What we keep, why, and for how long.
Plain-language summary first, full text below.
The short version
- We collect: your name, contact details, and what you tell us about your dental needs — when you submit the contact form.
- We use it: to reply to your request, schedule your visit, and (with your consent) keep clinical records once you become a patient.
- We don't: sell, share, or trade your information with third parties for marketing.
- We keep clinical records as long as the law requires (typically 7+ years post-last-visit).
- You can request what we hold on you, correct it, or ask us to delete it (within legal limits) by emailing hello@northgatefamilydental.com.
This is a demo site. This privacy policy is a template, not a legally reviewed document. A real practice would have this drafted by a lawyer familiar with local healthcare privacy law (HIPAA, GDPR, or equivalent).
Last updated: May 1, 2026
1. What information we collect
When you submit our contact form, we collect your name, email, phone number, the reason for your visit, your preferred days and times, and any free-text notes you choose to share. Once you become a patient, we keep clinical records: examination notes, treatment plans, X-rays and digital impressions, billing details, and a record of every appointment. We also keep standard server logs (IP address, browser, time of visit) for security and analytics — these are kept separately from anything that identifies you as an individual.
2. How we use it
We use your contact details to reply to your inquiry and schedule your visit. We use your clinical records to provide care, plan treatment, and follow up after appointments. We use both to comply with legal obligations around record-keeping and billing. Aggregated, anonymous analytics help us understand how the website is used so we can improve it — these analytics never identify individual visitors.
3. Who we share it with
We share your information only with people and services that help us run the practice: our practice management software (industry standard, encrypted at rest), email service providers we use to send appointment reminders, and government bodies where the law requires it (for example, public health reporting). We do not sell, rent, or trade your information with anyone for any reason. We never share clinical records with marketers.
4. How long we keep it
Form submissions: 24 months from the last contact. Clinical records: as long as the law requires — typically at least seven years after your last visit, and longer for records of minors (usually until they turn 25). Server logs: 30 days. Once a retention period ends, the records are deleted or fully anonymized.
5. Your rights
You can ask us what information we hold on you, correct anything that's wrong, ask us to delete records (within the legal limits described above), receive a copy of your data in a portable format, or object to specific kinds of processing. To exercise any of these, email hello@northgatefamilydental.com — we respond within 30 days. We may need to verify your identity before releasing or deleting records, especially clinical ones.
6. Cookies
We use a small number of essential cookies (for example, your site language preference). We use basic analytics cookies to count visits and understand which pages are read most — these are anonymized and aggregated. We do not use third-party advertising cookies and we don't allow tracking across other websites.
7. Changes to this policy
When we change anything material in this policy, the date at the top of this page changes. Existing patients receive an email notice describing what changed and why. Older versions are kept on file — write to us if you'd like to see one.
8. Contact us
Email hello@northgatefamilydental.com or write to 218 Northgate Avenue, Brookfield. If you'd rather call about a privacy concern specifically, ask for the practice manager when you ring +1 (555) 234-5678.