Effective Date: October 8, 2026
Sweet Smiles (“Sweet Smiles,” “we,” “us,” or “our”) is committed to protecting the privacy and security of information entrusted to us by our patients, website visitors, customers, and other individuals who interact with our services. This Privacy Policy describes how Sweet Smiles collects, uses, maintains, protects, and discloses personal information and protected health information in connection with our websites, dental practices, communications, appointment services, and related products and services.
This Privacy Policy applies to information collected through our websites, online forms, appointment requests, telephone and electronic communications, SMS/text messaging services, and other online or offline interactions with Sweet Smiles, except where a separate notice or agreement expressly applies.
Important: This Privacy Policy is intended to complement, and not replace, Sweet Smiles’ HIPAA Notice of Privacy Practices. To the extent information constitutes protected health information (“PHI”) under the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), the HIPAA Notice of Privacy Practices and applicable federal and state laws governing PHI will apply.
Our Privacy Commitment
Sweet Smiles does not sell personal information, protected health information, or mobile telephone numbers to third parties.
Sweet Smiles does not share patients’ or customers’ personal information or mobile telephone numbers with third parties for those third parties’ own advertising or marketing purposes.
Sweet Smiles does not sell or share SMS opt-in information or consent records with third parties for their own marketing or promotional purposes.
We may disclose information to service providers and business associates that perform services on our behalf, including technology, communications, scheduling, billing, payment processing, hosting, security, information technology, and messaging services. These providers may access information only as reasonably necessary to perform services for Sweet Smiles and, where required by law, pursuant to appropriate contractual privacy and security obligations.
We may also use or disclose information when permitted or required by applicable law, including for treatment, payment, healthcare operations, legal compliance, protection of our patients and staff, fraud prevention, security, and other purposes permitted under applicable law.
Information We Collect
Depending on how you interact with Sweet Smiles, we may collect the following categories of information:
- Contact information: name, address, email address, telephone number, and mobile telephone number.
- Appointment information: appointment date and time, appointment type, location, scheduling information, and appointment status.
- Patient and health information: information you provide in connection with dental care, treatment, medical history, dental history, insurance, billing, and related healthcare services. Such information may constitute PHI and is handled in accordance with HIPAA and applicable state law.
- Billing and payment information: information necessary to process payments, insurance claims, and account information.
- Communications: information contained in emails, telephone communications, text messages, online forms, website inquiries, and other communications with Sweet Smiles.
- Website information: IP address, browser type, device information, pages visited, approximate geographic information, referring website, and other technical information collected through normal website operation.
- Cookie and similar technology information: information collected through cookies, pixels, analytics technologies, and similar technologies, subject to applicable law and your choices.
How We Use Information
Sweet Smiles may use information for purposes permitted by applicable law, including:
- Providing, coordinating, and managing dental and healthcare services;
- Scheduling, confirming, rescheduling, and canceling appointments;
- Sending appointment reminders and other patient-service communications;
- Communicating with patients regarding their requested services;
- Processing payments, billing, insurance claims, and accounts;
- Maintaining patient and business records;
- Providing customer service and responding to questions and requests;
- Operating, maintaining, and improving our websites, systems, and services;
- Protecting the security and integrity of our systems and preventing fraud, abuse, or unauthorized access;
- Complying with legal and regulatory requirements;
- Performing healthcare operations as permitted by HIPAA;
- Communicating with patients through telephone, email, SMS/text messaging, or other communication methods when permitted and appropriately authorized; and
- Other purposes permitted by applicable federal, state, and local law.
Protected Health Information and HIPAA
Sweet Smiles is committed to protecting the privacy and security of protected health information as required by HIPAA and other applicable laws.
Our use and disclosure of PHI may include uses and disclosures permitted or required by law for treatment, payment, healthcare operations, public health activities, health oversight, legal proceedings, law enforcement, and other purposes permitted or required by HIPAA.
