Privacy Policy

1. Introduction

Smile Studio Boston, also known as Smile Studio Dental ("we", "our", "us"), is a dental practice operated by Dr. Khushboo Jain, located at 253 Adams St, Dorchester, MA 02122. We are committed to protecting the privacy and confidentiality of your personal and health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with our dental practice.

By using our website or receiving dental services from us, you acknowledge that you have read and understood this Privacy Policy.

2. Information We Collect

2.1 Personal Information

We may collect the following personal information when you schedule an appointment, visit our office, or interact with our website:

• Name: First name and last name
• Contact Details: Phone number, email address, mailing address
• Date of Birth: For patient identification and treatment records
• Insurance Information: Insurance provider, policy number, group number, and subscriber details (including Mass Health and all major insurances)
• Dental and Medical History: Previous dental treatments, current medications, allergies, and relevant medical conditions
• Health Information: Clinical notes, X-rays, treatment plans, photographs, and other protected health information (PHI) as defined by HIPAA
• Payment Information: Billing address and payment details processed securely through our payment systems (we do not store full credit card numbers)
• Emergency Contact: Name and phone number of your designated emergency contact

2.2 Non-Personal Information

We automatically collect certain non-personal information when you visit our website:

• Device information (browser type, operating system)
• IP address
• Pages visited and time spent on pages
• Referring website
• General geographic location (city/state level)

3. How We Use Your Information

We use your information for the following purposes:

• Appointment Scheduling: To schedule, confirm, and manage your dental appointments, including through third-party booking platforms such as Zocdoc
• Dental Treatment: To provide diagnosis, treatment planning, and dental care tailored to your individual needs
• Insurance and Billing: To process insurance claims, verify coverage (including Mass Health and private insurances), and handle billing and payment
• Communication: To send appointment reminders, treatment follow-ups, billing statements, and practice updates via phone, email, or text message
• Service Improvement: To improve our dental services, website experience, and patient care
• Legal Compliance: To comply with federal and state laws, including HIPAA, Massachusetts healthcare regulations, and other applicable legal requirements

4. Data Sharing and Disclosure

4.1 Healthcare-Related Sharing

We may share your information with the following parties as necessary for your dental care:

• Insurance Companies: To process claims, verify coverage, and coordinate benefits with your dental or health insurance provider
• Specialist Referrals: When referring you to dental or medical specialists (such as oral surgeons, orthodontists, or periodontists), we share relevant treatment records to ensure continuity of care
• Dental Laboratories: To fabricate crowns, bridges, dentures, and other dental appliances as part of your treatment plan
• Third-Party Booking Platforms: Zocdoc may process limited information for appointment scheduling purposes

4.2 Legal Requirements

We may disclose your information if required to:

• Comply with a court order, subpoena, or legal process
• Respond to requests from public health authorities or regulatory agencies
• Report suspected abuse, neglect, or domestic violence as required by law
• Prevent or lessen a serious and imminent threat to health or safety

4.3 No Sale of Personal Data

We do NOT sell, trade, or rent your personal or health information to third parties for marketing or any other purpose.

5. HIPAA Compliance

As a healthcare provider, Smile Studio Boston is subject to the Health Insurance Portability and Accountability Act (HIPAA). We are committed to complying with all HIPAA requirements regarding the protection of your Protected Health Information (PHI).

• Notice of Privacy Practices: A detailed Notice of Privacy Practices is available at our office and upon request. This notice describes in greater detail how your medical and dental information may be used and disclosed.
• Minimum Necessary Standard: We only use or disclose the minimum amount of PHI necessary to accomplish the intended purpose.
• Staff Training: All staff members are trained on HIPAA privacy and security requirements and are bound by confidentiality obligations.
• Business Associate Agreements: We maintain appropriate agreements with third-party service providers who may access your PHI, requiring them to safeguard your information.
• Breach Notification: In the unlikely event of a data breach involving your PHI, we will notify you and the appropriate authorities as required by HIPAA and Massachusetts law.

