modify this Privacy Policy and HIPAA Notice at any time.

Updated versions will be posted on our website with a revised effective date.

Website Terms & Conditions

Acceptance of Terms

By accessing or using the Mint To Be Family Dentistry website, you agree to these Terms & Conditions.

If you do not agree, please discontinue use of the website.

No Medical Advice

Content provided on this website is for informational and educational purposes only.

Website content does not constitute medical, dental, or healthcare advice and should not replace professional evaluation, diagnosis, or treatment.

Patients experiencing a medical emergency should call 911.

Patients experiencing a dental emergency should contact our office directly.

No Doctor-Patient Relationship

Use of this website, submission of forms, emails, text messages, or other communications does not establish a doctor-patient relationship unless and until you become an accepted patient of the practice.

Appointment Requests

Submitting an appointment request does not guarantee a scheduled appointment.

Appointments are subject to confirmation by our office.

Insurance Disclaimer

Insurance information provided on the website is informational only and may change.

Coverage, benefits, estimates, and pre-authorizations are not guarantees of payment.

Patients remain financially responsible for services rendered regardless of insurance determinations.

Intellectual Property

All website content, including but not limited to:

• Logos

• Branding

• Images

• Graphics

• Text

• Videos

• Educational materials

• Website design

are the property of Mint To Be Family Dentistry unless otherwise noted.

Unauthorized reproduction or use is prohibited.

User Conduct

Users agree not to:

• Use the website unlawfully

• Attempt unauthorized access to systems

• Submit false or misleading information

• Interfere with website functionality

• Upload malicious software or harmful code

Limitation of Liability

To the fullest extent permitted by law, Mint To Be Family Dentistry shall not be liable for:

• Damages arising from website use

• Website interruptions

• Technical errors

• Reliance on website information

• Unauthorized access to user data

Indemnification

Users agree to indemnify and hold harmless Mint To Be Family Dentistry, its owners, employees, contractors, and affiliates from claims arising from misuse of the website or violation of these Terms.

Governing Law

These Terms & Conditions shall be governed by the laws of the State of Ohio and applicable federal laws.

Any disputes shall be resolved in courts located within the State of Ohio.

Accessibility

Mint To Be Family Dentistry strives to maintain a website accessible to individuals with disabilities.

If you encounter accessibility barriers, please contact our office.

Contact Information

For questions regarding this Privacy Policy, HIPAA Notice, or Terms & Conditions, please contact:

Mint To Be Family Dentistry

2794 SOM Center Rd., Suite 7
Willoughby Hills, OH 44094

Phone: (440) 944-7745
Website: https://www.minttobefamilydentistry.com