Privacy Policy

Last Updated: 9/10/2025

At Derksen Dentistry, we are committed to protecting your privacy and maintaining the 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 practice.

Information We Collect

Personal Information

When you schedule appointments, complete forms, or contact us, we may collect:

  • Name, address, phone number, and email address
  • Date of birth and emergency contact information
  • Insurance information and payment details
  • Appointment preferences and communication preferences

Protected Health Information (PHI)

As a dental practice, we collect health information necessary for your care, including:

  • Medical and dental history
  • Treatment records and clinical notes
  • X-rays, photographs, and diagnostic images
  • Prescription and medication information
  • Insurance claims and billing information

Website Usage Data

We automatically collect certain information when you visit our website:

  • IP address, browser type, and operating system
  • Pages visited, time spent on pages, and referral sources
  • Device information and screen resolution
  • Cookies and similar tracking technologies

How We Use Your Information

We use your information for the following purposes:

  • Treatment: To provide, coordinate, and manage your dental care
  • Payment: To process payments and work with insurance providers
  • Healthcare Operations: For quality assurance, staff training, and practice management
  • Appointment Management: To schedule, confirm, and send reminders
  • Communication: To respond to inquiries and provide important updates
  • Legal Compliance: To meet regulatory and legal requirements
  • Website Improvement: To enhance user experience and functionality

How We Share Your Information

We do not sell, trade, or rent your personal information. We may share information only in the following circumstances:

Healthcare Operations

  • Insurance companies for claims processing and authorization
  • Dental laboratories for treatment planning and prosthetics
  • Specialists or other healthcare providers involved in your care
  • Healthcare clearinghouses for electronic transactions

Business Associates

We work with trusted third-party service providers who assist our operations, including:

  • Practice management software providers
  • Payment processors and billing companies
  • IT support and cloud storage services
  • Appointment scheduling platforms
  • Website analytics providers

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 or legal proceedings
  • Public health authorities for disease prevention
  • Government agencies for audits or investigations
  • Law enforcement in specific circumstances defined by law

Cookies and Tracking Technologies

Our website uses cookies and similar technologies to:

  • Remember your preferences and improve functionality
  • Analyze website traffic and user behavior
  • Provide relevant content and improve user experience

You can control cookie settings through your browser, though some website features may not function properly if cookies are disabled.

Data Security

We implement comprehensive security measures to protect your information:

  • Encrypted data transmission and storage
  • Secure, password-protected systems
  • Regular security audits and updates
  • Staff training on privacy and security protocols
  • Physical safeguards for paper records and equipment
  • Access controls limiting who can view your information

Data Retention

We retain your information for the following periods:

  • Active patient records: As long as you remain our patient, plus 7-10 years after your last visit (or as required by state law)
  • Minor patient records: Until the patient reaches age of majority plus additional years as required by state law
  • Financial records: 7 years from date of transaction
  • Website analytics: Up to 26 months
  • Marketing communications: Until you unsubscribe

Your Privacy Rights

HIPAA Rights

Under HIPAA, you have the right to:

  • Access: Request copies of your health records
  • Amendment: Request corrections to your health information
  • Restriction: Request limits on how we use or share your information
  • Confidential Communication: Request that we contact you in a specific way
  • Accounting: Receive a list of disclosures we’ve made of your information
  • Notification: Be notified if your information is breached

General Privacy Rights

You also have the right to:

  • Opt out of marketing communications
  • Update or correct your contact information
  • Request deletion of certain non-medical information
  • Withdraw consent where applicable

To exercise these rights, please contact our Privacy Officer using the information below.

Communications

We may use your contact information to:

  • Send appointment reminders and follow-up care instructions
  • Send requested information such as receipts, statement copies, and any video stimulations of their specific treatments

Third-Party Links

Our website may contain links to external sites. We are not responsible for the privacy practices of these third-party websites. We encourage you to review their privacy policies before providing any personal information.

Children’s Privacy

We take special care when treating patients under 18. We collect only information necessary for treatment and comply with all applicable laws regarding minors’ health information. Parents or legal guardians have the right to access and control their minor child’s health information.

International Patients

If you are visiting from outside the United States, please note that your information will be processed according to U.S. privacy laws, which may differ from your home country’s regulations.

Privacy Policy Updates

We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. We will:

  • Post the updated policy on our website with a new “Last Updated” date
  • Notify patients of significant changes via email or during visits
  • Maintain previous versions for your reference upon request

Data Breach Notification

In the unlikely event of a data breach involving your personal information, we will:

  • Notify affected individuals within 60 days of discovery
  • Report the breach to appropriate authorities as required
  • Provide information about what happened and steps being taken
  • Offer guidance on protective measures you can take

Contact Information

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact:

Derksen Dentistry
2410 Lake Lansing Rd # 2
Lansing, MI 48912
Phone: (517) 371-5342

For HIPAA-related requests, you may also submit written requests in person during business hours.

Complaints

If you believe your privacy rights have been violated, you may file a complaint with:

  • Our Privacy Officer using the contact information above
  • The U.S. Department of Health and Human Services Office for Civil Rights

You will not be retaliated against for filing a complaint.

Your Consent

By using our website and services, you acknowledge that you have read and understood this Privacy Policy and consent to our collection, use, and disclosure of your information as described herein.