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Virginia Family Dentistry follows the Health Insurance Portability and Accountability Act of 1996 (HIPAA)
This notice describes how health information about you may be used and disclosed. This notice also describes how you can gain access to this information.
Please review it carefully. The privacy of your health information is important to us.
OUR LEGAL DUTY
We are required by applicable federal and state law to maintain the privacy of your health information. We are also required to give you this Notice about our privacy practices, our legal duties and your rights concerning your health information. We must follow the privacy practices that are described in this Notice while it is in effect. This Notice takes effect 02/16/2026, and will remain in effect until we replace it.
We reserve the right to change our privacy practices and the terms of this Notice at any time, provided such changes are permitted by applicable law. Before we make a significant change in our privacy practices, we will change this Notice and make the Notice available upon request.
You may request a copy of our Notice at any time. For more information about our privacy practices, or for additional copies of this Notice, please contact us using the information listed at the end of this Notice.
USES AND DISCLOSURES OF HEALTH INFORMATION
We use and disclose health information about you for treatment, payment, and healthcare operations. For example:
Treatment: We may use or disclose your health information to a physician or other healthcare provider providing treatment to you.
Payment: We may use and disclose your health information to obtain payment for services we provide to you.
Healthcare Operations: We may use and disclose your health information in connection with our healthcare operations. Healthcare operations include quality assessment and improvement activities, reviewing the competence or qualifications of healthcare professionals, evaluating practitioner and provider performance, conducting training programs, accreditation, certification, licensing or credentialing activities.
Your Authorization: Unless you give us additional written authorization, we cannot use or disclose your health information for any reason except those described in this Notice.
To Your Family and Friends: We must disclose your health information to you, as described in the Patient Rights section of this Notice. We may disclose your health information to a family member, friend or other person to the extent necessary to help with your healthcare or with payment for your healthcare, but only if you agree that we may do so.
Persons Involved in Care: We may use or disclose health information to notify, or assist in the notification of (including identifying or locating) a family member, your personal representative or another person responsible for your care, of your location, your general condition, or death. If you are present, then prior to use or disclosure of your health information, we will provide you with an opportunity to object to such uses or disclosures. In the event of your incapacity or emergency circumstances, we will disclose health information based on a determination using our professional judgment and disclose only health information that is directly relevant to the person’s involvement in your healthcare. We will also use our professional judgment and our experience with common practice to make reasonable inferences of your best interest in allowing a person to pick up filled prescriptions, medical supplies, x-rays, or other similar forms of health information.
Marketing Health-Related Services: We will not use your health information for marketing communications to third parties without your written authorization.
Research: We may disclose your protected health information to researchers when their research has been approved by an institutional review board that has reviewed the research proposal and established protocols to ensure the privacy of your protected health information.
Required by Law: We may use or disclose your health information when we are required to do so by law.
Substance Use Disorder: Substance Use Disorder (SUD) Treatment records have enhanced protections. They cannot be used in legal proceedings without your consent or court order. If a use or disclosure of health information described above in this notice is prohibited or materially limited by other laws that apply to us, it is our intent to meet the requirements of the more stringent law.
Abuse or Neglect: We may disclose your health information to appropriate authorities if we reasonably believe that you are a possible victim of abuse, neglect, or domestic violence or the possible victim of other crimes. We may disclose your health information to the extent necessary to avert a serious threat to your health or safety or the health and safety of others.
Data Breach Notification Purposes: We may use your contact information to provide legally required notices of unauthorized acquisition, access or disclosure of your health information.
National Security: We may disclose to military authorities the health information of Armed Forces personnel under certain circumstances. We may disclose to authorized federal officials health information required for lawful intelligence, counterintelligence, and other national security activities. We may disclose to correctional institution or law enforcement officials having lawful custody protected health information of inmate or patient under certain circumstances.
Appointment Reminders: We may use or disclose your health information to provide you with appointment reminders (such as voicemails, text messages, postcards, or letters).
PATIENT RIGHTS
Access: You have the right to review or receive copies of your health information, with limited exceptions. You must make a request in writing to obtain access to your health information. You may obtain a form to request access by using the contact information listed at the end of this Notice. You may also request access by sending us a letter to the address at the end of this Notice. Where your health information is contained in an Electronic Health Record, you have a right to obtain a copy of such information in an electronic format. We will charge you a reasonable cost-based fee for expenses such as copies and staff time. If you request copies, we will charge you $.50 cents for each page and postage if you want the copies mailed to you. If you prefer, we will prepare a summary or an explanation of your health information for a fee. Contact us using the information listed at the end of this Notice for a full explanation of our fee structure.
Disclosure Accounting: You have the right to receive a list of instances in which we or our business associates disclosed your health information for purposes other than treatment, payment, healthcare operations and certain other activities, for the last 6 years, but not before April 14, 2003. If you request this accounting more than once in a 12-month period, we may charge you a reasonable, cost-based fee for responding to these additional requests.
Beginning January 1, 2011 or January 1, 2014, depending on the compliance date required by law for a particular record, an accounting of disclosures from an Electronic Health Record, as that term is defined by federal law, will include disclosures for treatment, payment or health care operations. The right to receive an accounting of the disclosures made from an Electronic Health Record relating to treatment, payment, or health care operations is limited to the three years immediately prior to the date the accounting is requested (or shorter is requested).
Restriction: You may request that we restrict uses of your health information to carry out treatment, payment, or health care operations or to your family member or friend involved in your care of the payment for your care. We may not (and are not required to) agree to your restriction with one exception: If you pay in full (out of your pocket) for a service you receive from us, and you request that we not submit the claim for this service to your health insurer or health plan for reimbursement, we must honor that request.
Alternate Communication: You have the right to request that we communicate with you about your health information by alternative means or to alternative locations. You must make your request in writing. Your request must specify the alternative means or location, and provide satisfactory explanation how payments will be handled under the alternative means or location you request.
Amendment: You have the right to request that we amend your health information. Your request must be in writing, and it must explain why the information should be amended. We may deny your request under certain circumstances.
Electronic Notice: If you receive this Notice on our Web site or by electronic mail (e-mail), you are entitled to receive this Notice in written form.
QUESTIONS AND COMPLAINTS
If you want more information about our privacy practices or have questions or concerns, please contact us.
If you are concerned that we may have violated your privacy rights or you disagree with a decision we made about access to your health information or in response to a request you made to amend or restrict the use or disclosure of your health information or to have us communicate with your by alternative means or at alternative locations, you may complain to us using the contact information listed at the end of this Notice. You also may submit a written complaint to the U.S. Department of Health and Human Services. We will provide you with the address to file your complaint with the U.S. Department of Health and Human Services upon request.
We support your right to the privacy of your health information. We will not retaliate in any way if you choose to file a complaint with us or with the U.S. Department of Health and Human Services.
Contact Officer: Jessica Schmidt
Telephone: (804) 794-9789
Fax: (804) 794-9762
Address: 1612 Huguenot Road
Midlothian, VA 23113
Virginia Family Dentistry is committed to protecting your privacy.
Virginia Family Dentistry will never, under any circumstances, sell, distribute, or rent your name, company name, mailing address, postal code, email address, or any other personal or business information you provide to us through our website to any third party, except as may be required by law. We will only use the information you share with us for the purposes of delivering medical services to you, informing you about our procedures, or providing you with other information from Virginia Family Dentistry.
We do not automatically gather any personal information from you, such as your name, phone number, email, or address. This information is only obtained if you supply it voluntarily, usually through contacting us via email, phone, or registering through a form on our site. Any personal information you do provide is protected under the Federal Privacy Act.
