Reflective Smiles LLC
Effective Date: June 14, 2025
Last Updated: June 14, 2025

Our Commitment to Your Privacy

Reflective Smiles LLC ("we," "us," or "our") is committed to protecting the privacy and confidentiality of your personal and health information. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you visit our website or use our myofunctional therapy services in Oklahoma.

Information We Collect

Personal Information

We may collect the following types of personal information:

• Contact Information: Name, email address, phone number, and mailing address

• Health Information: Medical history, treatment records, referral information from healthcare providers, and other health-related data necessary for providing myofunctional therapy services

• Appointment Information: Scheduling preferences, appointment history, and communication preferences

• Referral Information: Information received from referring dentists, doctors, and other healthcare professionals

Information Collection Methods

We collect information through:

• Contact Forms: When you submit inquiries through our website

• Patient Intake Forms: During your initial consultation and ongoing treatment

• Healthcare Provider Referrals: Information provided by dentists, doctors, and other referring professionals

• Direct Communication: Phone calls, emails, and in-person consultations

Website Information

Our website, hosted by Hostinger, may automatically collect certain information including:

• Technical Data: IP address, browser type, device information, and website usage patterns

• Cookies: Our website may use cookies to enhance user experience and analyze website performance

How We Use Your Information

We use your personal and health information for the following purposes:

Healthcare Services

• Providing myofunctional therapy services and treatment

• Maintaining accurate medical records

• Coordinating care with referring healthcare providers

• Scheduling and managing appointments

• Sending appointment reminders

Communication and Administration

• Responding to your inquiries and requests

• Managing business operations

• Complying with legal and regulatory requirements

• Maintaining records as required by law

Information Sharing and Disclosure

Limited Sharing

We may share your information only in the following circumstances:

• Healthcare Coordination: With referring dentists, doctors, and other healthcare professionals involved in your care (with your consent)

• Legal Requirements: When required by law, court order, or regulatory authority

• Business Operations: With trusted service providers who assist in our operations (subject to confidentiality agreements)

What We Never Do

• We NEVER sell your personal or health information

• We NEVER share your information for marketing purposes

• We NEVER disclose your information without proper authorization, except as required by law

Data Security and Protection

We implement comprehensive security measures to protect your information:

• Digital Security: Password-encrypted systems and secure data storage

• Backup Systems: Encrypted network-attached storage (NAS) for data backup

• Physical Security: Secure storage of physical records

• Access Controls: Limited access to authorized personnel only

• Regular Reviews: Periodic assessment of security measures and protocols

Data Retention

We retain your personal and health information for seven (7) years from the date of your last appointment or interaction, as required by Oklahoma healthcare regulations. After this period, information is securely destroyed using appropriate methods to ensure complete data elimination.

Special Protections for Minors

For patients under 18 years of age:

• Parental or guardian consent is required before treatment

• Parents or guardians must be present during all consultations

• Special privacy protections apply as required by law

• All communications regarding minors are directed to parents or legal guardians

Your Privacy Rights

You have the following rights regarding your personal information:

Access and Review

• Request access to your personal and health information

• Review and receive copies of your medical records

• Request corrections to inaccurate information

Control and Consent

• Withdraw consent for non-essential communications

• Request restrictions on information sharing (subject to healthcare requirements)

• Opt-out of appointment reminders (though this may affect care coordination)

Complaints and Concerns

• File complaints regarding privacy practices

• Request investigations into privacy concerns

• Receive information about how complaints are resolved

Website Privacy Considerations

Our website is hosted by Hostinger and may include:

• Cookies: Used for website functionality and user experience improvement

• Analytics: Basic website usage statistics (no personal identification)

• External Links: Links to our Facebook and Instagram pages (governed by their respective privacy policies)

• Contact Forms: Secure transmission of inquiry information

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, services, or legal requirements. We will notify you of any material changes by:

• Posting the updated policy on our website

• Sending notification via email (if you have provided an email address)

• Providing notice during your next appointment

Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Reflective Smiles LLC
Email: jill@reflectivesmiles.com
State: Oklahoma

For urgent privacy concerns, please contact us immediately using the information provided above.

Compliance and Legal Framework

This Privacy Policy is designed to comply with:

• Health Insurance Portability and Accountability Act (HIPAA)

• Oklahoma state healthcare privacy regulations

• Federal and state consumer protection laws

• Professional healthcare standards and ethics

Acknowledgment

By using our services or website, you acknowledge that you have read, understood, and agree to this Privacy Policy. If you do not agree with any part of this policy, please discontinue use of our services and contact us to discuss your concerns.

This Privacy Policy is effective as of the date listed above and governs the privacy practices of Reflective Smiles LLC for all services provided in Oklahoma.