Privacy Policy

This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit or use pebblekidsdentist.com and our online services, including online scheduling and online payments. By using our site or providing information to us, you agree to this Policy.

1) Who We Are

Pebble Pediatric Dentistry is a pediatric dental practice located at 915 N. East Lafayette Ave., McMinnville, OR 97128.

2) Information We Collect

A. Information You Provide

• Contact details (name, email, phone, mailing address).
• Patient and guardian details (patient name, date of birth/age, relationship to patient).
• Insurance information (payer name, member ID, group number, policyholder info).
• Scheduling details (requested dates/times, appointment type, messages).
• Medical/dental history and other health information you choose to share via forms or secure intake.
• Payment information (we use PCI-DSS compliant processors; we do not store full card numbers on our servers).
• Form submissions, including incomplete or “orphan” forms.

B. Information Collected Automatically

• IP address and approximate geolocation (based on IP or device settings).
• Browser, device, operating system, screen resolution, language, and referring URLs.
• Pages viewed, time on page, links clicked, errors, and diagnostic data.
• Interactions with embedded tools (e.g., scheduling, payments, contact forms).
• Cookies, web beacons, local storage, and similar technologies (see “Cookies & Tracking”).

C. Information From Third Parties

• Scheduling platforms (appointment requests, confirmations, reminders).
• Payment processors (transaction confirmations, limited payment metadata).
• Practice management/insurance systems (eligibility, benefits, claim-related data).

3) HIPAA & PHI

Some information we collect is Protected Health Information (PHI) and is governed by HIPAA. Our use and disclosure of PHI is described in the HIPAA Notice of Privacy Practices below. Where HIPAA applies, it controls over this website Privacy Policy.

4) How We Use Information

• Provide services: schedule, confirm, and manage appointments; process payments; coordinate care.
• Contact you: we may contact you regarding any information you submit (including incomplete forms) whether or not you ultimately book an appointment.
• Communications: confirmations, reminders, follow-ups, administrative messages, educational and promotional emails/SMS (you may opt out of marketing at any time).
• Operations & improvement: site analytics, security, quality assurance, debugging, and feature development.
• Compliance & safety: legal obligations, fraud prevention, and protection of rights, safety, and property.

5) Legal Bases (where applicable)

• Performance of a contract (providing requested services).
• Legitimate interests (site security, improvement, communications about your requests).
• Consent (marketing communications where required; location when you enable it).
• Legal obligations (healthcare, tax, accounting, recordkeeping).

6) Sharing & Disclosure

We do not sell personal information. We share information only as needed:

• Service providers (hosting, IT, analytics, email/SMS, scheduling, payments). Where PHI is involved, vendors sign Business Associate Agreements (BAAs) as required by HIPAA.
• Healthcare & insurance partners (coordination of treatment, billing, eligibility/benefits).
• Legal and safety (to comply with law, valid legal process, or to protect rights and safety).
• Business transfers (practice sale/merger/reorganization, with safeguards applied).

7) Cookies & Tracking

• Essential cookies for security and core site functionality.
• Functional/analytics cookies to measure usage and improve the experience.
• Advertising/retargeting (if used) to deliver relevant content; opt-outs may be available via your browser or platform settings.

You can block cookies via your browser. Some features may not work without cookies.

8) Data Retention

We retain personal and health information only as long as necessary for the purposes described, to comply with law, and to maintain medical and business records consistent with professional and legal requirements.

9) Security

• Encryption in transit (TLS/SSL) and logical access controls.
• Secure hosting and network safeguards; vulnerability management.
• Staff training and minimum-necessary access to PHI.
• Payment processing via PCI-DSS compliant providers.

No system is 100% secure, but we apply reasonable and appropriate security measures.

10) Your Choices & Rights

• Access/Correction/Deletion: Contact us to request access to or correction/deletion of your personal information (subject to legal/medical record limits).
• Marketing opt-out: Use unsubscribe links or reply “STOP” for SMS where available.
• Do Not Track: We do not currently respond to DNT signals.
• State privacy rights: Depending on your state, you may have additional rights (e.g., to know, access, correct, delete, or opt out of certain processing). We will honor applicable laws.

11) Children’s Privacy

Our site is intended for parents/guardians of minors. We do not knowingly collect personal information directly from children under 13 without verifiable parental consent.

12) Third-Party Links & Tools

Our site may link to third-party sites or embed third-party tools (e.g., scheduling, payment, maps). Their privacy practices are governed by their policies.

