Privacy Policy
Your privacy matters to us. Albert Dental is committed to protecting the personal and health information you share with us. This Privacy Policy explains what data we collect, how we use it, and your rights as a patient and website visitor. Please read it carefully.
1 Who We Are
Albert Dental (“we,” “us,” or “our”) is a dental practice with two locations serving the Greater Kansas City area:
- Overland Park: 11504 W 135th St, Overland Park, KS 66221 — (913) 948-9488
- Olathe: 11995 S Black Bob Rd, Olathe, KS 66062 — (913) 247-1315
This Privacy Policy applies to our website at albertdental.com and all associated subdomains, as well as information collected in connection with your care at either of our offices. By using our website or services, you agree to the terms of this Privacy Policy.
2 Information We Collect
Information You Provide Directly
When you contact us, request an appointment, or fill out forms on our website, we may collect:
- Full name, date of birth, and contact information (phone, email, address)
- Dental and medical history, insurance information, and treatment preferences
- Payment and billing information
- Communications you send us via email, phone, or web forms
- Information submitted through our appointment request form
Information Collected Automatically
When you visit our website, we automatically collect certain technical information, including:
- IP address, browser type, and operating system
- Pages visited, time spent on pages, and referring URLs
- Device identifiers and general geographic location (city/region level)
- Cookie and tracking data (see Section 6)
Information from Third Parties
We may receive information about you from third parties such as your insurance provider, referring healthcare providers, or dental benefit plans in connection with your treatment.
3 How We Use Your Information
We use the information we collect for the following purposes:
- To schedule, confirm, and manage your dental appointments
- To provide, coordinate, and improve your dental care
- To process payments and submit claims to insurance providers
- To send appointment reminders, treatment follow-ups, and care instructions
- To respond to your inquiries and customer service requests
- To improve our website, services, and patient experience
- To comply with applicable legal and regulatory obligations
- To send practice updates, promotions, or newsletters (where you have opted in)
- To analyze website traffic and optimize our digital marketing
Marketing communications: You may opt out of promotional emails at any time by clicking “unsubscribe” in any email or by contacting us directly. Opting out of marketing does not affect transactional communications related to your care.
SMS & Text Message Communications
By providing your mobile phone number, you consent to receive appointment reminders, confirmations, and care-related text messages from Albert Dental. Message and data rates may apply. Message frequency varies. Reply STOP to opt out of text messages at any time. Reply HELP for assistance. Opting out of SMS does not affect your ability to receive care or other communications from us.
4 HIPAA & Protected Health Information
As a dental practice, we are a covered entity under the Health Insurance Portability and Accountability Act (HIPAA). Your dental and health records are Protected Health Information (PHI) and are governed by HIPAA in addition to this Privacy Policy.
Our full HIPAA Notice of Privacy Practices is available at our offices and upon request. It describes in detail how your PHI may be used and disclosed for treatment, payment, and healthcare operations, and outlines your rights with respect to your health information.
Important: If you believe your HIPAA rights have been violated, you have the right to file a complaint with us or with the U.S. Department of Health and Human Services (HHS) Office for Civil Rights at hhs.gov/ocr. We will not retaliate against you for filing a complaint.
How We Protect Your PHI
- PHI is stored in HIPAA-compliant practice management systems
- Access to PHI is restricted to authorized personnel on a need-to-know basis
- All staff receive regular HIPAA training
- We use encryption for electronic transmission of PHI
- We maintain a Business Associate Agreement (BAA) with any third-party vendor that handles PHI
5 How We Share Your Information
We do not sell, rent, or trade your personal information to third parties. We may share your information in the following limited circumstances:
Healthcare Operations
- With dental specialists, labs, or other providers involved in your treatment
- With your dental insurance company or benefits administrator for billing purposes
- With our dental software, scheduling, and practice management vendors under HIPAA-compliant agreements
Service Providers
- With trusted vendors who assist us in operating our website and communications (e.g., email, hosting, analytics) under appropriate data processing agreements
- These vendors are contractually prohibited from using your data for any purpose other than providing services to us
Legal Requirements
- When required by law, court order, or government regulation
- To protect the rights, property, or safety of Albert Dental, our patients, or others
- In connection with a merger, acquisition, or sale of all or a portion of our business (you will be notified of any such change)
With Your Consent
We may share your information with third parties when you have given us explicit permission to do so.