6. Data Security

We implement appropriate administrative, technical, and physical safeguards to protect your personal and health information:

• Encryption: Secure HTTPS encryption for all data transmitted through our website
• Secure Storage: Electronic health records are stored in secure, access-controlled systems with encryption at rest
• Access Controls: Restricted access to patient information on a need-to-know basis, with unique user credentials for all staff
• Physical Security: Paper records and physical media are stored in locked, secure areas within our office
• Regular Reviews: Periodic security assessments and updates to our data protection measures

While we strive to use commercially acceptable means to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security but are committed to maintaining the highest reasonable standard of protection.

7. Data Retention

We retain your information in accordance with applicable laws and professional standards:

• Dental and Medical Records: Retained for a minimum of 10 years from the date of the last treatment, or as required by Massachusetts state law and professional licensing requirements
• Billing and Insurance Records: Retained for a minimum of 7 years for tax and audit purposes
• Minor Patients: Records for patients who were minors at the time of treatment are retained until at least 3 years after the patient reaches the age of majority, or as otherwise required by law
• Website Analytics Data: Non-personal website usage data is retained in accordance with Google Analytics data retention policies

8. Your Privacy Rights

8.1 Right to Access

You have the right to request access to your dental records and personal information. To request copies of your records, please contact our office at smilestudioboston@gmail.com or call us at +1 (617) 265-5606.

8.2 Right to Correction

You may request amendments or corrections to your dental records if you believe the information is inaccurate or incomplete. We will review your request and respond in accordance with HIPAA requirements.

8.3 Right to Restriction

You may request restrictions on certain uses and disclosures of your health information. While we will consider all requests, we may not be able to agree to all restrictions, particularly those that could affect your care or our legal obligations.

8.4 Right to an Accounting of Disclosures

You have the right to request a list of certain disclosures we have made of your health information for purposes other than treatment, payment, or healthcare operations.

8.5 Right to Confidential Communications

You may request that we communicate with you about health matters using a specific method or at a certain location. For example, you may ask that we contact you only by mail or at a specific phone number.

8.6 Limitations

Please note that certain rights may be limited where required by law. For instance, we are required to retain dental records for the minimum periods specified by Massachusetts law and cannot delete records that are legally required to be maintained.

9. Cookies and Tracking

9.1 Essential Cookies

Our website uses essential cookies for:

• Basic website functionality and navigation
• Remembering your preferences during a browsing session
• Security and fraud prevention

9.2 Google Analytics

We use Google Analytics (ID: GT-WRDHCTL) to understand how visitors use our website, including which pages are visited, how long visitors stay, and how they found our site. Google Analytics collects non-personal, aggregated data and does not collect any protected health information. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.

9.3 Managing Cookies

You can control and manage cookies through your browser settings. Please note that disabling cookies may affect the functionality of our website.

10. Third-Party Links

Our website may contain links to third-party websites and services, including but not limited to:

• Zocdoc: For online appointment scheduling
• Social Media: Links to our Instagram and Facebook profiles
• Google Maps: For directions to our office
• Insurance Provider Websites: For coverage information

We are not responsible for the privacy practices or content of these third-party websites. We encourage you to review the privacy policies of any third-party site you visit through links on our website.

11. Children's Privacy

We provide dental services to patients of all ages, including children. When treating minor patients (under 18 years of age), we collect personal and health information with the consent of a parent or legal guardian. Parents and guardians have the right to access their child's dental records and exercise privacy rights on their behalf, in accordance with applicable law.

Our website is not directed at children under 13, and we do not knowingly collect personal information from children under 13 through our website without verifiable parental consent.

12. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. When we make material changes, we will notify you by:

• Posting the updated policy on this page with a revised "Last Updated" date
• Providing notice at our office
• Sending an email notification for significant changes, where applicable

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

13. Contact Information

For questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us:

Smile Studio Boston
Dr. Khushboo Jain
253 Adams St,
Dorchester, MA 02122
Phone: +1 (617) 265-5606
Email: smilestudioboston@gmail.com

Office Hours:
Monday: 10:00 AM - 7:00 PM
Tuesday - Friday: 10:00 AM - 5:00 PM
Saturday - Sunday: Closed

Governing Law: This Privacy Policy is governed by the laws of the Commonwealth of Massachusetts, United States, and applicable federal regulations including the Health Insurance Portability and Accountability Act (HIPAA).