Except as permitted or required by law, Sweet Smiles will obtain an individual’s written authorization before using or disclosing PHI for purposes that require authorization.
We do not sell patients’ PHI. We also do not use or disclose PHI for third-party advertising or marketing purposes except as expressly permitted by law and, where required, with the patient’s written authorization.
Our HIPAA Notice of Privacy Practices explains in greater detail how we may use and disclose PHI and describes patients’ rights concerning their health information. The Notice of Privacy Practices is available on our website and upon request.
SMS and Text Messaging Privacy
Sweet Smiles may use SMS/text messaging to communicate with patients and individuals who have requested or authorized text communications.
Examples of permitted patient-service text messages may include appointment reminders, appointment confirmations, scheduling communications, requests to contact our office, responses to patient inquiries, and other information relating to services requested by the patient.
Sweet Smiles does not sell, rent, or share mobile telephone numbers or SMS opt-in information with third parties for their own advertising or marketing purposes.
Mobile telephone numbers and SMS consent information will not be used for purposes unrelated to the communications for which the individual provided consent, except as permitted or required by applicable law.
We may provide a patient’s mobile telephone number and related information to technology and messaging service providers that process text messages on behalf of Sweet Smiles, solely for the purpose of providing the requested communication services and subject to applicable contractual, privacy, security, and legal requirements.
Where required by HIPAA, Sweet Smiles will use appropriate HIPAA-eligible services and contractual safeguards, including a Business Associate Agreement (“BAA”) with an applicable service provider when required by law.
SMS Consent and Authorization
Where prior consent is required, Sweet Smiles will obtain consent before sending SMS messages. Consent may be obtained through an appointment process, patient intake process, website form, online scheduling process, telephone interaction, text-message interaction, or another lawful method.
SMS consent is voluntary. Providing consent to receive text messages is not a condition of receiving dental care or other services from Sweet Smiles, except where a particular communication method is specifically requested by the individual.
SMS consent is specific to Sweet Smiles and the purposes described when the consent is obtained. Consent to receive text messages does not constitute consent to receive unrelated marketing messages from third parties.
Sweet Smiles will maintain reasonable records of SMS consent, including the date, method, and applicable terms of consent, when required by applicable law or messaging-provider requirements.
If you do not wish to receive text messages, you may decline SMS consent or withdraw your consent at any time.
Opting Out of Text Messages
You may stop receiving SMS messages from Sweet Smiles at any time by replying STOP to a Sweet Smiles text message, or by contacting our office using the contact information provided below.
After receiving an opt-out request, Sweet Smiles will take reasonable steps to stop sending further SMS messages to that number, except for messages that are necessary to process the opt-out request or that are otherwise permitted or required by law.
You may also reply HELP for assistance with our messaging service where that functionality is available.
Message and data rates may apply depending on your mobile carrier and service plan. Message frequency may vary depending on your appointments, requests, and interactions with Sweet Smiles.
Opting out of SMS messages does not prevent you from receiving dental care or communicating with Sweet Smiles through other available methods.
Twilio and Messaging Service Providers
Sweet Smiles may use third-party technology providers, including messaging and communications providers such as Twilio, to transmit SMS and other communications on our behalf.
These providers process information only as necessary to provide the services requested by Sweet Smiles and subject to applicable contractual and legal requirements. Sweet Smiles does not authorize these providers to sell or use patients’ mobile telephone numbers or SMS opt-in information for their own advertising or marketing purposes.
Where PHI is involved, Sweet Smiles will use services and configurations that are appropriate for HIPAA-regulated communications and will enter into a Business Associate Agreement with a service provider when required by HIPAA.
No Sale or Sharing of Personal Information
Sweet Smiles does not sell personal information.
Sweet Smiles does not sell or share personal information for cross-context behavioral advertising or third-party targeted advertising.
Sweet Smiles does not sell, rent, or share patient or customer mobile telephone numbers, SMS opt-in information, or SMS consent records with third parties for their own marketing or advertising purposes.
