Privacy Policy

Information We Collect

A. Personal Information & Protected Health Information (PHI)

When you use our Website (such as submitting a contact form, requesting an appointment, asking an insurance or billing question, or referring a friend or family member to our practice), we may collect information that relates to your physical or mental health conditions, the provision of healthcare to you, or payment for healthcare. This includes:

• Full name and contact information
• Email address and mailing address
• Phone number (including for SMS communications, where applicable)
• Preferred contact method and preferred time to be reached
• Dental or health concerns, symptoms, insurance questions, or any other information you submit via direct communication
• Information you provide about another person when you refer a new patient to our practice

Any individually identifiable health information you submit through this Website is treated as Protected Health Information (PHI) and handled in strict compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), the HITECH Act, and their implementing regulations.

If you submit information about another person through our Patient Referral Form, you represent that you have that person’s permission to share it with us. Referral information submitted through the form may be used to contact the referred individual about becoming a patient.

B. Patient Tools Provided Through Third-Party Platforms

Certain patient tools linked from or embedded on our Website are provided by third-party platforms rather than collected directly by the Website itself. These currently include:

• Online Scheduling — appointment booking through a third-party scheduling platform provided by Jarvis Analytics
• New Patient Forms — online intake forms completed before your visit through a third-party patient forms platform provided by MyDentistLink
• Patient Portal — secure access to your patient records through MyDentistLink
• Pay Your Bill — online payment through bill.care

When you use these tools, the information you submit — including health history, insurance details, and payment card information — is collected and processed by the applicable platform under its own terms and privacy policy, and, to the extent it becomes part of your patient record, under our Notice of Privacy Practices. We do not collect or store payment card information through the Website itself. We encourage you to review the privacy policy of any third-party platform before submitting information.

C. Usage & Analytics Data

We automatically collect certain standard technical information when you interact with our Website, including browser type, device information, IP address, and pages visited. We use Google Analytics to help us understand Website usage and performance. To protect your privacy, we do not use standard tracking tools or third-party advertising pixels on Website pages that gather, transmit, or process sensitive patient health details.

Cookies & Browser Choices: Our Website may use cookies and similar technologies to operate the site and understand how visitors use it. We do not place personal information or PHI in cookies. You may refuse or delete cookies through your browser settings, although some features of the Website may not function properly as a result.

Embedded Third-Party Content: Our Website displays patient reviews using Elfsight, a third-party review widget that pulls publicly posted reviews from Google. Embedded content of this kind may set cookies or collect usage data under the privacy policies of the providers of that content. Our Website also links to external websites, including a separate practice website for TMJ specialty care. We are not responsible for the privacy practices of third-party websites.

D. Secure & HIPAA-Compliant Third-Party Infrastructure

We partner with specialized platforms to operate our practice and manage communications, which may include CRM tools, patient portals, patient forms, and online scheduling services. Where a technology provider creates, receives, maintains, or transmits Protected Health Information (PHI) on our behalf, we maintain a HIPAA Business Associate Agreement (BAA) with that provider to ensure PHI is handled in accordance with HIPAA requirements and applicable safeguards. [CLIENT/LEGAL CONFIRMATION NEEDED — confirm BAAs with each PHI-handling vendor]

How We Use and Share Your Information

We use collected information to schedule appointments, respond to dental, insurance, and billing inquiries, process new patient referrals, customize patient communications, maintain Website security, and comply with legal requirements.

Minimum Necessary Standard: We limit the use and disclosure of Protected Health Information (PHI) to the minimum necessary to accomplish the intended purpose, in accordance with HIPAA requirements.

SMS Communications (Carrier & HIPAA Compliance)

If you provide your phone number, you may opt in to receive automated messages, appointment reminders, and follow-up alerts via text message through applicable patient paperwork and forms.

• Emergency Use: SMS communications are not intended for emergency medical or dental situations. If you are experiencing a medical emergency, please call 911 or contact appropriate emergency services.
• Consent to receive SMS messages is not a condition of any purchase or healthcare service.
• Message frequency varies; message and data rates may apply.
• You may opt out at any time by replying STOP.
• For assistance, reply HELP or contact our office directly at (405) 947-0044.

SMS Data Protection (Non-Sharing Clause): Mobile information, phone numbers, and explicit SMS opt-in data will not be shared, sold, or rented to third parties, affiliates, or partners for marketing or promotional purposes.

Children’s Privacy

Our Website is not directed to children under the age of 13, and we do not knowingly collect personal information from children through the Website. Information about minor patients is provided by a parent or legal guardian and is handled under our Notice of Privacy Practices. If you believe a child has submitted personal information through our Website, please contact us using the information below so we can remove it.

Security, Data Integrity & Retention

We implement administrative, technical, and physical safeguards to protect the confidentiality, integrity, and availability of your Electronic Protected Health Information (e-PHI), including encryption of digital form submissions in transit and access controls that limit who can view your information. No method of transmission over the Internet is completely secure, and we cannot guarantee absolute security.

Retention: Information submitted through the Website is retained only as long as necessary to respond to your inquiry, provide care, or satisfy applicable legal, regulatory, and professional record-keeping requirements. When information is no longer required, it is securely deleted or anonymized as appropriate.

Your Rights

To the extent that we maintain your records electronically, you have distinct rights regarding your data under HIPAA and applicable Oklahoma state laws. You may request to inspect, copy, or amend your electronic personal data. Rights relating to your dental and clinical records are described in our Notice of Privacy Practices. To make a privacy request or report an issue, contact our Privacy Officer at info@cfdokc.com or by phone at (405) 947-0044 .

Policy Updates & Contact

We reserve the right to amend this Privacy Policy at any time. Changes will be posted on this page with a revised effective date. For questions regarding our data handling or your medical or dental privacy, please contact: