Privacy Policy
NORTHPOINTE FAMILY DENTISTRY
Privacy Policy
Effective Date: May 1, 2026
Northpointe Family Dentistry (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal and health information when you visit our office, use our website, or communicate with our team. For protected health information (PHI), our separate HIPAA Notice of Privacy Practices governs how your dental records are handled and is available at our front desk upon request.
Information We Collect
We collect information in the following ways:
Personal & Contact Information
- Full name, date of birth, address, phone number, and email address
- Emergency contact and responsible party details
- Insurance carrier, policy number, and subscriber information
- Payment and billing details, including credit/debit card and HSA/FSA information
Health & Dental Information
- Medical history, current medications, and known allergies
- Dental records, X-rays, photographs, and treatment plans
- Clinical examination notes and procedure records
Website & Communications Data
- Information submitted through online appointment request forms
- IP address, browser type, and pages visited on our website
- Messages sent via email, phone, or our patient portal
How We Use Your Information
We use the information we collect only for legitimate purposes related to your care and the operation of our practice, including:
- Providing dental treatment, follow-up care, and specialist referrals
- Scheduling appointments and sending appointment reminders
- Processing insurance claims and patient billing
- Communicating important updates about your treatment or our practice
- Complying with applicable laws and professional licensing requirements
- Improving the quality and safety of our services
We do not sell your personal information. We do not use your health information for advertising or marketing without your separate, explicit written consent.
HIPAA & Protected Health Information
As a dental practice, Northpointe Family Dentistry is a HIPAA-covered entity. Your protected health information (PHI) — including dental records, X-rays, and treatment history — is governed by our HIPAA Notice of Privacy Practices, which takes precedence over this policy for all PHI.
Under HIPAA, we may use and disclose your PHI for treatment, payment, and healthcare operations without additional authorization. Other uses require your written consent. You have the right to receive a copy of our Notice of Privacy Practices and to request a copy of your records at any time.
Sharing Your Information
We share your information only when necessary and with appropriate protections in place:
- Dental specialists & labs — when we refer you for specialty care or order laboratory work on your behalf
- Insurance companies — to process and verify claims related to your treatment
- Service providers — vendors who assist with practice operations (e.g., practice management software, patient communication platforms) under signed Business Associate Agreements (BAAs)
- Legal requirements — when required by law, court order, or a regulatory authority
We do not share your information with third parties for their own marketing or commercial purposes.
Your Rights & Choices
Depending on applicable law, including HIPAA and Washington State privacy regulations, you may have the right to:
- Access — request a copy of your personal or health information we hold
- Correct — ask us to update inaccurate or incomplete information
- Restrict use — request limitations on certain uses or disclosures of your information
- Opt out — unsubscribe from non-essential emails or appointment reminders at any time
- Accounting of disclosures — receive a record of certain PHI disclosures as required by HIPAA
- File a complaint — submit a concern to us or to the U.S. Department of Health & Human Services (HHS) without fear of retaliation
To exercise any of these rights, please contact us using the information in the Contact section below. We will never retaliate against you for making a privacy request.
Data Security
We take the security of your information seriously. Our safeguards include:
- Encrypted storage and transmission of electronic health records
- Access controls limiting record access to authorized staff only
- Regular staff training on privacy and security practices
- HIPAA-compliant practice management and communication software
- Physical security measures at our office location
No method of transmission or storage is completely secure. In the event of a breach affecting your information, we will notify you as required by applicable law.
Cookies & Website Use
Our website uses cookies and similar technologies to improve your browsing experience. We use:
- Essential cookies — required for basic website functionality, such as form submission
- Analytics cookies — help us understand how visitors use our site (e.g., Google Analytics); this data is aggregated and is not linked to your dental records
You can manage cookie settings through your browser preferences. Disabling certain cookies may affect some website features. Our website may contain links to third-party sites (such as insurance portals); we are not responsible for the privacy practices of those external sites.
Children’s Privacy
We provide dental care to patients of all ages, including minors. For patients under 18, a parent or legal guardian is responsible for authorizing treatment and managing health information. We do not knowingly collect information from minors through our website without parental consent.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The current version will always be available on our website and at our front desk. We encourage you to review it periodically.
Contact Us
If you have questions about this Privacy Policy, wish to exercise your rights, or need to report a concern, please contact us:
Northpointe Family Dentistry
Phone: (555) 867-5309
Email: privacy@northpointedentistry.com
Address: [Practice Address], Seattle, WA
To file a complaint with the federal government, contact the U.S. Department of Health & Human Services Office for Civil Rights at hhs.gov/ocr or 1-800-368-1019.
Northpointe Family Dentistry · Privacy Policy · Effective May 1, 2026