We may, however, disclose information to service providers, contractors, business associates, professional advisors, payment processors, technology providers, messaging providers, and other entities when necessary to provide services, operate our business, process transactions, provide healthcare, maintain security, comply with law, or perform other functions permitted by applicable law.
Such disclosures do not constitute a sale of personal information when the recipient is acting as a service provider, contractor, business associate, or other authorized recipient and uses the information only for the purposes permitted by applicable law and our agreement with that recipient.
California Privacy Rights
Sweet Smiles is committed to complying with applicable California privacy laws, including the California Consumer Privacy Act (“CCPA”), as amended by the California Privacy Rights Act (“CPRA”), to the extent those laws apply to Sweet Smiles and the information at issue.
California privacy laws may provide certain rights concerning personal information, subject to applicable exceptions and limitations. Depending on the circumstances, these rights may include:
- The right to know about personal information collected, used, disclosed, or otherwise processed;
- The right to request access to certain personal information;
- The right to request correction of inaccurate personal information;
- The right to request deletion of personal information, subject to applicable legal exceptions;
- The right to opt out of certain sales or sharing of personal information;
- The right to limit certain uses or disclosures of sensitive personal information where applicable;
- The right not to receive discriminatory treatment for exercising applicable privacy rights; and
- Other rights provided by applicable California law.
Because certain health information maintained by healthcare providers may be subject to HIPAA or other legal exemptions, not every CCPA/CPRA right applies to every piece of information maintained by Sweet Smiles. Sweet Smiles will apply the law and applicable exemptions when responding to privacy requests.
How to Exercise California Privacy Rights
If you believe you have a privacy right under applicable California law and would like to submit a request, please contact Sweet Smiles at info@sweetsmilesdentistry.com.
We may need to verify your identity before processing certain requests. We will not require you to create an account solely to submit a privacy request.
Sweet Smiles will process privacy requests in accordance with applicable law and applicable verification, response, and appeal requirements.
Cookies and Analytics
Our websites may use cookies, pixels, analytics tools, and similar technologies to operate the websites, remember preferences, understand website usage, improve website performance, and protect our systems.
Some technologies may be provided by third-party service providers. Where required by applicable law, Sweet Smiles will provide appropriate notice and choices concerning these technologies.
Third-party websites, applications, advertising platforms, and services may have their own privacy policies and practices. Sweet Smiles is not responsible for the privacy practices of third-party websites or services that we do not control.
Information Security
Sweet Smiles maintains reasonable administrative, technical, and physical safeguards designed to protect personal information and PHI against unauthorized access, use, disclosure, alteration, or destruction.
Depending on the service and circumstances, security measures may include access controls, authentication, encryption, monitoring, secure transmission technologies, employee training, contractual safeguards, and other appropriate security measures.
No method of transmission or storage is completely secure. Accordingly, while Sweet Smiles takes reasonable steps to protect information, we cannot guarantee absolute security of information transmitted over the Internet or stored electronically.
Email Communications
Email is not necessarily a secure method of communicating sensitive information. If you send confidential information to Sweet Smiles by email, you understand that email may be intercepted or accessed by unauthorized parties while in transit.
For highly sensitive health information, patients should use an appropriate secure communication method made available by Sweet Smiles whenever possible.
Information Sharing Required or Permitted by Law
Sweet Smiles may disclose personal information or PHI when required or permitted by applicable law, including in response to valid legal process, governmental requests, subpoenas, court orders, regulatory requirements, law enforcement requests, or to protect the rights, safety, property, and security of Sweet Smiles, our patients, employees, or others.
We may also disclose information as necessary to detect, prevent, investigate, or respond to fraud, security incidents, abuse, illegal activity, or threats to the safety or security of our systems or individuals.
