Website Privacy Policy

We may collect information from you in the following ways when you use our Site.

Information You Provide Directly

• Contact and appointment request forms — name, phone number, email address, and any message or inquiry you submit.
• Online patient intake and registration forms — personal and health-related information you provide as part of becoming a new patient, including date of birth, insurance details, medical history, and contact information.
• Online payments — payment information submitted through our payment portal (processed by our third-party payment processor; see Section 6).
• Patient portal — login credentials and any information you submit or access through a patient portal account.
• General communications — any information you provide when you contact us through the Site.

Information Collected Automatically

• Log and usage data — your browser type, operating system, referring URL, pages visited, and the date and time of your visit.
• Device information — general information about the device used to access the Site.
• Cookies and similar technologies — see Section 4 for details.
• Location data — general geographic region inferred from your IP address.

We use the information we collect for the following purposes:

• Responding to appointment requests, inquiries, and communications
• Scheduling and confirming appointments
• Processing patient intake information and establishing patient records
• Providing, managing, and improving our dental services
• Processing payments and managing billing
• Communicating with you about your care, including reminders and follow-up
• Complying with HIPAA, applicable Hawaii law, and other legal obligations
• Improving and maintaining our Site and online services
• Detecting, preventing, and responding to fraud or security incidents
• Internal recordkeeping and quality improvement

We do not use your information for third-party advertising, and we do not sell your personal information.

Aiea Pearl City Dental Care LLP is a HIPAA-covered healthcare provider. Any protected health information (PHI) you submit through this Site — including information provided through patient intake forms or the patient portal — is handled in accordance with our HIPAA Notice of Privacy Practices, available upon request at our office.

This Website Privacy Policy is separate from and does not replace our HIPAA Notice of Privacy Practices. In the event of a conflict between this Policy and our HIPAA obligations, our HIPAA obligations will govern.

Our Site may use cookies and similar technologies to support basic website functionality, remember your preferences, and understand how visitors use our Site.

• Strictly necessary cookies — required for the Site to function (e.g., session management, form security).
• Functional cookies — remember your preferences to improve your experience.
• Analytics cookies — help us understand how visitors use the Site so we can improve it. Analytics data is aggregated and does not identify individual users.

Most web browsers allow you to control or disable cookies through your browser settings. Disabling certain cookies may affect the functionality of some Site features.

Our Site may include features provided by third-party services, including:

• Google Maps — used to display our office location. Governed by Google's Privacy Policy.
• Payment processing — online payments are processed by a third-party processor. We do not store full payment card details on our systems.
• Practice management and communication platforms — including CareStack and VoiceStack, which may be integrated with online scheduling or intake features.

Our Site may also contain links to external websites. We are not responsible for the privacy practices of any third-party site and encourage you to review their privacy policies.

Our Site may offer the ability to make payments and access a patient portal through third-party platforms integrated with our practice management system.

• Payments — transactions are encrypted and processed by our payment processor. We do not store full payment card information on our systems.
• Patient portal — you are responsible for maintaining the confidentiality of your login credentials. Information accessed or submitted through the portal may constitute PHI and is handled under our HIPAA Notice of Privacy Practices.

If you believe your portal account has been compromised, please contact our office immediately.

We do not sell your personal information. We may share information with the following categories of recipients:

• Authorized staff and healthcare providers involved in your care
• Business associates and service providers performing services on our behalf, under contractual obligations to protect your information
• Insurance companies and healthcare payors as necessary for billing and claims
• Government agencies and regulators when required by law
• Law enforcement when required or permitted by applicable law
• Professional advisors, including attorneys, accountants, and insurers
• Successors or assigns in connection with a merger, acquisition, or sale of practice assets

Any disclosure of PHI is governed by HIPAA and our Notice of Privacy Practices.

We implement reasonable administrative, technical, and physical safeguards to protect information submitted through our Site, including SSL/TLS encryption for data transmitted to and from our Site and access controls for systems containing patient information.

No website or electronic storage system is completely secure. While we strive to protect your information, we cannot guarantee absolute security. If you believe your information has been compromised, please contact us immediately.

We retain information collected through this Site for as long as reasonably necessary to provide dental services, comply with HIPAA and applicable Hawaii record retention requirements, resolve disputes, enforce our agreements, and maintain required business and legal records. Retention periods vary depending on the type of information and applicable legal obligations.

This Site is not directed at children under the age of 13, and we do not knowingly collect personal information directly from children under 13 without appropriate parental or legal guardian consent. Parents or guardians may submit information on behalf of minor patients through our intake and patient portal features.

If you believe we have inadvertently collected information from a child under 13 without appropriate consent, please contact us and we will take steps to delete that information.

Residents of Hawaii may have additional rights under applicable Hawaii law, including Hawaii Revised Statutes Chapter 323C (Uniform Health Care Information Act) and consumer protection statutes governing healthcare confidentiality and electronic communications.

Nothing in this Privacy Policy is intended to limit any rights you have under applicable Hawaii or federal law. To exercise any such rights, please contact us using the information in Section 15.

If you provide your mobile phone number through this Site and opt into text message communications, your use of our SMS/text messaging services is also governed by our separate SMS/Text Messaging Privacy Policy and Terms and Conditions, available at www.aieapearlcitydentalcare.com.

We plan to expand our online services to include online appointment scheduling, an AI-assisted chat feature, and social media integrations. When any of these features are implemented:

• This Privacy Policy will be updated to describe the data practices associated with each feature.
• Any AI-assisted communication tools will be operated in compliance with HIPAA and applicable law, covered by appropriate Business Associate Agreements with relevant vendors.
• Social media integrations may allow third-party platforms to collect data about your visit. We will provide notice when such integrations are added and recommend reviewing the privacy policies of any connected social media platform.

We encourage you to review this Policy periodically to stay informed of any updates.

We reserve the right to update or modify this Privacy Policy at any time to reflect changes in our practices, applicable law, or available technologies. When we make material changes, we will update the "Last Updated" date at the top of this page.

Your continued use of this Site after any changes become effective constitutes your acceptance of the revised Policy.

If you have questions, concerns, or requests related to this Privacy Policy or our data practices, please contact us: