Hometown Dental - Privacy Policy
Effective Date: 06/29/26 | Last Updated: 06/29/26
Hometown Dental ("we," "us," or "our") operates the website www.hometowndentaljc.com (the "Site"). This Privacy Policy explains what information we collect when you visit our Site or interact with us online, how we use it, and the choices you have.
HIPAA Notice: If you are a patient, protected health information (PHI) you provide during treatment is governed by our Notice of Privacy Practices, not this website Privacy Policy. This policy covers non-clinical data collected through the Site.
1. Information We Collect
We collect information in three ways:
a) Information You Provide Directly
- Name, email address, phone number, and message content submitted through contact or appointment request forms
- Insurance and scheduling preferences you voluntarily enter in online forms
- Appointment, scheduling, or intake information you submit through scheduling tools or patient portals that are integrated with the Site
- Reviews, testimonials, or feedback you submit through the Site
b) Information Collected Automatically
- IP address, browser type, operating system, and device identifiers
- Approximate geographic location (such as your city or region) derived from your IP address
- Pages visited, time spent on pages, referring URL, and click activity
- Cookies, pixels, and similar tracking technologies (see our Cookie Policy for details)
c) Information From Third Parties
- Call tracking providers that capture the phone number, date/time, and duration of inbound calls from the Site. Inbound calls may be recorded where permitted by law; where recording occurs, callers are notified at the start of the call.
- Advertising platforms (e.g., Google Ads, Meta) that provide conversion and audience data
- Analytics services that help us understand Site traffic
2. How We Use Your Information
| Purpose | Examples |
|---|---|
| Respond to inquiries | Replying to a contact form submission or returning a call |
| Schedule appointments | Processing online appointment requests |
| Improve our Site | Analyzing traffic patterns and page performance |
| Marketing & advertising | Running targeted ads, remarketing, and email campaigns |
| Call tracking & quality | Measuring ad effectiveness, training, and quality assurance |
| Legal compliance | Meeting regulatory requirements and responding to lawful requests |
3. Cookies & Tracking Technologies
We use cookies, web beacons, and similar technologies to operate and improve the Site, remember your preferences, and deliver relevant advertising. For a full breakdown of the cookies we use, how to manage them, and your opt-out options, please see our Cookie Policy.
4. How We Share Your Information
We do not sell your personal information. We may share information with the following categories of recipients, solely for the purposes described above:
- Service providers — website hosting (Duda), analytics (Google Analytics), advertising platforms (Google Ads, Meta), CRM and scheduling software, call tracking providers, and email marketing tools that process data on our behalf
- HIPAA Business Associates — certain service providers, such as scheduling and patient communication platforms (e.g., NexHealth), act as Business Associates when they handle protected health information (PHI) on our behalf. Where applicable, we maintain Business Associate Agreements (BAAs) governing their use and protection of that information.
- Professional advisors — attorneys, accountants, and auditors as needed
- Legal obligations — when required by law, subpoena, or court order
- Business transfers — in connection with a merger, acquisition, or sale of assets
5. Your Privacy Rights
All visitors may:
- Opt out of marketing emails via the "Unsubscribe" link in any email
- Manage cookie preferences through our cookie consent tool or your browser settings
- Request deletion of personal information we hold by contacting us (see Section 9)
California residents (CCPA/CPRA): You have additional rights, including the right to know what personal information we collect, the right to delete it, the right to correct inaccurate information, and the right to opt out of the sale or sharing of personal information. We do not sell personal information. To exercise these rights, contact us using the details in Section 9. We will not discriminate against you for exercising your rights.
Residents of other U.S. states with consumer privacy laws (Virginia, Colorado, Connecticut, etc.) may have similar rights. Contact us and we will respond in accordance with applicable law.
6. Data Retention
We retain personal information only as long as necessary to fulfill the purposes described in this policy, comply with legal obligations, resolve disputes, and enforce our agreements. Form submissions and call records are typically retained in accordance with state dental/medical record retention rules, often 7+ years for adult patients, unless a longer period is required by law.
7. Security
We implement commercially reasonable administrative, technical, and physical safeguards to protect your information. These include encryption of data in transit (HTTPS) and, where applicable, encryption of data at rest. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.
8. Children's Privacy
Our Site is not directed to individuals under 13. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately and we will delete it.
9. Contact Us
Hometown Dental
401 W Walnut St
Johnson City, TN 37604
Phone: (423) 219-1218
Email: hometowndentaljc@gmail.com
10. Changes to This Policy
This policy is reviewed annually or on an as-needed basis
For the HIPAA notice, include specifically "any medical or dental related information submitted through this website (e.g., in appointment forms or messages) will be treated as protected health information (PHI) and governed by the Notice of Privacy Practices