Privacy Policy
Last updated February 6, 2026
Middletown Dental Center is committed to protecting your privacy and handling personal health data responsibly. This Privacy Policy explains what information we collect, how we use it, and the rights available to you. By engaging Middletown Dental Center for dental services or using our website, you consent to the practices described below.
01Information We Collect
Information You Provide
We may collect personal information such as your name, contact details, date of birth, insurance information, payment details, and comprehensive medical history when you register as a new patient or update your records.
Service-Related Information
During consultations, exams, and treatments, we collect clinical data including dental charts, X-rays, periodontal measurements, and treatment notes necessary to provide high-standard oral healthcare.
Technical Information
When you visit our website, we may collect limited technical data such as your IP address, browser type, and usage patterns to ensure our digital scheduling tools function correctly. This may involve standard cookies.
Sensitive Health Information (HIPAA)
As a healthcare provider, we handle "Protected Health Information" (PHI). We treat this data with the highest level of security in compliance with the Health Insurance Portability and Accountability Act (HIPAA). We only collect sensitive information strictly necessary for your diagnosis and treatment.
02How We Use Your Information
- Clinical Care: To diagnose oral health conditions, plan treatments, and provide dental services.
- Communication: To confirm appointments, send post-op instructions, remind you of recare visits, and answer your questions.
- Insurance & Billing: To file claims with your dental insurance provider and process payments.
- Legal & Compliance: To maintain accurate medical records as required by Kentucky state law and federal HIPAA regulations.
03Legal Basis for Processing
We process personal data under the following bases:
- Contract: Necessary to deliver the healthcare services you have requested.
- Consent: When you have explicitly given permission (e.g., for optional cosmetic treatment marketing).
- Legal Obligation: To comply with healthcare record-keeping laws and public health reporting requirements.
05Data Security & Retention
We use industry-standard physical, technical, and administrative safeguards to protect your PHI. Only authorized staff members have access to your records. We retain medical records for the duration required by Kentucky state law. When data is no longer needed, it is securely destroyed.
06Your Rights
Under HIPAA and state law, you have the right to:
- Request a copy of your medical records.
- Request corrections to your records if you believe they are inaccurate.
- Request a restriction on how we use or disclose your PHI.
- Receive a list of disclosures we have made of your PHI.
To exercise these rights, please contact our office directly.
07Media & Smile Photos
We often take "before and after" photos to document treatment progress. These clinical photos are part of your medical record. We will never publish your photos on social media or our website without your explicit, separate written consent.