6 Cookies & Tracking Technologies
Our website uses cookies and similar tracking technologies to enhance your browsing experience and analyze site usage.
Types of Cookies We Use
- Essential cookies: Required for the website to function (e.g., session management, form security). Cannot be disabled.
- Analytics cookies: Help us understand how visitors use our site (e.g., Google Analytics). Data is aggregated and anonymized.
- Marketing cookies: Used to measure the effectiveness of advertising campaigns (e.g., Google Ads conversion tracking).
Your Cookie Choices
You may disable non-essential cookies through your browser settings at any time. Note that disabling certain cookies may affect the functionality of our website. Most browsers allow you to:
- View what cookies are stored and delete them individually
- Block third-party cookies
- Block all cookies from specific sites
For Google Analytics opt-out, you may use the Google Analytics Opt-out Browser Add-on.
7 Third-Party Links & Services
Our website may contain links to third-party websites such as Google Maps, insurance portals, or patient review platforms. These third-party sites have their own privacy policies, and we are not responsible for their content or practices. We encourage you to review the privacy policy of any third-party site you visit.
Our website may use the following third-party services:
- Google Analytics — website traffic analysis
- Google Ads — advertising and conversion tracking
- Google Maps — location and directions
- WP Engine — website hosting
- Brevo / WP Mail SMTP — appointment confirmation emails
8 Data Security
We take data security seriously and implement a combination of technical, administrative, and physical safeguards to protect your personal information, including:
- SSL/TLS encryption on all web traffic (HTTPS)
- Password-protected and access-controlled internal systems
- HIPAA-compliant storage for all protected health information
- Regular security assessments of our technology platforms
- Staff training on data security and privacy best practices
No method of transmission over the internet is 100% secure. While we use commercially reasonable means to protect your information, we cannot guarantee absolute security. In the event of a data breach affecting your rights, we will notify you as required by applicable law.
9 Data Retention
We retain your personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.
- Dental records (PHI): Retained for a minimum of 10 years from the date of last service, or as required by Kansas state law, whichever is longer
- Minor patient records: Retained until the patient reaches age 21, or 10 years from the date of last service, whichever is longer
- Website and analytics data: Retained for up to 26 months
- Marketing communications data: Retained until you opt out or request deletion
10 Children’s Privacy
We provide dental care to patients of all ages, including children. For patients under the age of 18, a parent or legal guardian must provide consent for treatment and is responsible for providing accurate information on the child’s behalf.
Our website is not directed to children under 13, and we do not knowingly collect personal information from children under 13 through our website without verified parental consent. If you believe we have inadvertently collected such information, please contact us immediately and we will delete it.
11 Your Rights & Choices
Depending on your location and applicable law, you may have the following rights regarding your personal information:
- Access: Request a copy of the personal information we hold about you
- Correction: Request correction of inaccurate or incomplete information
- Deletion: Request deletion of your personal information, subject to legal and HIPAA retention requirements
- Restriction: Request that we limit how we use your information
- Portability: Request your data in a portable format where technically feasible
- Opt-out of marketing: Unsubscribe from promotional communications at any time
- HIPAA rights: As a patient, you have additional rights under HIPAA including the right to access, amend, and receive an accounting of disclosures of your PHI
To exercise any of these rights, please contact us using the information in Section 13. We will respond to all verified requests within 30 days. We may need to verify your identity before fulfilling your request.
12 Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will update the “Last Updated” date at the top of this page.
We encourage you to review this page periodically. Your continued use of our website or services after any changes constitutes your acceptance of the updated Privacy Policy.
If we make changes that materially affect your rights, we will provide prominent notice on our website or notify you directly where required by law.
13 Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us through any of the following:
Albert Dental — Privacy Inquiries
We typically respond within 2 business days.