13) International Visitors

Our practice is in the United States and the site is intended for U.S. residents. If you visit from outside the U.S., your data will be processed in the U.S.

14) Changes to This Policy

We may update this Privacy Policy from time to time. The “Effective Date” will reflect the most recent version. Your continued use after changes constitutes acceptance.

15) Contact Us

Pebble Pediatric Dentistry • 915 N. East Lafayette Ave., McMinnville, OR 97128
Phone: 503-376-9578 • Email: team@pebblekidsdentist.com

HIPAA Notice of Privacy Practices

Effective Date: August 8, 2025

This Notice describes how medical and dental information about you (or your child) may be used and disclosed and how you can get access to this information. Please review it carefully.

Our Responsibilities

• We are required by law to maintain the privacy and security of your Protected Health Information (PHI).
• We will let you know promptly if a breach occurs that may have compromised the privacy or security of your PHI.
• We must follow the duties and privacy practices described in this Notice and give you a copy upon request.
• We will not use or share your information other than as described here unless you tell us we can in writing.

How We May Use and Disclose PHI

For Treatment

We can use and share your PHI with other healthcare providers to treat you (or your child). Example: sharing information with a specialist or your primary care provider.

For Payment

We can use and share your PHI to bill and get payment from health plans or other entities. Example: sending information to your dental/medical plan to verify coverage or obtain payment.

For Healthcare Operations

We can use and share your PHI to run our practice, improve your care, and contact you when necessary. Example: quality assessment, staff training, accreditation, and audits.

Appointment Reminders & Communications

We may contact you with appointment reminders or to follow up on forms or requests you submit, including if you do not complete a booking. Communications may be by phone, voicemail, text message, email, or mail unless you request alternative communications.

Individuals Involved in Care

We may share PHI with family members or others involved in your care or payment for care when appropriate and permitted by law.

Public Health and Safety

We may share PHI for public health activities, to report adverse events, to prevent serious threats to health or safety, and as otherwise permitted or required by law.

Research

We may use or disclose PHI for research purposes as permitted by law and with appropriate approvals or your authorization where required.

Law Enforcement, Judicial, and Administrative Proceedings

We may share PHI with law enforcement officials or in response to a court or administrative order, subpoena, or similar process, as permitted by law.

Workers’ Compensation, Regulatory, and Other Government Requests

We may share PHI for workers’ compensation claims, health oversight activities, and other government requests as allowed by law.

De-identified & Limited Data Sets

We may use and disclose de-identified information and limited data sets for approved purposes in accordance with HIPAA rules.

Uses and Disclosures Requiring Your Written Authorization

• Most uses and disclosures of psychotherapy notes (if any).
• Marketing communications not otherwise permitted by HIPAA.
• Sale of PHI.
• Any other use or disclosure not described in this Notice.

You may revoke your authorization at any time in writing, except to the extent we have already acted in reliance on it.

Your Rights

• Right to Inspect and Obtain a Copy of your PHI, including electronic copies, with limited exceptions. We may charge a reasonable, cost-based fee as permitted by law.
• Right to Request an Amendment of your PHI if you believe it is incorrect or incomplete. We may deny your request in certain circumstances, but we will tell you why in writing.
• Right to an Accounting of Disclosures of PHI we have made in the past six years, excluding disclosures for treatment, payment, operations, and certain other exceptions.
• Right to Request Restrictions on our use or disclosure of PHI. We are not required to agree, except you may require us not to disclose PHI to a health plan for payment/operations if you have paid in full out-of-pocket for the service and the disclosure is not otherwise required by law.
• Right to Request Confidential Communications by alternative means or locations (for example, sending bills to a different address).
• Right to a Paper Copy of this Notice at any time, even if you agreed to receive it electronically.
• Right to Be Notified of a Breach of unsecured PHI.

Our Duties

• Maintain the privacy and security of PHI.
• Provide this Notice and follow its terms.
• Abide by any restrictions to which we agree.

Changes to This Notice

We may change this Notice and the changes will apply to all PHI we maintain. The effective date at the top will be updated when we make changes. You can always request the most current Notice.

Questions, Requests, or Complaints

If you have questions about this Notice, want to exercise your rights, or believe your privacy rights have been violated, contact us:

Pebble Pediatric Dentistry — Privacy Officer
915 N. East Lafayette Ave., McMinnville, OR 97128
Phone: 503-376-9578 • Email: team@pebblekidsdentist.com

You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights. We will not retaliate against you for filing a complaint.