2. Collection of Personal Information

2.1 Information You Provide Voluntarily

• Personal and contact information: Name, mailing address, phone number, and email address
• Patient information: Date of birth, gender, and patient identification details
• Dental and medical information: Dental history, medical history, medications, allergies, and health conditions
• Insurance information: Provider, policy numbers, group numbers, and subscriber details
• Referral information: Referring dentist name, practice information, and treatment notes
• Appointment and treatment information: Appointment requests, treatment plans, and procedure details
• Payment and billing information: Billing address, payment method details, and transaction records
• Communication preferences: How and when you prefer to be contacted regarding appointments, treatment, and follow-ups.

This information is collected through:

• Patient intake and consent forms.
• Referral forms from dental professionals.
• Appointment scheduling and consultation requests.
• In-person, phone, and email communications.
• Contact forms submitted through our website.

2.2 Information Collected Automatically

• Browser and device information – browser type, operating system, and device type
• Usage data – pages visited, time spent on the website, links clicked, and referral sources
• Internet Protocol (IP) address – used for security, analytics, and general location information
• Cookies and tracking technologies – used to enhance website functionality, improve user experience, and analyze website performance

3. Purpose of Data Collection

HTX Endodontics collects, uses, and discloses personal information for purposes that are reasonable and necessary in connection with the provision of endodontic and related healthcare services and the operation of our practice. Personal information is collected for the following purposes:

• To assess, diagnose, treat, and provide ongoing dental and endodontic care to patients.
• To establish, maintain, and manage patient records in accordance with applicable professional, ethical, and legal requirements.
• To schedule, confirm, and manage appointments and communicate with patients regarding care and treatment.
• To process billing, payments, and insurance claims, and to verify insurance eligibility and coverage.
• To communicate and coordinate care with referring dentists, healthcare providers, laboratories, and insurers, as permitted or required by law.
• To comply with applicable laws, regulations, and professional obligations, including record retention, reporting, and privacy requirements.
• To administer, secure, and improve our website, systems, and services, including monitoring usage and ensuring system integrity.
• To protect against error, fraud, unauthorized access, and other unlawful activity.

Personal information is collected and used only to the extent necessary to fulfill the identified purposes or as otherwise permitted or required by applicable law. Where required, consent will be obtained, and personal information will be retained only for as long as necessary to meet legal, regulatory, and professional obligations.

4. Data Security Measures

HTX Endodontics implements reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, disclosure, alteration, misuse, or loss. These measures are intended to comply with applicable privacy, healthcare, and data protection laws and professional standards.

Security measures include, but are not limited to:

• Administrative safeguards – Policies and procedures governing the collection, use, disclosure, retention, and disposal of personal information; staff training on privacy and confidentiality obligations; and access controls based on job responsibilities.
• Technical safeguards – Secure information systems, password-protected accounts, encryption where appropriate, firewall and antivirus protections, and restricted access to electronic patient records.
• Physical safeguards – Controlled access to office premises, secure storage of paper records, and monitored or restricted access to areas where personal information is stored.
• Access limitations – Personal information is accessible only to authorized personnel and service providers who require such access to perform their duties.
• Third-party safeguards – Service providers with access to personal information are required to implement appropriate security measures and confidentiality obligations.

Despite these safeguards, no method of transmission over the internet or method of electronic storage is completely secure. While HTX Endodontics strives to protect personal information, we cannot guarantee absolute security and disclaim liability for unauthorized access beyond our reasonable control, except as required by law.

5. Google Analytics and Third-Party Tracking

5.1 Google Analytics

HTX Endodontics uses Google Analytics to collect information about how visitors use our website. This information helps us understand website traffic, improve functionality, and enhance the user experience. Google Analytics may collect:

• Demographic information such as age range, gender, and general interests (as provided by Google’s audience data).
• Website interaction data, including pages visited, time spent on pages, and navigation patterns.
• Device and browser information.

Google Analytics data is used solely for website analytics and performance monitoring and is not linked to patient records, dental information, or protected health information.

5.2 Opting Out of Analytics

You can:

• Opt out of Google Analytics by installing the Google Analytics Opt-Out Browser Add-on: https://tools.google.com/dlpage/gaoptout.
• Disable cookies in your browser settings (see Section 7)
• Adjust Google Ads preferences at: https://adssettings.google.com.

6. Disclosure of Information

6.1 When We May Disclose Information

HTX Endodontics does not sell or rent personal information. We may disclose personal information only in the following circumstances:

With Your Consent:

• Sharing information with referring dentists, specialists, laboratories, or healthcare providers involved in your care.
• Submitting information to dental or medical insurance providers for coverage verification, billing, and claims processing.
• Communicating treatment-related information as authorized by you.

Legal and Regulatory Compliance

• When required by applicable laws, regulations, court orders, subpoenas, or warrants.
• To comply with healthcare, licensing, record-keeping, and privacy obligations.
• To respond to lawful requests from governmental or regulatory authorities.
• To protect the rights, safety, and security of our patients, staff, and practice.

Service Providers

We may engage third-party service providers, such as IT support companies, practice management software providers, billing services, cloud storage vendors, and website hosting providers. These service providers are contractually required to:

• Maintain the confidentiality of personal information.
• Implement appropriate privacy and security safeguards.
• Use personal information only for the purposes of providing services to HTX Endodontics.

Business Transitions

In the event of a merger, acquisition, reorganization, or sale of all or part of our practice, personal information may be transferred as part of that transaction, subject to applicable privacy laws and notice requirements.

6.2 What We Will Not Do

HTX Endodontics will never:

• Sell personal or health information to marketers or advertisers.
• Use patient information for purposes unrelated to dental care, practice operations, or legal obligations.
• Disclose protected health information except as permitted or required by law.

7. Security and Data Protection

7.1 Security Measures

HTX Endodontics employs reasonable and appropriate safeguards to protect personal information, including:

• Encryption – Secure transmission of data using SSL/TLS protocols where applicable.
• Secure systems – Password-protected systems and secure servers for electronic records
• Access controls – Limited access to personal information on a need-to-know basis
• Physical security – Secure facilities and locked storage for paper records
• Staff training – Ongoing training on privacy, confidentiality, and data protection.
• Periodic reviews – Regular assessment of security practices and systems.

7.2 Limitations

While we take reasonable steps to protect personal information, no method of transmission or storage is completely secure. HTX Endodontics cannot guarantee absolute security and is not responsible for unauthorized access beyond our reasonable control, except as required by law.

7.3 Data Retention

HTX Endodontics retains personal information:

• For the duration of the patient relationship.
• After treatment concludes, for the period required by applicable laws, professional standards, and regulatory requirements.

When retention periods expire, personal information is securely destroyed or permanently anonymized. Patients may request access to or correction of their information, subject to legal retention obligations.

8. Your Privacy Rights

8.1 Access to Your Information

Subject to applicable laws and professional obligations, you have the right to:

• Request access to the personal information and protected health information we maintain about you.
• Review and verify the accuracy of your personal information.
• Request corrections or updates to inaccurate or incomplete information.
• Request deletion or restriction of certain personal information, subject to legal, regulatory, and professional record-retention requirements.
• Withdraw consent for non-essential communications or secondary uses of your information, where permitted by law.

8.2 How to Exercise Your Rights

To exercise your privacy rights, you may contact HTX Endodontics using the contact information provided on our website or through our office. Requests will be reviewed and responded to within the timeframes required by applicable privacy laws. If additional time is required, you will be notified accordingly.

8.3 Opting Out of Marketing Communications

HTX Endodontics may send non-essential marketing or promotional communications via email only. We do not use SMS text messaging for marketing or promotional purposes.

• Clicking the “Unsubscribe” link included in marketing emails.
• Contacting our office directly to request removal from marketing emails.

Opting out of marketing communications will not affect your receipt of essential communications related to appointments, treatment, billing, account notifications, or legal obligations, which may be sent via SMS, email, or phone as permitted by law.

9. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, you may contact HTX Endodontics using the contact details provided on our website or by contacting our office directly. We are committed to addressing privacy-related inquiries in a timely and professional manner and will respond within the timeframes required by applicable law.

9.1 SMS and Text Messaging

Text Message Communications: If you have opted in to receive text messages or SMS communications from HTX Endodontics:

• Message frequency may vary based on appointment scheduling, treatment updates, or practice-related notifications.
• Messages may include appointment reminders, confirmations, follow-ups, and other service-related communications.
• By providing your mobile number, you expressly consent to receive SMS communications from HTX Endodontics.
• Standard message and data rates may apply based on your mobile carrier.

Mobile Opt-In, SMS consent, and phone numbers collected for SMS communication purposes will not be shared, sold, or disclosed to third parties or affiliates for marketing or promotional purposes.

9.2 Opting Out of Text Messages

You may opt out of SMS communications at any time by:

• Replying STOP to any text message.
• Contact our office directly to request removal from SMS communications.

Opting out of SMS messages will not affect your ability to receive dental care or other essential communications through alternative methods.

9.3 Children’s Privacy

HTX Endodontics does not knowingly collect personal information directly from children without the consent of a parent or legal guardian. Information relating to minor patients is collected solely for the purpose of providing dental and endodontic care and is handled in accordance with applicable healthcare and privacy laws.

We implement additional safeguards to protect children’s personal and health information, including:

• Restricted access to authorized personnel only.
• Enhanced security measures for electronic records.
• Staff training on confidentiality and pediatric data protection.

Parents or legal guardians have the right to access, review, request corrections to, or request deletion of their child’s personal information, subject to legal, regulatory, and professional record-retention requirements.

10. Contact Us

For questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:
HTX Endodontics
Address (Location 1): 2000 W Loop S #2020, Houston, TX 77027. United States
Address (Location 2): 11451 Katy Fwy #515, Houston, TX 77079, United States
Phone: +1 (713) 589-3083
Email: dr.m@htxendo.com
Website: www.htxendo.com