Privacy Policy

At SmileWorks NYC, we value your trust and are committed to protecting your personal information. When you choose our Midtown Manhattan dental practice for your family’s oral health needs, you can feel confident knowing we maintain strict privacy standards. Our comprehensive privacy policy outlines how we collect, use, and safeguard your information while providing exceptional dental and orthodontic care to patients throughout New York City. We understand privacy concerns are paramount when selecting healthcare providers. Our treatments span general dentistry, pediatric care, and orthodontics, and we handle all patient information with the utmost care and professionalism. Whether you’re visiting for routine cleanings, Invisalign consultations, or advanced procedures using our 3D imaging technology, your privacy remains our priority.

Information We Collect

We collect various types of information to provide excellent dental care and maintain efficient practice operations. Personal information includes your name, address, phone number, email address, and date of birth. We also gather health-related information such as medical history, dental records, X-rays, treatment plans, and insurance details. Financial information may include payment methods, billing addresses, and insurance policy numbers necessary for processing claims and payments. During your visits to our state-of-the-art facility at 30 Central Park South, we may collect additional information through our 3D X-ray machines, 3D scanners, and digital imaging systems. These advanced technologies help us provide precise diagnoses and treatment planning while maintaining complete digital records. We also collect information when you communicate with us through our website contact forms, phone calls, emails, or patient portal systems. For our pediatric dentistry patients, we may collect parental or guardian information along with the child’s medical and dental history. This ensures we can provide appropriate care while maintaining proper consent and communication channels.

How We Use Your Information

Your information serves several essential purposes in delivering quality dental care. We use your health information to diagnose conditions, develop treatment plans, and provide ongoing dental and orthodontic services. Your contact information allows us to schedule appointments, send appointment reminders, and communicate important updates about your care. We process financial and insurance information to handle billing, verify coverage, and submit claims to insurance providers. We may also use your information to improve our services and patient experience. This includes sending newsletters with oral health tips, practice updates, and special promotions for services like Invisalign or teeth whitening. You can opt out of marketing communications at any time while still receiving essential appointment and treatment-related messages. Additionally, we use aggregated, non-identifiable information to analyze practice trends, improve operational efficiency, and enhance our service offerings.

Information Protection and Security

Protecting your personal and health information requires comprehensive security measures. We implement administrative, technical, and physical safeguards to prevent unauthorized access, disclosure, or misuse of your information. Our electronic systems use encryption, secure passwords, and access controls to limit information access to authorized personnel only. Physical records are stored in locked facilities with restricted access. Our team members receive regular training on privacy practices and sign confidentiality agreements. We conduct periodic security assessments to identify and address potential vulnerabilities. When working with third-party service providers such as labs, specialists, or technology vendors, we ensure they maintain comparable security standards through written agreements. We retain your records according to New York state requirements and professional standards. Dental records are typically maintained for at least six years from the last treatment date, though we may retain them longer for continuity of care. When records reach the end of their retention period, we dispose of them securely through shredding or certified destruction services.

Information Sharing and Disclosure

We share your information only when necessary for treatment, payment, or healthcare operations, or when you provide explicit authorization. Treatment-related sharing may include referring you to specialists, coordinating care with other healthcare providers, or consulting with colleagues about your case. Payment-related sharing involves submitting claims to insurance companies, working with billing services, or responding to coverage inquiries. Healthcare operations requiring information sharing might include quality assessments, professional training, or compliance reviews. We may also disclose information when required by law, such as reporting certain diseases, suspected abuse, or responding to court orders. In emergency situations, we may share information necessary to provide immediate care. For our patients receiving orthodontic treatments or complex procedures requiring coordination with oral surgeons or other specialists, we share only the minimum necessary information to ensure comprehensive care. We never sell your information or share it for marketing purposes without your written consent.

Your Privacy Rights

You have specific rights regarding your health information under federal and state laws. You can request access to your dental records and receive copies, though we may charge reasonable fees for duplication and mailing. You can request corrections if you believe information in your record is incorrect or incomplete. You may request restrictions on how we use or share your information, though we’re not always required to agree to these restrictions. You can choose how we contact you and request confidential communications through specific channels. You have the right to receive an accounting of certain disclosures we’ve made of your health information. You can also obtain a paper copy of this privacy policy at any time and file complaints if you believe your privacy rights have been violated. To exercise these rights, contact our privacy officer during regular business hours. We’ll respond to your request within the timeframes required by law and work with you to address your privacy concerns.

Updates to This Policy

We may periodically update this privacy policy to reflect changes in our practices, technologies, or legal requirements. When we make material changes, we’ll notify you through our website, email, or posted notices in our office. The updated policy’s effective date will be clearly marked. We encourage you to review this policy periodically to stay informed about how we protect your information. Your continued use of our services after policy updates indicates your acceptance of the revised terms. If you have questions about changes or need clarification about any aspect of our privacy practices, our team is available to provide detailed explanations.

Contact SmileWorks NYC for Privacy Concerns

At SmileWorks NYC, your privacy and trust matter deeply to us. Our award-winning team combines advanced technology with personalized care while maintaining the highest standards of information protection. With our state-of-the-art 3D imaging systems and digital record-keeping, we provide efficient, precise care while safeguarding your personal information. If you have questions about this privacy policy, concerns about your information’s handling, or need to exercise your privacy rights, we’re here to help. Our Midtown Manhattan location serves patients from across New York City, including Chelsea, Harlem, and Long Island City, all with the same commitment to privacy and excellence. Contact us today to learn more about our privacy practices or schedule your next appointment.