How We Use the Information We Collect
We receive and securely store information that you provide to us through our website or other modes (i.e., email or telephone). When you send a question or comment, request information, or schedule an appointment with Virginia Family Dentistry, you provide us with certain contact and private, personal information to enable us to understand your needs, provide you with quick service, and contact you to obtain further information or schedule an appointment.
VAdentist.com may contain links to websites operated by third parties. Virginia Family Dentistry has no control over the privacy policies and practices of third-party sites.
IP addresses
We log the IP address of all visitors to VAdentist.com. An IP address is a number automatically assigned to your computer whenever you access the Internet. IP addresses allow computers and servers to recognize and communicate with one another. We collect IP address information to properly administer our system and gather aggregate information about how our site is being used, including the pages visitors are viewing. To maintain your anonymity, we do not associate IP addresses with records containing personal information. We will use IP address information, however, to personally identify you in order to enforce our legal rights or when required to do so by law enforcement authorities.
Cookies
“Cookies” are small pieces of information that some Websites store on your computer’s hard drive when you visit them. VAdentist.com uses cookies to provide us with information relating to the sources of our site traffic. Collecting this information, however, does not allow us to personally identify you.
Most Web browsers automatically accept cookies, but allow you to modify security settings so that you can approve or reject cookies on a case-by-case basis. If you reject cookies from our site, it is possible that some parts of the site may not work properly for you.
In addition to standard website cookies, Virginia Family Dentistry uses an attribution pixel in the website header to help measure the effectiveness of our advertising, including streaming and digital media campaigns. This technology enables us to determine whether visits to our website are associated with exposure to our advertisements. The information collected through this attribution technology is used solely for analytics and performance measurement and does not personally identify you or collect protected health information. Attribution data may include device, browser, or IP-based information and is reported to us only in aggregated or de-identified form.
You may control or disable cookies and similar tracking technologies through your browser settings. Please note that disabling cookies may impact certain features or functionality of the website.
E-mail communication that you send to us via the e-mail links on our site may be shared with an employee who is most able to address your inquiry. We make every effort to respond in a timely fashion once communications are received. Once we have responded to your communication, it is discarded or archived, depending on the nature of the inquiry.
The e-mail functionality on our site does not provide a completely secure and confidential means of communication. It’s possible that your e-mail communication may be accessed or viewed by another Internet user while in transit to us. If you wish to keep your communication private, do not use e-mail.
We may periodically send you emails containing information that we think you may find relevant using the email address that you have provided. If you no longer wish to receive periodic emails from us, please follow the opt-out instructions located at the bottom of the email. Virginia Family Dentistry complies fully with the CAN-SPAM Act.
How We Protect Your Personal Information
Once your data reaches our servers, the same state-of-the-art security software that guards our company’s essential business data protects your data as well.
In addition to using the most secure technology available, we de-identify all data before they are used in any aggregate reporting that may be done.
What We Provide to Third Parties
VAdentist.com does not provide third parties with access to your contact information or protected health information. Certain de-identified or aggregated data, including information collected through cookies or attribution technologies, may be shared with advertising and analytics partners solely for performance measurement and reporting purposes.
We may provide third parties with aggregate statistics about our visitors, traffic patterns, and related site information. These data reflect site-usage patterns gathered during visits to our Website each month, but they do not contain behavioral or identifying information about any individual member unless that member has given us permission to share that information.
Aggregate information
We use general traffic, site usage, and length-of-stay information in reports to third parties with which we have a business relationship. This sort of information is shared only in aggregate and does not personally identify you.
Changes and Questions
Virginia Family Dentistry reserves the right to revise this policy at any time by posting a new privacy policy at this location. Please check this page periodically for changes. Your continued use of this website signifies your consent to this privacy policy statement.
You may decide at some point that you no longer wish to receive communications from our site. To stop receiving communications, send an email message to [email protected] or send regular mail to the following postal address:
Privacy Officer
VAdentist.com
Virginia Family Dentistry
1612 Huguenot Road
Midlothian, VA 23113