PRIVACY POLICY

Effective Date: February 02, 2026

Ellem Dental ("Ellem Dental," "we," "our," or "us") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, and disclose information through our website located at ellemdental.com (the "Site"), and through any related services that link to this Policy.

We may update this Policy from time to time. The date at the top of this page indicates the latest revision. We encourage you to review this Policy periodically to stay informed about how your information is handled.

By using our Site or services, you agree to the terms of this Privacy Policy. If you do not agree, please refrain from using our Site or submitting any personal information.

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SMS Messaging Terms

By opting in to receive SMS messages from Ellem Dental, you agree to the following terms:

SMS Messaging Service

By providing your mobile number, you consent to receive text messages from Ellem Dental, including appointment reminders, updates, office announcements, and other relevant communications.

Message Frequency

Message frequency varies based on your appointment schedule and communication preferences. You may receive multiple messages per month.

Message and Data Rates

Standard message and data rates may apply according to your mobile carrier's plan.

Privacy

Your information will be used in accordance with this Privacy Policy and applicable federal and state privacy laws, including HIPAA.

Opt-Out Instructions

You may opt out at any time by replying STOP to a message from us. For assistance, reply HELP or contact our office directly at (972) 231-7104.

Liability

Ellem Dental is not responsible for any carrier-related charges, delays, or errors in message delivery.

By opting in, you confirm that you are the authorized owner of the phone number provided and that you are at least 18 years old or have parental consent.

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What Is Personal Information?

"Personal information" refers to data that identifies or can reasonably be linked to an individual, such as your name, address, email, phone number, health information, or payment details.

It does not include aggregated or anonymized data that cannot identify you personally.

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Information We Collect

Active Collection

We collect personal information you voluntarily provide when you:

• Request an appointment or contact our office
• Fill out forms or submit inquiries online
• Subscribe to newsletters or updates
• Participate in surveys or promotions
• Provide payment or insurance details
• Communicate with us by email, text, phone, or other means

This may include:

• Your name, address, email address, phone number, and date of birth
• Insurance information and dental/medical health history
• Payment information (credit card or billing details)
• Demographic information or contact preferences
• Any other details you choose to share when communicating with our team

Passive Collection

When you use our Site, certain data may be collected automatically, such as:

• IP address, browser type, operating system, and device information
• Pages visited, links clicked, and time spent on the Site
• Referral URLs (how you arrived at our Site)
• Cookies or similar technologies used to improve your browsing experience

If any automatically collected information is linked to your personal data, it will be treated as personal information. Otherwise, it is analyzed only in aggregate form to improve our Site and services.

You can adjust your browser settings to manage or disable cookies, but doing so may affect how our Site functions.

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How We Use Personal Information

We use personal information for the following purposes:

• To operate and improve our website and services
• To schedule, manage, and confirm appointments
• To process payments and verify insurance coverage
• To respond to inquiries, feedback, or support requests
• To provide dental treatment and coordinate care
• To communicate treatment updates, reminders, and patient information
• To send relevant updates, educational materials, and marketing communications (if opted in)
• To comply with applicable laws, regulations, or legal requests
• To protect against fraudulent or unauthorized activity
• To maintain patient records in accordance with professional and legal requirements

We may store and process your data in the United States or in secure third-party systems used by our practice.

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How We Share Information

Ellem Dental does not sell or rent your personal information.

We may share limited information only as necessary with:

Service Providers

Trusted vendors who perform functions on our behalf, such as:

• Website hosting and technical support
• Data management and storage systems
• Billing and payment processing
• Communication and appointment reminder services
• Practice management software providers

Insurance and Healthcare Partners

To coordinate treatment, verify coverage, process claims, and facilitate referrals to specialists or other healthcare providers.

Legal Authorities

When required by law, regulation, subpoena, court order, or to protect the rights, property, or safety of Ellem Dental, our patients, or others.

Business Transfers

In the event of a merger, acquisition, sale of assets, or practice transition, information may be transferred as a business asset. You will be notified of any such change.

We require all third-party partners to maintain strict confidentiality and data protection standards consistent with HIPAA, Texas law, and applicable federal regulations.

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HIPAA Compliance

As a healthcare provider, Ellem Dental is required to comply with the Health Insurance Portability and Accountability Act (HIPAA). Your protected health information (PHI) is handled in accordance with HIPAA privacy and security rules.

For detailed information about how we use and protect your health information, please request a copy of our Notice of Privacy Practices at our office or during your appointment.

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Links to Other Websites

Our Site may include links to external websites operated by other entities, such as:

• Insurance providers
• Financing companies
• Dental laboratories
• Educational resources
• Professional organizations

We are not responsible for the privacy practices, security policies, or content of such sites. We encourage you to review their privacy policies before providing personal information.

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How We Protect Your Information

We use administrative, physical, and technical safeguards to help secure your personal information against unauthorized access, loss, misuse, or alteration.

These measures include:

• Encrypted data transmission (SSL/TLS)
• Secure hosting and storage systems
• Restricted staff access based on role and necessity
• Regular security assessments and updates
• HIPAA-compliant data handling procedures
• Secure disposal of physical and electronic records

While we take reasonable precautions, no online system is 100% secure. Please protect your account credentials and notify us immediately at (972) 231-7104 if you believe your information has been compromised.

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Your Rights and Choices

You have the right to:

Access and Update Your Information

You may request to review or update your personal information by contacting our office. We will make reasonable efforts to accommodate your request in accordance with applicable law.

Opt Out of Marketing Communications

You may opt out of receiving promotional emails by following the "unsubscribe" link in those messages or by contacting our office directly. Please note that even if you opt out of marketing messages, we will still send appointment reminders and other essential communications related to your care.

Opt Out of SMS Messages

Reply STOP to any text message from us to opt out of SMS communications.

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Request Deletion

You may request deletion of your personal information, subject to legal and professional record-keeping requirements. We are required to retain certain health information for specific periods under state and federal law.

Children's Privacy

Our Site is not directed to children under 13 years of age. We do not knowingly collect personal information from children without parental consent. If you believe we have collected information from a child without proper consent, please contact us immediately.

Data Retention

We retain your personal information for as long as necessary to:

• Provide dental services and maintain your patient record
• Comply with legal, regulatory, and professional obligations
• Resolve disputes and enforce our agreements

Patient health records are retained in accordance with Texas law and professional standards, typically for a minimum of 7 years after the last treatment date or longer as required by law.

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, or applicable laws. Updates will be posted on this page with a new effective date at the top.

Your continued use of our Site or services after changes are posted constitutes acceptance of the updated Privacy Policy.

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Contact Us

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

Ellem Dental
702 West Arapaho Road, Suite 100
Richardson, TX 75080

Phone: (972) 231-7104‍

Office Hours:
Monday: 7:30am - 4:30pm
Tuesday: 7:30am - 4:30pm
Wednesday: 8:00am - 5:00pm
Thursday: 7:30am - 4:30pm
Friday: Closed

By using Ellem Dental's website or services, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.

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