Privacy Policy

1. Introduction

Welcome to Smile Muse Spa. We are a dental practice located at 609 Hemphill St. Suite 102, Fort Worth, TX 76104, committed to providing exceptional dental care in a relaxing, spa-like environment. Your privacy matters deeply to us, and we take our responsibility to protect your personal information seriously.

This Privacy Policy explains what information we collect, how we use it, who we share it with, and what rights you have regarding your data. It applies to all individuals who visit our website, contact us, or receive care at our practice.

By using our website or services, you acknowledge that you have read and understood this Privacy Policy. If you have any questions, please contact us using the information provided at the end of this document.

2. Information We Collect

We collect personal information in a variety of ways, including through our website contact form, online appointment booking system, and directly during your care at our practice. The types of information we collect may include:

• Contact Information: First name, last name, email address, and telephone number
• Appointment & Inquiry Details: Comments, questions, and scheduling preferences submitted through our website or booking system
• Patient Health Information: Dental and medical history, treatment records, and related health data collected as part of providing dental care. This information is protected under HIPAA
• Billing & Payment Information: Financial details necessary to process payments and membership plan enrollments 
• Insurance Information: Coverage details and provider information as required for treatment and billing 
• Website & Device Data: When you visit our website, we may automatically collect technical data such as your IP address, browser type, device information, and pages visited. We may use cookies or similar tracking technologies for analytics and website performance. [CONFIRM WITH YOUR LEGAL TEAM — verify which analytics tools (e.g., Google Analytics) are in use and update accordingly]

3. How We Use Your Information

We use the information we collect for the following purposes:

• Responding to Inquiries: To answer your questions, comments, or service requests submitted through our website or by phone
• Appointment Scheduling & Reminders: To book appointments and send confirmation or reminder notifications 
• Providing Dental Care: To deliver personalized dental treatment and maintain your patient records in compliance with applicable healthcare regulations 
• Billing & Payment Processing: To process payments, manage membership plans, and handle insurance claims
• Marketing & Promotions: With your consent, to send information about our services, promotions, or updates. You may opt out at any time 
• Website Analytics: To understand how visitors use our website so we can improve our online experience

4. Legal Compliance & Consent

As a dental practice operating in Texas, we are committed to complying with all applicable privacy and healthcare laws, including the following:

• HIPAA (Health Insurance Portability and Accountability Act): We handle all Protected Health Information (PHI) in accordance with HIPAA requirements. Your dental and medical records are safeguarded and only disclosed as permitted or required by law. A separate Notice of Privacy Practices (NPP) is provided to all patients and is available upon request. 
• TCPA (Telephone Consumer Protection Act): If we contact you via phone or SMS, we do so in compliance with the TCPA. We will obtain your prior express consent before sending marketing or promotional messages. You may withdraw consent at any time. 
• Texas State Privacy Laws: We comply with applicable Texas privacy and data protection regulations.

By submitting information through our website or providing information during your visit, you consent to the collection and use of your information as described in this Privacy Policy.

5. Data Sharing & Disclosure

We do not sell your personal information to third parties. We may share your information only in the following limited circumstances:

• Service Providers: We may work with third-party vendors who assist us in operating our business, such as online booking platforms, payment processors, and website analytics providers. These vendors are only permitted to use your information as necessary to perform services on our behalf and are bound by appropriate confidentiality obligations. 
• Legal Requirements: We may disclose your information if required to do so by law, court order, or government authority, or to protect the rights, property, or safety of our patients, staff, or the public.
• Healthcare Operations: As permitted under HIPAA, we may share your Protected Health Information for treatment, payment, and healthcare operations purposes. 
• Business Transfers: In the event of a merger, acquisition, or sale of our practice, your information may be transferred as part of that transaction, subject to the same privacy protections described in this policy.

We do not sell personal data.

6. Cookies & Tracking Technologies

Our website may use cookies and similar tracking technologies to enhance your browsing experience and analyze site usage. Cookies are small text files stored on your device that help us understand how visitors interact with our website.

The types of cookies we may use include:

• Essential Cookies: Necessary for the website to function properly
• Marketing Cookies: Used to deliver relevant content and track campaign performance 

You can control or disable cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

7. Opt-Out & Your Privacy Rights

We respect your right to control your personal information. You have the following rights:

• Opt Out of Communications: You may opt out of marketing communications at any time by emailing us at info@smilemusespa.com or calling us at (214) 699-7451
• Access Your Information: You may request a copy of the personal information we hold about you
• Correct Your Information: You may request that we update or correct inaccurate information
• Request Deletion: You may request that we delete your personal information, subject to our legal obligations to retain certain records (including healthcare records under HIPAA and Texas law)
• HIPAA Rights (Patients): As a patient, you have specific rights regarding your Protected Health Information under HIPAA, including the right to access, amend, and receive an accounting of disclosures. Please refer to our Notice of Privacy Practices for full details.

To exercise any of these rights, please contact us at info@smilemusespa.com or (214) 699-7451. We will respond to all requests within a reasonable timeframe.

8. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy and to comply with our legal obligations. For dental patient records, Texas law generally requires a minimum retention period of 7 years for adult patients. 

When personal information is no longer needed, we take reasonable steps to securely delete or de-identify it. If you would like to request deletion of your information, please contact us using the details in the Contact section below, and we will respond in accordance with applicable law.

9. Security Measures

Protecting your personal and health information is a top priority. We implement appropriate physical, administrative, and technical safeguards to protect your data from unauthorized access, disclosure, or misuse. As a HIPAA-covered entity, we follow required security standards for the protection of Protected Health Information (PHI).

Our security practices may include:

• Encryption of sensitive data in transit and at rest
• Access controls and staff training on data privacy
• Secure servers and systems for storing patient records
• Regular review of our data security policies and procedures 

While we take all reasonable precautions, no method of data transmission or storage is 100% secure. We encourage you to contact us immediately at info@smilemusespa.com if you have concerns about the security of your information.

10. Children’s Privacy

Smile Muse Spa may provide dental care to patients of all ages, including minors. If you are a parent or legal guardian scheduling care or submitting information on behalf of a child, you represent that you have the authority to do so and consent to the collection and use of that child’s information as described in this Privacy Policy.

We do not knowingly collect personal information directly from children under the age of 13 through our website without verifiable parental consent, in accordance with the Children’s Online Privacy Protection Act (COPPA). If you believe we have inadvertently collected such information, please contact us immediately at info@smilemusespa.com and we will take prompt steps to delete it.

11. Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make significant changes, we will update the effective date at the top of this document and, where appropriate, notify you by email or through a notice on our website.

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of our website or services after any updates constitutes your acceptance of the revised policy.

12. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your information, please contact us:

• Practice Name: Smile Muse Spa
• Address: 609 Hemphill St., Suite 102, Fort Worth, TX 76104
• Phone: (214) 699-7451
• Email: info@smilemusespa.com 
• Website: www.smilemusespa.com 

We are committed to responding to all privacy inquiries promptly and transparently. Thank you for trusting Smile Muse Spa with your care.