Privacy Policy
Learn how North Hill Dental protects and manages your personal information.
Last updated: August 28, 2025
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At North Hill Dental, we are committed to protecting your privacy and maintaining the confidentiality of your personal and health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our dental services and digital platforms.
By using our services, you consent to the collection and use of your information as described in this policy. We comply with all applicable privacy laws and regulations, including HIPAA (Health Insurance Portability and Accountability Act) requirements.
Personal Information
We collect personal information that you provide to us, including:
- Name, address, phone number, email address
- Date of birth, gender, emergency contact information
- Insurance information and payment details
- Employment information when relevant
Health Information
We collect and maintain health information necessary for providing dental care:
- Medical and dental history
- Current medications and allergies
- Treatment records and dental charts
- X-rays and diagnostic images
- Treatment plans and progress notes
Digital Platform Information
When you use our online services, we may collect:
- Account login credentials
- Appointment booking preferences
- Communication history and preferences
- Device information and IP addresses
We collect information through various methods:
- Direct Collection: Information you provide during appointments, registration, or through our digital platforms
- Clinical Records: Information gathered during examinations, treatments, and consultations
- Third Parties: Information from insurance companies, referring dentists, or other healthcare providers (with your consent)
- Automated Collection: Technical information collected automatically when you use our digital services
Primary Uses
- Providing dental care and treatment services
- Maintaining accurate medical and dental records
- Scheduling and managing appointments
- Processing payments and insurance claims
- Communicating about your care and appointments
Secondary Uses
- Improving our services and patient experience
- Sending appointment reminders and health tips
- Complying with legal and regulatory requirements
- Quality assurance and staff training purposes
- Research and statistical analysis (anonymized data only)
We process your information based on:
- Consent: You have given explicit consent for specific purposes
- Treatment: Processing is necessary for providing healthcare services
- Legal Obligation: We must comply with healthcare laws and regulations
- Legitimate Interest: Processing is necessary for our legitimate business interests while respecting your privacy
We may share your information in the following circumstances:
- With Your Consent: When you explicitly authorize us to share information
- Healthcare Providers: Referrals to specialists, laboratories, or other healthcare professionals
- Insurance Companies: For processing claims and verifying coverage
- Legal Requirements: When required by law, court orders, or regulatory authorities
- Emergency Situations: To protect your health and safety or that of others
- Business Associates: Third-party service providers who assist in our operations (under strict confidentiality agreements)
We work with trusted third-party service providers to support our operations:
- Cloud Storage Providers: For secure data storage and backup
- Payment Processors: For handling billing and payment transactions
- Communication Services: For appointment reminders and patient communications
- IT Support: For maintaining and securing our digital systems
All third-party providers are required to maintain strict confidentiality and security standards equivalent to our own.
Physical Security
- Secure storage of physical records in locked filing systems
- Restricted access to treatment areas and record storage
- Staff training on confidentiality and privacy protocols
Digital Security
- Encryption of data in transit and at rest
- Multi-factor authentication for system access
- Regular security audits and vulnerability assessments
- Automatic software updates and security patches
- Secure backup systems with redundant storage
You have the following rights regarding your personal information:
- Access: Request a copy of your personal information we hold
- Correction: Request correction of inaccurate or incomplete information
- Deletion: Request deletion of your information (subject to legal requirements)
- Restriction: Request limitation of how we use your information
- Portability: Request transfer of your information to another provider
- Objection: Object to certain uses of your information
- Withdraw Consent: Withdraw consent for specific uses at any time
To exercise these rights, please contact our Privacy Officer at privacy@northhilldental.ph
We retain your information for the following periods:
- Active Patient Records: For the duration of our patient relationship
- Adult Patient Records: 10 years after last treatment
- Minor Patient Records: Until age 25 or 10 years after last treatment, whichever is longer
- Digital Account Data: 3 years after account closure
- Billing Records: 7 years as required by law
Records may be retained longer when required by law or for legitimate business purposes.
Policy Updates
We may update this Privacy Policy from time to time. When we make changes, we will:
- Update the "Last Updated" date at the top of this policy
- Notify you of significant changes via email or through our platform
- Provide notice of changes during your next appointment
Contact Us
If you have questions about this Privacy Policy or our privacy practices, please contact us:
Privacy Officer: Dr. Jane Smith
Email: privacy@northhilldental.ph
Phone: 0927 508 6540
Address: 123 Sitio Nasipit, Barangay Banilad, Cebu City, Cebu
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