Privacy Policy

1. Information We Collect

Gentle Dental Guide, operated by Unified Dental Solutions LLC, collects personal information necessary to provide dental care services and communicate with current and prospective patients. The categories of information we may collect include:

• Identifying information: full name, date of birth, home address, email address, and phone number
• Health and medical information: dental and medical history, insurance information, treatment records, and X-rays, as governed by HIPAA
• Payment information: insurance policy details, billing address, and payment method (we do not store full credit card numbers)
• Communications: messages, appointment requests, and inquiries submitted through our website contact form or by phone or email
• Website usage data: IP address, browser type, pages visited, and referring URLs, collected anonymously through analytics tools
• SMS consent records: documentation of your opt-in preferences for text message communications

We only collect information that is reasonably necessary to serve you. We do not collect sensitive personal information beyond what is required for clinical care or regulatory compliance.

2. How We Use Your Information

We use the personal information we collect for the following purposes:

• Scheduling, confirming, and managing your dental appointments
• Providing and coordinating dental care, including coordination with specialists as authorized
• Processing insurance claims and billing for services rendered
• Communicating appointment reminders, treatment follow-up instructions, and health-related notifications
• Responding to inquiries, questions, and feedback submitted through our website or by phone
• Sending promotional communications or practice updates, only to patients who have explicitly opted in
• Improving our website and digital communications based on aggregate, anonymized analytics
• Complying with applicable laws, regulations, and professional licensing requirements

We will not use your personal information for any purpose not described in this Policy without first obtaining your consent.

3. Our Commitment: We Do Not Sell Your Information

This commitment applies to all categories of personal information we collect, including contact details, health information, and communication preferences. We are not in the business of monetizing patient data in any form. We do not participate in data broker programs, and we do not sell patient lists or contact information to advertisers, third-party vendors, or any external commercial entity.

Any service providers we engage (such as practice management software or appointment reminder systems) are bound by contractual obligations that prohibit them from using your data for any purpose other than delivering services on our behalf.

4. SMS & Text Message Communications

Gentle Dental Guide may communicate with you via SMS (text message) for appointment reminders, account notifications, and optional marketing communications, subject to your explicit written consent provided through our website contact form.

Appointment & Account Notifications: If you opt in to general notifications, you may receive text messages regarding appointment confirmations, reminders, and account-related information. Message and data rates may apply. Message frequency varies based on appointment activity. You may opt out at any time by replying STOP to any message, or receive assistance by replying HELP.

Marketing Text Messages: If you separately opt in to marketing communications, you may receive text messages about new services, special offers, and practice updates. Message frequency may vary. Message and data rates may apply. Reply STOP to cancel or HELP for assistance at any time.

You may withdraw your SMS consent at any time without affecting your status as a patient. To update your communication preferences, contact us at smiles@gentledg.com or call 206-984-4969.

5. Information Sharing & Disclosure

We do not disclose your personal information to third parties except in the following limited circumstances:

• Service providers: Companies that assist us in operating our practice — such as appointment scheduling platforms, billing services, and electronic health record systems — are permitted to access data only as necessary to perform their contracted services and are bound by confidentiality agreements.
• Insurance and billing: We share necessary clinical and identifying information with your dental insurance carrier to process claims, as authorized by your insurance consent forms.
• Legal compliance: We may disclose information when required by law, court order, or government regulation, or to protect the safety and rights of our patients and staff.
• Business transfers: In the event of a merger, acquisition, or sale of the practice, patient records may be transferred subject to the same privacy protections described in this Policy and applicable law.
• With your explicit consent: We may share information with other providers, specialists, or third parties when you give us written or verbal authorization to do so.

We never disclose personal information for commercial or advertising purposes without explicit patient consent.

6. Data Security

Gentle Dental Guide implements administrative, technical, and physical safeguards designed to protect your personal information against unauthorized access, alteration, disclosure, or destruction. Our security measures include:

• Encrypted data transmission (SSL/TLS) for all website forms and digital communications
• Role-based access controls that limit staff access to the minimum information needed to perform their duties
• Secure, HIPAA-compliant electronic health record and practice management systems
• Regular security reviews and staff training on data privacy and handling procedures

While we take every reasonable precaution, no method of data transmission or storage is 100% secure. We encourage you to contact us immediately at smiles@gentledg.com if you have any concerns about the security of your information.

7. HIPAA & Protected Health Information

As a dental practice, Gentle Dental Guide is a covered entity under the Health Insurance Portability and Accountability Act (HIPAA). Your protected health information (PHI) — including your dental and medical records, treatment history, and billing information — is handled in accordance with HIPAA Privacy and Security Rules.

Our full HIPAA Notice of Privacy Practices is provided to all patients at their first visit and is available upon request. That document describes in detail your rights regarding your health information, including the right to access, amend, and request restrictions on the use of your PHI.

To submit a HIPAA-related request or concern, please contact our Privacy Officer at smiles@gentledg.com or call 206-984-4969.

8. Your Rights & Choices

Depending on applicable law, you may have the following rights regarding your personal information:

• Right to Access: Request a copy of the personal information we hold about you
• Right to Correction: Request that inaccurate or incomplete information be corrected
• Right to Deletion: Request deletion of personal information, subject to legal and clinical record-retention requirements
• Right to Opt Out: Withdraw consent for marketing communications or SMS messages at any time
• Right to Restrict Processing: Request limitations on how we use your information in certain circumstances

To exercise any of these rights, contact us in writing at 600 Broadway #330, WA 98122, or by email at smiles@gentledg.com. We will respond to verifiable requests within 30 days.

9. Cookies & Website Analytics

Our website uses cookies and similar tracking technologies to analyze website traffic, measure the effectiveness of our online presence, and improve the user experience. This data is aggregated and anonymized — we do not use website analytics to identify individual visitors or combine web data with your patient records without your consent.

You may configure your browser to refuse cookies or to alert you when cookies are being sent. Doing so may affect the functionality of certain features on our website but will not prevent you from accessing our services or booking appointments.

We do not use third-party advertising cookies or behavioral tracking technologies on our website.

10. Children's Privacy

We serve patients of all ages, including minors. Personal information about patients under the age of 18 is collected and managed in accordance with HIPAA and applicable state law. Parents and legal guardians may exercise rights on behalf of their minor children, including the right to access, correct, or request deletion of records, subject to applicable legal and clinical obligations.

Our website is not directed at children under 13 for the purpose of collecting personal data outside of the patient care context.

11. Contact & Policy Updates

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Gentle Dental Guide / Unified Dental Solutions LLC
600 Broadway, Suite 330
WA 98122
Phone: 206-984-4969
Email: smiles@gentledg.com

We reserve the right to update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or business operations. Material changes will be communicated to active patients via email or a notice posted prominently on our website. The "Last Reviewed" date at the top of this page will be updated accordingly. Continued use of our website or services after an update constitutes your acknowledgment of the revised Policy.