1. Introduction

DentalGuard, operated by The Dental Emergency Room, is committed to protecting your privacy and securing your personal health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information in compliance with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable privacy laws.

2. Information We Collect

Personal Information:

• Name, date of birth, contact information (email, phone, address)
• Account credentials and login information
• Payment information (processed securely through PCI DSS-compliant systems)

Protected Health Information (PHI):

• Medical history and dental health information
• Symptoms, diagnoses, and treatment information
• Prescription information and pharmacy preferences
• Clinical notes and consultation records
• Images and videos from consultations

Technical Information:

• Device information, IP address, browser type
• Usage data and platform interaction logs

3. How We Use Your Information

We use your information to:

• Provide emergency dental teleconsultation services
• Process payments and maintain billing records
• Transmit prescriptions to your selected pharmacy
• Maintain comprehensive medical records
• Communicate with you about your care and appointments
• Improve our services and ensure quality care
• Comply with legal and regulatory requirements

4. HIPAA Compliance

DentalGuard is fully HIPAA-compliant. We implement administrative, physical, and technical safeguards to protect your Protected Health Information (PHI):

• Encryption: All data transmissions use end-to-end encryption
• Secure Storage: PHI is stored in encrypted, HIPAA-compliant databases
• Access Controls: Only authorized healthcare providers and staff can access your PHI
• Audit Trails: We maintain logs of all PHI access and modifications
• Business Associate Agreements: All vendors with PHI access sign HIPAA-compliant BAAs

5. Information Sharing and Disclosure

We may share your information only in the following circumstances:

• Treatment: With healthcare providers involved in your care
• Pharmacy Services: Electronic transmission of prescriptions to your selected pharmacy
• Payment Processing: With payment processors to complete transactions (no PHI shared)
• Legal Requirements: When required by law, court order, or regulatory authorities
• Your Consent: With your explicit written authorization

We do NOT sell, rent, or share your personal or health information for marketing purposes.

6. Your Privacy Rights

Under HIPAA, you have the right to:

• Access: Request copies of your medical records
• Amendment: Request corrections to your health information
• Accounting: Receive a list of disclosures of your PHI
• Restriction: Request limitations on how we use or disclose your PHI
• Confidential Communications: Request communications through specific methods or locations
• Breach Notification: Be notified of any breach of your unsecured PHI

To exercise these rights, contact us at info@dental-er.us or (612) 800-8008.

7. Data Security

We implement industry-standard security measures to protect your information:

• End-to-end encryption for all video consultations
• Encrypted data storage and transmission
• Multi-factor authentication for account access
• Regular security audits and risk assessments
• Secure, HIPAA-compliant cloud infrastructure
• Employee training on privacy and security protocols

8. Data Retention

We retain your medical records for the period required by Minnesota law (typically 7-10 years from the date of last service) and as necessary to comply with legal obligations. Payment records are retained according to applicable financial regulations.

9. Third-Party Services

DentalGuard uses third-party services that have signed Business Associate Agreements (BAAs) and comply with HIPAA requirements:

• Video Conferencing: HIPAA-compliant video platform for consultations
• Payment Processing: PCI DSS-compliant payment processors
• E-Prescribing: Secure pharmacy network for prescription transmission
• Cloud Storage: HIPAA-compliant data storage providers

10. Cookies and Tracking

We use cookies and similar technologies to improve user experience, maintain sessions, and analyze platform usage. You can control cookie preferences through your browser settings. We do not use tracking technologies for advertising purposes.

11. Children's Privacy

DentalGuard services are not intended for individuals under 18 without parental or guardian consent. We do not knowingly collect information from minors without appropriate consent.

12. Breach Notification

In the event of a breach of unsecured PHI, we will notify affected individuals within 60 days as required by HIPAA. We maintain incident response protocols and work with regulatory authorities to address any security incidents.

13. Changes to Privacy Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. Material changes will be communicated through email or platform notifications. The effective date at the top of this policy indicates the last update.

14. Contact Information

For questions about this Privacy Policy or to exercise your privacy rights, contact:

Privacy Officer
The Dental Emergency Room
6545 France Avenue South #681
Edina, MN 55435
Email: info@dental-er.us
Phone: (612) 800-8008
Fax: (612) 353-4246

15. Complaints

If you believe your privacy rights have been violated, you may file a complaint with:

• DentalGuard Privacy Officer at the contact information above
• U.S. Department of Health and Human Services Office for Civil Rights

You will not be retaliated against for filing a complaint.