Privacy Policy

Last Updated: November 2025

Chillicothe Family Dental (“we,” “our,” “us”) is committed to protecting your privacy and safeguarding your personal and health information. This Privacy Policy explains what information we collect, how we use it, how we protect it, and your rights regarding your data. By using our website, forms, patient portal, or communication tools, you consent to the practices described below.

1. Information We Collect

We may collect the following categories of information:

Personal Information

Name
Address
Email
Phone number
Date of birth
Emergency contact
Insurance information

Protected Health Information (PHI)

Collected and used only as permitted under HIPAA:

Medical and dental history
Diagnostic images
Treatment records
Provider notes
Prescription history

Payment Information

If you store a payment method through the patient portal:

Encrypted credit/debit card data
Billing information
Preferred payment type

Your payment data is processed and stored only through secure, HIPAA-compliant third-party processors. We do not store full card numbers or CVV codes.

Technical & Website Usage Data

IP address
Device/browser type
Website usage analytics

2. How We Use Your Information

We use your information for:

Treatment and coordination of care
Scheduling and appointment management
Insurance billing and claims
Payment processing
Patient portal access
Communication regarding your care

We do not sell your information.

3. SMS/Text Messaging Disclosure

By providing your mobile number, you may receive:

Missed-call follow-up messages
Appointment confirmations and reminders
Scheduling updates
General customer-care messages

Message and data rates may apply.
Reply STOP to unsubscribe.
Reply HELP for assistance.
Message frequency varies.

No mobile opt-in data will be shared with third parties or affiliates for marketing purposes.

We will never send PHI through SMS without proper authorization as permitted by HIPAA.

4. How We Protect Your Data

We use administrative, physical, and technical safeguards, including:

HIPAA-compliant software
Encrypted systems and firewalls
Restricted access controls
Ongoing staff training

5. Your Rights

Under HIPAA, you have the right to:

Access your records
Request corrections
Request restrictions
Receive a copy of this Privacy Policy
File a complaint

6. Changes to This Privacy Policy

We may update this policy at any time. The updated version will be posted with its revised date.

7. Contact Us

Chillicothe Family Dental
30 N Walnut Street
Chillicothe, OH 45601
740-773-8384
info@chillicothefamilydental.com

Privacy Policy & Terms and Conditions

Last Updated: November 16th, 2025

Welcome to Chillicothe Family Dental (“we,” “our,” “us”). We are committed to protecting your privacy, safeguarding your health information, and providing a transparent explanation of how we collect, use, and protect your data. By using our website, services, patient portal, or communication tools, you agree to the terms outlined below.

1. Privacy Policy

1.1 Information We Collect

We may collect the following types of information when you visit our website, create a patient account, schedule an appointment, or communicate with us:

Personal Information

Name

Contact information (email, phone number, address)

Date of birth

Insurance details

Emergency contact information

Health Information (Protected Health Information – PHI)

As a HIPAA-covered healthcare provider, we collect medical and dental information necessary to provide care, including:

Medical history

Dental records

Diagnostic images

Treatment history

Prescription information

Financial & Payment Information

If you choose to add a payment method to your patient portal, we may collect:

Credit/debit card details

Flexible spending account (FSA) or HSA information

Billing address

Payment history

Preferred payment type

Payment information is encrypted and stored through our secure, HIPAA-compliant payment processor. We do not charge your card, this is here to store for your convenience.

Technical Data

IP address

Browser/device information

Website usage analytics

1.2 HIPAA Compliance

Chillicothe Family Dental complies fully with the Health Insurance Portability and Accountability Act (HIPAA). Your Protected Health Information (PHI) is confidential and used only for:

Treatment and coordination of care

Billing and insurance

Practice operations

Legal and regulatory requirements

We do not share PHI except as permitted by HIPAA or with your written authorization.

1.3 Communication & Missed-Call Text Messages

To ensure prompt communication, our office uses Mango Phones to send automated or staff-initiated text messages when we miss your call or need to reach you.

By providing your phone number, you consent to receive:

Missed-call follow-up texts

Appointment reminders

Treatment or scheduling communications

Optional promotional messages (you can opt out)

Message and data rates may apply.

Reply STOP to opt out at any time.

We will never include sensitive PHI in automated text messages unless you have given consent where allowed by HIPAA.

1.4 Online Appointment Booking

Our website includes a link to our online booking system. Information submitted for scheduling is encrypted and used solely for appointment management.

If the booking system is operated by a third party, we ensure the vendor follows strict security standards and, where applicable, HIPAA compliance.

1.5 Patient Portal & Payment Methods

Our patient portal allows you to securely:

Update personal information

Manage appointments

View treatment and billing statements

Add or update your preferred payment method

Payment Method Storage

When adding a payment type through the portal:

Your payment method is transmitted securely via encrypted technology

Payment information is stored by a certified, secure payment processor

We do not store full card numbers or CVV codes on our servers

You may remove or update your payment method at any time

You may withdraw this authorization at any time through the portal or by contacting our office.

1.6 Cookies & Analytics

We may use cookies and analytics tools to improve our website's performance and user experience. No PHI is stored in cookies.

1.7 How We Protect Your Data

We use administrative, physical, and technical safeguards, including:

HIPAA-compliant software and encrypted systems

Secure firewalls and restricted data-access controls

Regular staff training on data privacy

Encrypted storage of sensitive information

1.8 Your Rights

Under HIPAA, you have the right to:

Access your dental/medical records

Request corrections to your records

Request restrictions on how your information is used

Obtain a copy of this Privacy Policy

File a complaint if you believe your rights have been violated

Chillicothe Family Dental

30 N Walnut Street, Chillicothe, OH 45601

740-773-8384

info@chillicothefamilydental.com

2. Terms & Conditions

2.1 Acceptance of Terms

By using our website, patient portal, or services, you accept these Terms & Conditions.

2.2 Website Use

You agree not to engage in unauthorized access, security breaches, or misuse of our website or portal.

2.3 No Medical or Dental Advice Online

Content on our site is for informational purposes only. It does not replace professional dental evaluation, diagnosis, or treatment.

2.4 Scheduling & Cancellation Policies

Appointments are subject to provider availability.

Our cancellation and no-show policies will be shared at the time of booking and may vary depending on the service provided.

2.5 Third-Party Links

Our site may contain links to:

Online scheduling platforms

Payment portals

External resources

We are not responsible for the content, security, or privacy practices of third-party sites.

2.6 Limitation of Liability

While we strive to maintain a secure and reliable platform, we cannot guarantee uninterrupted availability. We are not responsible for:

Technical issues or downtime

Data loss caused by external providers

Unauthorized access despite reasonable protections

2.7 Policy Updates

We may revise this Privacy Policy and Terms & Conditions at any time. Updates will be posted with an updated effective date.

Last Updated: November 16th, 2025

3. Contact Us

For questions or concerns about this document or your information:

Chillicothe Family Dental

30 N Walnut Street, Chillicothe, OH 45601

740-773-8384

info@chillicothefamilydental.com