Website Privacy Policy
Tim Howard DDS
Effective Date: January 1, 2025
Last Updated: September 12, 2025
Your Privacy Matters to Us
At Tim Howard DDS, we understand that your privacy is important to you, and we are committed to protecting your personal and health information. This Privacy Policy explains how we collect, use, protect, and share information when you visit our website or use our online services.
This policy complies with the Health Insurance Portability and Accountability Act (HIPAA), the Federal Trade Commission Act, and other applicable federal privacy laws current as of 2025.
Information We Collect
Personal Information You Provide
When you interact with our website, we may collect information you voluntarily provide, including:
- Contact Information: Your name, address, phone number, and email address when you schedule appointments, contact us, or sign up for communications
- Health Information: Medical history, insurance information, and other health-related details you provide through appointment forms or patient portals
- Communication Records: Messages you send us through contact forms, emails, or online chat features
- Account Information: Username, password, and preferences if you create a patient portal account
Information Collected Automatically
Our website automatically collects certain technical information when you visit:
- Device Information: Your IP address, browser type, operating system, and device identifiers
- Usage Data: Pages you visit, time spent on our site, links clicked, and how you navigate through our website
- Location Information: General geographic location based on your IP address (city and state level only)
Cookies and Tracking Technologies
We use cookies and similar technologies to improve your experience on our website. Cookies are small text files stored on your device that help us:
- Remember your preferences and login information
- Analyze how you use our website to improve functionality
- Provide relevant content and features
You can control cookies through your browser settings, but disabling them may limit some website functionality.
How We Use Your Information
We use the information we collect for the following purposes:
Healthcare Operations
- Treatment: Coordinating your dental care and treatment planning
- Payment: Processing insurance claims and managing billing
- Healthcare Operations: Quality improvement, staff training, and practice management activities
Website and Service Improvement
- Website Functionality: Ensuring our website works properly across different devices and browsers
- Service Enhancement: Analyzing usage patterns to improve our online services and patient experience
- Communication: Sending appointment reminders, follow-up care instructions, and practice updates
Legal and Safety Requirements
- Compliance: Meeting our obligations under HIPAA, state dental board regulations, and other applicable laws
- Safety: Protecting against fraud, security threats, and inappropriate use of our services
- Legal Process: Responding to court orders, subpoenas, or other legal requirements
How We Share Your Information
We take your privacy seriously and only share your information in limited circumstances:
Healthcare Providers
We may share your health information with:
- Dental specialists, physicians, or other healthcare providers involved in your care
- Insurance companies for claims processing and coverage verification
- Laboratories and other healthcare service providers who assist in your treatment
Business Associates
We work with trusted third parties who help us operate our practice, including:
- Electronic health record systems and cloud storage providers
- Appointment scheduling and communication platforms
- Website hosting services and technical support providers
- Billing and insurance processing services
All business associates sign agreements requiring them to protect your information according to HIPAA standards.
Legal Requirements
We may disclose information when required by law, including:
- Court orders, subpoenas, or other legal processes
- Public health authorities for disease prevention or reporting requirements
- Law enforcement in specific circumstances outlined by HIPAA
- Regulatory agencies for audits or investigations
Emergency Situations
We may share health information without your authorization in medical emergencies when treatment cannot be delayed to obtain your consent.
Your Privacy Rights
Under HIPAA and other applicable laws, you have important rights regarding your personal and health information:
Access to Your Information
You have the right to:
- Request and receive copies of your health records and other personal information we maintain
- Review how we've shared your information with others
- Request corrections to inaccurate or incomplete information
Control Over Information Sharing
You have the right to:
- Request restrictions on how we use or share your health information
- Request that we communicate with you at alternative locations or through secure methods
- Withdraw consent for certain uses of your information (except where prohibited by law)
Website-Specific Rights
Regarding our website and online services, you can:
- Update your contact preferences and communication settings
- Request deletion of your online account and associated data
- Opt out of non-essential cookies through your browser settings
How to Exercise Your Rights
To exercise any of these rights, contact our Privacy Officer using the information provided below. We will respond to your request within the timeframes required by law, typically within 30 days for most requests.
