Privacy Policy
Last Updated: October 6, 2025
At Asheville Smiles Cosmetic and Family Dentistry (“we,” “our,” or “us”), your privacy is important to us. This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our website or communicate with our office.
Who We Are
Asheville Smiles Cosmetic and Family Dentistry
167 E Chestnut St, Asheville, NC 28801
Phone: (828) 251-2426
Website: www.ashevillesmiles.com
Information We Collect
- Information You Provide: Name, email, phone number, preferred appointment times, and any message details you submit via our website forms.
- Protected Health Information (PHI): If you share health-related details in a form or during communications for care coordination, this may constitute PHI and is handled under HIPAA (see below).
- Usage Data: Non-personal information collected automatically (e.g., IP address, device/browser type, pages visited, time on page) through analytics tools to improve our website.
Forms & HIPAA Compliance (Jotform)
Our online forms are powered by Jotform, a HIPAA-compliant platform. Information submitted through these forms is encrypted in transit and stored in a manner designed to meet HIPAA requirements. We use your information to respond to inquiries, schedule appointments, and coordinate dental care. We do not sell PHI and we disclose it only as permitted or required by law, or as needed to provide your treatment.
Note: Our detailed Notice of Privacy Practices (HIPAA Notice) describing how we may use and disclose PHI for treatment, payment, and healthcare operations is available upon request in our office.
How We Use Your Information
- Respond to questions, appointment requests, and patient inquiries.
- Coordinate dental treatment and patient communications.
- Operate, maintain, and improve our website and services.
- Comply with legal, regulatory, and security obligations.
Analytics & Cookies (Google Analytics)
We use Google Analytics to better understand how visitors use our site. Google Analytics uses cookies to collect non-identifying usage data. You can control cookies via your browser settings. To opt out of Google Analytics across sites, you may use Google’s opt-out add-on:
https://tools.google.com/dlpage/gaoptout.
When We Share Information
We do not sell your personal information. We may share information with:
- Service Providers: Vendors who help operate our website or practice (e.g., secure form processors, IT/security providers) under appropriate safeguards.
- Healthcare Partners: As needed to coordinate care, upon your request or authorization, or as permitted by law.
- Legal Requirements: To comply with applicable laws, regulations, court orders, or to protect rights, safety, and security.
Data Security
We implement reasonable administrative, technical, and physical safeguards to protect the information we handle. While no system is 100% secure, we work to protect information against unauthorized access, alteration, or disclosure. Forms submitted via Jotform are encrypted in transit, and Jotform maintains HIPAA-compliant controls for stored data.
Data Retention
We retain personal information for as long as necessary to fulfill the purposes described in this policy, to comply with legal and regulatory obligations, to resolve disputes, and to enforce agreements. Patient records and PHI are retained in accordance with HIPAA and applicable state dental record retention laws.
Your Rights & Choices
- Access & Updates: You may request access to or correction of your information. For PHI, please contact our office to make a HIPAA-related request.
- Marketing Preferences: You can opt out of non-essential communications by following the instructions in messages or by contacting us.
- Cookies: Manage or disable cookies in your browser settings. Some features may not function properly without cookies.
- Deletion Requests: We honor deletion requests for website-related personal data where legally permissible. PHI contained in dental/medical records may not be deleted if we are legally required to retain it.
Children’s Privacy
Our website is not directed to children under 13. We do not knowingly collect personal information from children online. If you believe a child has provided personal information through our site, please contact us so we can take appropriate action.
Third-Party Websites
Our site may link to third-party websites (e.g., maps, social media). We are not responsible for the privacy practices of those sites. We encourage you to review their privacy policies.
Changes to This Policy
We may update this Privacy Policy from time to time. The “Last Updated” date at the top indicates the most recent revision. Updates take effect when posted on this page.
Contact Us
If you have questions about this Privacy Policy, our HIPAA practices, or your information, please contact us:
Asheville Smiles Cosmetic and Family Dentistry
167 E Chestnut St, Asheville, NC 28801
Phone: (828) 251-2426
Website: www.ashevillesmiles.com