Privacy Policy

Last updated: 10/January/2025

Welcome to Windcrest Pediatric Dentistry (“Windcrest,” “we,” “our,” or “us”). We respect your privacy and are committed to protecting the personal information you share with us.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit www.windcrestpediatricdentistry.com (the “Website”) or otherwise interact with us, including when you contact our office, request an appointment, or become a patient.

By using the Website, you agree to the terms of this Privacy Policy. If you do not agree, please do not use the Website.

1. Information We Collect

We may collect the following types of information:

1.1 Information You Provide to Us

Contact & Inquiry Information

• Name

• Email address

• Phone number

• Message or inquiry details

• Preferred appointment date/time

Patient & Parent/Guardian Information (when submitted via forms or in-office)

• Patient name, date of birth, and basic demographic information

• Parent/guardian name and contact details

• Insurance information

• Limited medical/dental history you choose to provide via online forms or messages (for example, concerns or conditions relevant to appointment scheduling)

Note: Medical and dental information we collect and maintain in connection with providing care may be treated as Protected Health Information (PHI) under the Health Insurance Portability and Accountability Act (“HIPAA”). Our use and disclosure of PHI is also governed by our HIPAA Notice of Privacy Practices, which is available in our office and may be provided separately from this Website Privacy Policy.

1.2 Information Collected Automatically

When you visit the Website, certain information is collected automatically, which may include:

• IP address

• Browser type and version

• Device type and operating system

• Referring website or page

• Pages you visit and how long you stay

• The date and time of your visit

This information is used mainly for Website operation, security, and analytics.

1.3 Cookies and Similar Technologies

We may use cookies, web beacons, and similar technologies to:

• Remember your preferences

• Enhance user experience

• Measure Website traffic and usage patterns

You can usually control cookies through your browser settings. If you disable cookies, some features of the Website may not function properly.

2. How We Use Your Information

We may use your information for the following purposes:

• To provide dental services and manage patient care (including scheduling appointments and communicating with you about treatment).

• To respond to inquiries and customer service requests.

• To communicate with you about appointments, reminders, follow-ups, and important notices related to your or your child’s dental care.

• To process insurance and billing (where applicable).

• To maintain and improve the Website, including monitoring performance, fixing issues, and analyzing usage trends.

• To comply with legal and regulatory obligations, including health, safety, and record-keeping requirements.

• For security and fraud prevention, including protecting the Website and our systems.

We will not sell your personal information.

3. How We Share Your Information

We may share your information in the following situations:

3.1 Service Providers

We may share information with trusted third-party service providers who perform services on our behalf, such as:

• Website hosting and maintenance

• Appointment scheduling platforms

• Email and messaging services

• Practice management and billing/insurance processing systems

• Analytics providers

These third parties are expected to use your information only to provide services to us and not for their own purposes.

3.2 Healthcare-Related Disclosures

For patients, we may use and disclose PHI as permitted or required by law and as described in our HIPAA Notice of Privacy Practices, including:

• For treatment, payment, and healthcare operations

• To other healthcare providers involved in your or your child’s care

• To insurance companies for coverage and payment

• As required by law (for example, to report certain diseases or conditions)

3.3 Legal Requirements and Protection

We may disclose information if we believe in good faith that such disclosure is:

• Required by law, regulation, court order, or legal process

• Necessary to protect the rights, property, or safety of Windcrest Pediatric Dentistry, our patients, our staff, or others

• Necessary to detect, prevent, or address fraud or security issues

3.4 Business Transfers

In the event of a merger, acquisition, or sale of all or a portion of the practice or its assets, your information may be transferred as part of that transaction, subject to applicable laws.

4. Children’s Privacy

Our practice and Website are focused on pediatric patients, but the Website is intended to be used by parents or legal guardians, not children.

We do not knowingly collect personal information online directly from children under 13 without verifiable parental consent. If we learn that we have collected personal information from a child under 13 through the Website without proper consent, we will take reasonable steps to delete that information.

If you believe your child has provided personal information to us through the Website without your consent, please contact us using the details in the Contact Us section below.

5. Security of Your Information

We use reasonable physical, technical, and administrative safeguards designed to protect the information we collect and maintain. These measures are intended to prevent unauthorized access, use, or disclosure of your information.

However, no system or transmission of data over the internet can be guaranteed to be 100% secure. You use the Website and share information with us at your own risk.

To help protect your information:

• Avoid sending highly sensitive medical or financial information via unencrypted email or contact forms.

• Notify us immediately if you believe there has been unauthorized access to your information.

6. Data Retention

We retain information for as long as necessary to:

• Provide services and manage our relationship with you

• Comply with legal and regulatory requirements (including medical record retention laws)

• Resolve disputes and enforce agreements

When information is no longer needed, we will dispose of it in accordance with our record retention and destruction policies and applicable law.

7. Your Choices and Rights

Depending on your location and applicable law, you may have some or all of the following rights regarding your personal information (separate from your rights under HIPAA for medical records):

• Access and update: You may request to review and update certain contact information you have provided.

• Opt-out of marketing communications: If we send non-essential or promotional communications (such as newsletters), you may opt out by following the unsubscribe instructions in the message or by contacting us.

• Cookie controls: You can adjust your browser settings to refuse cookies or alert you when cookies are being sent.

For rights related specifically to medical and dental records (such as accessing or amending PHI), please refer to our HIPAA Notice of Privacy Practices or contact our office directly.

8. Third-Party Websites and Links

The Website may contain links to third-party websites or services (for example, mapping services, social media pages, or external patient education resources). We are not responsible for the privacy practices or content of these third-party sites.

If you visit those sites, their own privacy policies will apply. We encourage you to review the privacy policy of any site you visit.

9. Do Not Track Signals

Some web browsers offer a “Do Not Track” (DNT) feature. There is no uniform standard for how websites should respond to DNT signals, and our Website does not currently change its practices in response to such signals. We may revisit this as standards evolve.

10. HIPAA and Medical Information

Certain information we collect and maintain about our patients is Protected Health Information (PHI) and is subject to HIPAA and applicable state privacy laws.

Our use and disclosure of PHI is described in our HIPAA Notice of Privacy Practices, which:

• Is available at our office

• May be provided to you at your first visit

• Can be requested at any time by contacting us

This Website Privacy Policy is intended to supplement, not replace, that Notice. If there is a conflict between this Policy and our HIPAA Notice of Privacy Practices with respect to PHI, the HIPAA Notice of Privacy Practices will control.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date at the top of this page. Changes will be effective when posted to the Website, unless otherwise stated.

Your continued use of the Website after changes are posted means you accept those changes.

12. Contact Us

If you have any questions or concerns about this Privacy Policy or our privacy practices, or if you would like to exercise applicable rights, please contact us at:

Windcrest Pediatric Dentistry
Website: www.windcrestpediatricdentistry.com
Email:  info@windcrestpediatricdentistry.com
Phone: (210) 657-4641
Address: 5500 Walzem Rd. San Antonio, TX 78218