Service Providers and Business Associates
Sweet Smiles may use third-party service providers to support our operations. These providers may include electronic health record providers, scheduling platforms, payment processors, website hosting providers, information technology providers, communications providers, SMS providers, billing companies, cloud-storage providers, and other vendors.
Where required by law, Sweet Smiles will enter into appropriate contracts, including Business Associate Agreements where required under HIPAA, and will require applicable service providers to implement appropriate privacy and security safeguards.
Business Transfers
If Sweet Smiles or substantially all of its assets are acquired, merged, reorganized, or transferred, personal information may be transferred as part of that transaction, subject to applicable law and any applicable contractual, regulatory, and privacy requirements.
Children’s Privacy
Sweet Smiles provides dental services to patients of various ages, including children. We do not knowingly use children’s personal information for purposes prohibited by applicable law.
When information concerning a minor is collected in connection with healthcare services, Sweet Smiles will handle that information in accordance with applicable HIPAA, state privacy, healthcare, parental-consent, and other applicable laws.
Data Retention
Sweet Smiles retains personal information and PHI for as long as reasonably necessary to provide services, fulfill the purposes described in this Privacy Policy, maintain appropriate business and healthcare records, comply with legal and regulatory obligations, resolve disputes, enforce agreements, and protect our rights and the rights of others.
Healthcare records may be retained for periods required by applicable federal or state law and may not be deleted merely because a patient requests deletion when retention is legally required or otherwise permitted.
Changes to This Privacy Policy
Sweet Smiles may update this Privacy Policy from time to time to reflect changes in our services, technology, legal requirements, or privacy practices.
When we make material changes, we will post the updated Privacy Policy on our website and update the effective date. Changes to the HIPAA Notice of Privacy Practices will be handled in accordance with applicable HIPAA requirements.
Your continued use of our websites after an updated Privacy Policy is posted does not, by itself, constitute consent to any use of PHI or other information for which applicable law requires a separate authorization or consent.
Contact Us
If you have questions about this Privacy Policy, our privacy practices, SMS communications, or the handling of your information, please contact:
Sweet Smiles
Email: info@sweetsmilesdentistry.com
If you have a complaint concerning the privacy of your protected health information, you may contact Sweet Smiles using the information above. You also have the right to file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights, as provided by applicable law. Sweet Smiles will not retaliate against you for filing a privacy complaint.
Governing Law
This Privacy Policy will be interpreted and applied in accordance with applicable federal and state privacy, healthcare, communications, and consumer-protection laws. Nothing in this Privacy Policy is intended to limit any rights or protections that cannot lawfully be waived.
SMS
Sweet Smiles SMS Terms & Conditions
Effective Date: October 8, 2026
1. SMS Messaging Program
Sweet Smiles offers an SMS/text messaging program to patients and individuals who have requested or authorized text communications from Sweet Smiles.
By providing your mobile telephone number and consenting to receive text messages from Sweet Smiles, you agree to receive SMS/text messages from Sweet Smiles relating to your appointments, requested services, scheduling, patient communications, and other communications that you have requested or authorized.
Examples of messages may include appointment reminders, appointment confirmations, appointment scheduling or rescheduling communications, requests to contact our office, responses to patient inquiries, and other patient-service communications related to services requested by you.
2. Consent to Receive Text Messages
Where required by applicable law, Sweet Smiles will obtain your consent before sending SMS/text messages to your mobile telephone number.
Consent may be provided through an appointment process, patient intake process, website form, online scheduling process, telephone interaction, text-message interaction, or another lawful method.
Consent to receive SMS/text messages is not a condition of receiving dental care or other services from Sweet Smiles.
You may decline or withdraw your consent to receive text messages at any time.
3. Message Frequency
Message frequency may vary. The number of messages you receive will depend on your appointments, requests, scheduling activity, communications, and interactions with Sweet Smiles.
Sweet Smiles does not guarantee a specific number of messages per day, week, month, or other period.
