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Duncan Family Dentistry

Privacy & HIPAA Notice

Duncan Family Dentistry is committed to protecting your privacy—both online and in the operatory. This page explains how we collect, use, and safeguard your information in accordance with the Health Insurance Portability and Accountability Act (HIPAA), the Kentucky Medical Records Act, and other applicable laws.

If you have questions at any time, please contact our Front Office.

HIPAA Notice of Privacy Practices

How We May Use & Disclose Your PHI

  • Treatment: To coordinate care with specialists, labs, or pharmacies.
  • Payment: To bill your insurance or verify benefits.
  • Healthcare Operations: Quality assessment, staff training, accreditation.
  • When Required by Law: Public health reporting, law-enforcement requests, subpoenas.

Your Rights Under HIPAA

  • Request a copy of your records (electronic or paper).
  • Ask us to correct inaccurate or incomplete information.
  • Receive an accounting of disclosures.
  • Limit certain uses or disclosures (e.g., marketing).
  • File a complaint with our office or the U.S. HHS Office for Civil Rights.

Full HIPAA policy last updated: . Download the official PDF version → HIPAA Notice

Website & Digital Privacy

Information We Collect Online

  • Contact Form Data: Name, phone, email, preferred date.
  • Log Data: IP address, browser type, pages visited (for security analytics).
  • Cookies: Only essential session cookies; no third-party ad tracking.

How We Use It

Form submissions generate an email to our front office and are stored securely in our HIPAA-compliant EHR. Log data is used to detect fraud and improve site performance.

Third-Party Services

We embed Google Maps for directions and may use SendGrid to relay form emails. Both providers meet industry security standards; however, your use of their services is governed by their respective privacy policies.

Financial Information Security

We accept major insurance plans, Medicaid, and financing through third-party lenders. All payment processing hardware is PCI-DSS compliant. We never store full credit-card numbers on our servers.

  • Electronic claims are transmitted via encrypted connections.
  • Staff undergo annual HIPAA & PCI security training.

Children's Privacy

We do not knowingly collect personal data online from children under 13. If you believe a minor has submitted information without parental consent, please contact us and we will promptly delete it.

Cookie Policy

Our website uses only first-party session cookies to maintain basic functionality (e.g., preserving form field values) and Google Maps cookies for embedded maps. You may disable cookies in your browser; the site will still function, but maps may not display.

Policy Updates

We review this privacy statement annually and update it as regulations evolve. Material changes will be posted here and communicated via email to active patients.

Questions? Call (606) 237-0073 or email duncanfamilydentistry@gmail.com.