Protecting Your Information
We implement comprehensive security measures to protect your personal and health information:
Technical Safeguards
- Encryption: All sensitive information is encrypted both when stored on our systems and when transmitted over the internet
- Access Controls: Electronic systems require secure user authentication and limit access based on job responsibilities
- Security Monitoring: We regularly monitor our systems for unauthorized access or security threats
- Software Updates: We maintain current security patches and updates on all systems handling your information
Administrative Safeguards
- Privacy Training: All staff receive regular training on privacy policies and HIPAA requirements
- Privacy Officer: We have designated a Privacy Officer responsible for our privacy program
- Written Policies: Comprehensive written policies govern how we handle and protect your information
- Incident Response: We have procedures in place to respond to any privacy or security incidents
Physical Safeguards
- Secure Facilities: Physical access to areas containing personal information is restricted and monitored
- Workstation Security: Computers and workstations are positioned and secured to prevent unauthorized viewing
- Media Controls: Electronic media containing personal information is properly secured and disposed of when no longer needed
Children's Privacy
Our website and services are not directed toward children under 13. We do not knowingly collect personal information from children under 13 through our website without verifiable parental consent, as required by the Children's Online Privacy Protection Act (COPPA).
If we treat pediatric patients, we collect health information necessary for their care with appropriate parental consent and in compliance with HIPAA and state laws governing minors' healthcare privacy.
If you believe we have inadvertently collected information from a child under 13 without proper consent, please contact us immediately so we can take appropriate action.
Third-Party Links and Services
Our website may contain links to other websites or integrate with third-party services (such as Google Maps for directions). This Privacy Policy does not apply to those external sites or services.
We encourage you to review the privacy policies of any third-party sites you visit. We are not responsible for the privacy practices of other organizations.
Data Retention
We retain your information only as long as necessary for the purposes outlined in this policy and as required by law:
- Health Records: Maintained according to state dental board requirements and professional standards, typically for a minimum of 7 years after your last treatment
- Website Data: Technical information is typically retained for 12-24 months for security and website improvement purposes
- Communication Records: Retained as necessary for continuity of care and legal requirements
When information is no longer needed, we securely dispose of it according to our data destruction policies.
Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. When we make material changes, we will:
- Post the updated policy on our website with a new effective date
- Notify you of significant changes through email or other communication methods
- For patients with active online accounts, provide notice through the patient portal
We encourage you to review this policy periodically to stay informed about how we protect your privacy.
Contact Information
Privacy Questions and Requests
Privacy Officer: Tim Howard, DDS
Address: 1324 SE 17th St., Fort Lauderdale, FL 33316
Phone: 954-998-3527
Email: info@timhowarddds.com
Filing Complaints
If you believe your privacy rights have been violated, you have the right to file a complaint with:
Our Practice:
Contact our Privacy Officer using the information above
U.S. Department of Health and Human Services:
Office for Civil Rights
200 Independence Avenue, S.W.
Washington, D.C. 20201
Phone: 1-877-696-6775
Website: www.hhs.gov/ocr/privacy/hipaa/complaints
We will not retaliate against you for filing a complaint about our privacy practices.
Legal Basis and Authority
This Privacy Policy is implemented in compliance with:
- Health Insurance Portability and Accountability Act (HIPAA) - 45 CFR Parts 160 and 164, as administered by the U.S. Department of Health and Human Services
- Federal Trade Commission Act - Section 5, prohibiting unfair and deceptive practices in commerce, as enforced by the Federal Trade Commission
- Children's Online Privacy Protection Act (COPPA) - 15 U.S.C. §§ 6501-6506, as enforced by the Federal Trade Commission
- State Privacy Laws - Applicable state regulations governing dental practice privacy requirements
For more information about these federal privacy requirements:
- HIPAA information: www.hhs.gov/hipaa
- FTC privacy guidance: www.ftc.gov/business-guidance/privacy-security
- COPPA information: www.ftc.gov/business-guidance/privacy-security/children-privacy
Acknowledgment of Receipt
By using our website or services, you acknowledge that you have received and understand this Privacy Policy. If you have questions or concerns about our privacy practices, please don't hesitate to contact us.