4. Message and Data Rates
Msg & data rates may apply. Your mobile carrier’s standard messaging and data rates may apply to SMS/text messages sent to or received from Sweet Smiles. Sweet Smiles is not responsible for charges imposed by your mobile carrier or service provider.
5. How to Opt Out
You may stop receiving SMS/text messages from Sweet Smiles at any time by replying STOP to a Sweet Smiles text message.
After you send STOP, Sweet Smiles will process your opt-out request and take reasonable steps to stop sending further SMS messages to that mobile telephone number, except for messages that are necessary to process your opt-out request or that are otherwise permitted or required by applicable law.
You may also contact Sweet Smiles directly using the support information provided below to request that SMS/text messaging be discontinued.
6. Help and Customer Support
For assistance with Sweet Smiles SMS/text messaging, reply HELP to a Sweet Smiles text message where that functionality is available, or contact us at:
Sweet Smiles
Email: info@sweetsmilesdentistry.com
Please contact Sweet Smiles if you have questions about our SMS messaging program, your SMS consent, or your communications preferences.
7. Privacy and Use of Information
Sweet Smiles respects the privacy of patients and individuals who participate in our SMS messaging program.
Sweet Smiles does not sell, rent, or share mobile telephone numbers or SMS opt-in information with third parties for their own advertising or marketing purposes.
Sweet Smiles does not sell SMS consent records or use SMS opt-in information for third-party advertising or promotional purposes.
Sweet Smiles may provide mobile telephone numbers and related information to service providers that process SMS/text messages on behalf of Sweet Smiles, including communications and messaging providers. Such providers may access information only as reasonably necessary to provide services to Sweet Smiles and subject to applicable contractual, privacy, security, and legal requirements.
For additional information regarding how Sweet Smiles collects, uses, protects, and discloses personal information and protected health information, please review our Privacy Policy and our applicable HIPAA Notice of Privacy Practices.
8. Messaging Providers
Sweet Smiles may use third-party communications and messaging service providers, including Twilio, to transmit SMS/text messages on our behalf.
These service providers process information as necessary to provide messaging services to Sweet Smiles and are not authorized by Sweet Smiles to sell or use patients’ mobile telephone numbers or SMS opt-in information for their own advertising or marketing purposes.
Where protected health information is involved, Sweet Smiles will use appropriate services, configurations, contractual safeguards, and Business Associate Agreements where required by applicable law.
9. Supported Devices and Carriers
SMS/text messaging is subject to the capabilities and availability of your mobile device and mobile carrier.
Sweet Smiles does not guarantee that SMS/text messages will be delivered to every mobile device or through every mobile carrier. Message delivery may be affected by circumstances outside Sweet Smiles’ control, including network availability, carrier restrictions, device settings, and other technical conditions.
Wireless carriers are not liable for delayed or undelivered messages.
10. No Emergency Service
Sweet Smiles SMS/text messaging is not intended to provide emergency medical or dental services and should not be used for emergency communications.
If you are experiencing a dental or medical emergency, contact the appropriate emergency service or seek immediate medical or dental care.
11. Changes to the SMS Program
Sweet Smiles may modify, suspend, or discontinue all or part of its SMS/text messaging program at any time, subject to applicable law.
Sweet Smiles may also update these SMS Terms & Conditions from time to time to reflect changes in our services, messaging practices, technology, or applicable legal and regulatory requirements.
When material changes are made, Sweet Smiles will post the updated SMS Terms & Conditions on its website and update the effective date.
12. Contact Information
If you have questions regarding these SMS Terms & Conditions or the Sweet Smiles SMS messaging program, please contact:
Sweet Smiles
Email: info@sweetsmilesdentistry.com
13. Related Policies
Our SMS messaging program is also subject to the Sweet Smiles Privacy Policy and applicable HIPAA privacy requirements.
View the Sweet Smiles Privacy Policy
By consenting to receive SMS/text messages from Sweet Smiles, you acknowledge that you have read and understood these SMS Terms & Conditions.