PRIVACY POLICY

Trusted, Secure & HIPAA-Compliant Data Protection in DFW
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Last Updated: [15-DEC-2025]

At ToothHQ Dental Specialists, your privacy and the security of your personal information are our highest priorities. This Privacy Policy explains how we collect, use, store, and protect your information — including your Protected Health Information (PHI) — in accordance with HIPAA (Health Insurance Portability and Accountability Act) and applicable federal and Texas state laws.

By using our website, scheduling an appointment, or receiving services at any ToothHQ location, you agree to the practices described below.

1. Before Your Procedure (Pre-Op Instructions)

We may collect the following types of information:

Personal Information

  • Name
  • Phone number
  • Email address
  • Address
  • Date of birth

Protected Health Information (PHI) – HIPAA Covered

  • Medical history
  • Dental records
  • Treatment plans
  • X-rays and clinical images
  • Insurance information
  • Appointment history

Website & Technical Data

  • IP address
  • Browser type
  • Device information
  • Pages viewed
  • Cookies and tracking data

2. How We Use Your Information

Your information is used to provide safe, efficient, and personalized dental care.

We use PHI and personal information to:

  • Schedule and manage appointments
  • Create treatment plans
  • Process insurance claims and payments
  • Communicate with you regarding your care
  • Improve website performance and user experience
  • Provide post-treatment follow-up and educational materials

We NEVER sell your personal information or PHI.

3. HIPAA Compliance & Your Protected Health Information (PHI)

ToothHQ follows strict HIPAA guidelines to safeguard your health information. This includes:

Administrative Safeguards

  • Staff HIPAA training
  • Access control policies
  • Secure communication standards

Technical Safeguards

  • Encrypted email and data storage
  • Secure firewalls and access logging
  • Password-protected electronic health records

Physical Safeguards

  • Restricted access to clinical and record areas
  • Secure disposal of documents containing PHI

Your PHI is only used or disclosed for:

  • Treatment
  • Payment
  • Health care operations

Any other use requires your written authorization, except in limited circumstances allowed by law.

4. Sharing Your Information

We may share necessary information with:

  • Dental laboratories
  • Insurance companies
  • Billing partners
  • Referring or collaborating health care providers
  • HIPAA-compliant software providers (e.g., EHR systems, imaging platforms)

We only share the minimum information needed for the intended purpose.

We do not sell your information or share it with non-healthcare third parties for marketing.

5. Cookies & Online Tracking

Our website uses cookies to:
  • Improve site performance
  • Understand how patients use the site
  • Offer a better browsing experience

Cookies do not store personal health information.

You may disable cookies in your browser settings.

6. Data Security Measures

We implement industry-standard security protections, including:

  • SSL encryption on our website
  • Encrypted storage for electronic records
  • Secure backup systems
  • Regular security audits

Although no online system is 100% secure, ToothHQ uses multiple layers of protection to reduce risk.

7. Your Rights Under HIPAA

As a patient, you have the right to:

  • Access your medical/dental records
  • Request corrections to your records
  • Obtain a copy of our full HIPAA Notice of Privacy Practices
  • Request restrictions on how your PHI is used
  • Request confidential communication methods
  • File a complaint if you believe your privacy was violated

To submit a request, contact our office or email our compliance department.

8. Third-Party Links

Our website may include links to external sites (e.g., educational resources, social media). We are not responsible for the privacy practices or content of those websites.

9. Children’s Privacy

We do not knowingly collect personal information from children under age 13 without a parent or guardian’s consent.

10. Changes to This Policy

We may update this Privacy Policy periodically to reflect:

  • New laws
  • New technologies
  • Updated clinical practices

Updates will be posted on this page with a revised “Last Updated” date.

11. Contact Us

For questions about this Privacy Policy or HIPAA compliance:

ToothHQ Dental Specialists

ToothHQ Dental Specialists 1500 W Hebron Pkwy Suite 108 Carrollton, Texas, 75010

Our Dental Specialists

Meet Our Doctors

Our board-certified specialists are dedicated to providing exceptional dental care

Dr.-Kumar-T.-Vadivel.jpg

Dr. Kumar T. Vadivel

DDS, MS, MBA, FDSRCS

Board-certified periodontist with
extensive experience in advanced dental procedures and laser treatments.

Dr.-Venkataraman.jpg

Dr. Venkataraman

DDS, MSD

Highly skilled specialist committed to delivering personalized care and exceptional results for every patient.

Dr.-Pavani-Molli.jpg

Dr. Pavani Molli

DDS, MS

Dedicated dental specialist focused on providing compassionate care and advanced treatment solutions.

Schedule Your
Dental Visit Today

Regular dental visits not only improve your oral health but also boost your overall well-being and enhance your confidence with a bright, healthy smile.

Our Network

CONVENIENT DALLAS FORT WORTH LOCATIONS [DFW]

ToothHQ Dental Specialists

Carrollton

ToothHQ Dental Specialists 1500 W Hebron Pkwy Suite 108 Carrollton, Texas, 75010

Grapevine

ToothHQ Dental Specialists 3801 William D Tate Ave # 100 Grapevine, Texas, 76051

Cedar Hill

ToothHQ Dental Specialists
103 Belt Line Rd # H
Cedar Hill, Texas, 75104

Dallas (Mockingbird / SMU)

ToothHQ Dental Specialists
6333 E Mockingbird Ln # 254
Dallas, Texas, 75214