Privacy Policy Statement

Last Updated: August 2025

Introduction

At Bella Dental, located in Oxnard, California, we prioritize the privacy of our patients and website visitors, adhering to the Health Insurance Portability and Accountability Act (HIPAA) requirements and California Consumer Privacy Act (CCPA) regulations. This policy outlines how we collect, use, and safeguard your personal information, including your protected health information.

1. Information We Collect

We collect various types of information, including:

Personal and Contact Information: Your name, email address, phone number, mailing address, date of birth, emergency contact information, and other identifiable information.

Usage Data: Data related to your use of our website and services, such as IP addresses, browser type, pages viewed, and other usage statistics.

Protected Health Information (PHI): Health-related data you provide to us for dental treatment and consultation purposes, including:

• Medical and dental history
• Treatment records and clinical notes
• Diagnostic images (X-rays, photos)
• Insurance information
• Treatment plans and recommendations
• Payment and billing information

Communication Data: Records of appointments, phone calls, emails, and other communications with our practice.

Payment Information: Credit card details and transaction information for payments made with us, processed securely and compliant with PCI DSS standards.

2. How We Use Your Information

We use the collected information for:

• Providing dental treatment and personalized care plans
• Scheduling and managing appointments
• Processing insurance claims and billing
• Communication regarding your dental care, appointments, and treatment reminders
• Website improvement and service enhancement
• Maintaining compliance with HIPAA to safeguard your health-related information
• Emergency contact purposes when necessary for your care
• Quality assurance and practice improvement

3. HIPAA Compliance

As a dental healthcare provider, we comply with HIPAA regulations, ensuring the confidentiality and protection of your health information:

PHI Security: We implement strict physical, technical, and administrative safeguards to protect your Protected Health Information (PHI) from unauthorized access, use, or disclosure.

Patient Rights: You have the right to:

• Request access to your dental records
• Ask for amendments to your PHI
• Request restrictions on certain uses of your PHI
• Request confidential communications
• File complaints regarding privacy practices
• Receive a copy of our Notice of Privacy Practices

Breach Notification: In the event of any data breach involving your PHI, we will notify you as required by HIPAA regulations within 60 days of discovery.

Uses and Disclosures: We may use or disclose your PHI for:

• Treatment purposes
• Payment and billing activities
• Healthcare operations
• Required legal disclosures
• Emergency situations
• Public health activities (as required by law)

4. Communication Preferences

By providing your contact information, you consent to being contacted by Bella Dental through the following means:

Phone Calls: We may contact you regarding your appointments, treatments, insurance verification, and other relevant dental care information.

Email: For appointment confirmations, treatment information, newsletters, and practice updates (with your explicit consent for marketing communications).

Text Messaging: With your consent, we may send text messages regarding appointment reminders, treatment follow-ups, and practice communications.

You may opt out of receiving marketing communications at any time by following the opt-out instructions or contacting us directly. Treatment-related communications may continue as necessary for your dental care.

5. Sharing of Your Information

We maintain strict confidentiality of your personal and health information. We may share your information only in the following limited circumstances:

• Dental Specialists and Referrals: When referring you to specialists or consulting with other dental professionals for your care
• Insurance Companies: For claims processing and benefit verification
• Dental Labs: For creation of crowns, dentures, and other dental appliances (with minimum necessary information)
• Legal Requirements: When required by law, court order, or regulatory agencies
• Emergency Situations: To protect your health and safety

We never sell your personal information to third parties or share it for marketing purposes without your explicit written consent.

6. Security and Data Protection

Our security measures include:

• Encrypted electronic health records systems
• Secure data transmission and storage
• Regular staff training on privacy and security
• Physical safeguards for paper records and computer systems
• Access controls limiting staff access to necessary information only
• Regular security assessments and updates
• Secure disposal of PHI when no longer needed

7. Retention of Records

We retain your dental records in accordance with California state law and professional standards:

• Adult patient records: Minimum of 7 years after last treatment
• Minor patient records: Until age 21 or 7 years after last treatment, whichever is longer
• Digital images and X-rays: Retained according to the same schedule as clinical records

8. Your California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act:

• Right to know what personal information we collect and how it's used
• Right to delete personal information (subject to HIPAA and legal requirements)
• Right to non-discrimination for exercising your privacy rights
• Right to correct inaccurate personal information

Please note that some rights may be limited due to HIPAA requirements for medical records.

9. Website and Cookies

Our website uses cookies to enhance user experience and analyze website traffic. Cookies help us:

• Remember your preferences
• Improve website functionality
• Analyze traffic patterns
• Provide relevant content

You can control cookie settings through your browser. Note that disabling cookies may limit some website features.

10. Third-Party Services

We work with trusted third-party vendors who may have access to limited information necessary to provide services such as:

• Insurance verification services
• Dental laboratory services
• Practice management software providers
• Payment processing services

All third-party vendors sign business associate agreements ensuring HIPAA compliance and data protection.

11. Children's Privacy

We provide dental care for patients of all ages, including minors. For patients under 18:

• We obtain appropriate consent from parents or guardians
• We comply with additional privacy protections for minors
• Parents/guardians have the right to access their child's dental records
• Special confidentiality considerations apply for certain treatments as required by California law

12. Changes to This Privacy Policy

We may update this policy to reflect changes in practices or laws. We will:

• Post updated versions on our website
• Notify patients of significant changes through direct communication
• Make the effective date of changes clearly visible
• Maintain prior versions for reference

13. Contact Us

For questions or concerns about this Privacy Policy, your personal information, or to exercise your privacy rights, contact us at:

Bella Dental
2827 Saviers Rd
Oxnard, CA 93033
Phone: (805) 394-3000
Website: www.belladentaloxnard.com

Privacy Officer: Dr. Mahyar Cohen
Office Hours: Monday-Friday 9:00 AM - 6:00 PM

If you believe your privacy rights have been violated, you may file a complaint with us or with the U.S. Department of Health and Human Services, Office for Civil Rights.

This privacy policy is effective as of the date listed above and applies to all information collected by Bella Dental from that date forward.