Privacy Policy

1. Who we are and what this policy covers

Orthivaro Orthodontics and its affiliated orthodontic practices (together, “Orthivaro,” “we,” “us” or “our”) operate orthivaro.space and its Spanish-language version (the “Website”). This Website Privacy Policy explains what information we collect through the Website, how we use and share it, and the choices you have.

This policy does not replace our HIPAA Notice of Privacy Practices, which governs how we use and disclose your protected health information once you become a patient. The Orthivaro Anywhere app and patient portal may show additional privacy notices inside the app.

2. Your health information and HIPAA

As a health care provider, Orthivaro is a “covered entity” under the Health Insurance Portability and Accountability Act of 1996 (HIPAA). Protected health information (PHI) — such as your dental records, X-rays, treatment plans, insurance and billing details — is handled according to our Notice of Privacy Practices, which describes:

• How we may use and disclose PHI for treatment, payment and health care operations;
• Uses and disclosures that require your written authorization;
• Your rights to see and get copies of your records, request corrections, request restrictions or confidential communications, and receive an accounting of certain disclosures;
• How to file a complaint with us or with the U.S. Department of Health and Human Services, Office for Civil Rights.

The Notice of Privacy Practices is posted in every Orthivaro clinic and provided at your first visit. You can request a copy at any time by emailing [email protected] or asking at the front desk. If this policy and the Notice of Privacy Practices ever conflict regarding PHI, the Notice of Privacy Practices controls.

3. Information we collect

Information you give us

When you book a consultation, send us a message or apply for a job, we collect the details you choose to provide, such as:

• Name, email address, mobile phone number and ZIP code;
• The patient’s age range, the treatment you’re interested in, and your preferred clinic, date and time;
• Your preferred language and how you’d like us to contact you;
• The content of your message and, for job applications, your résumé and work history.

Please don’t include detailed medical information, Social Security numbers or payment card numbers in website forms. Your care team will collect the health information it needs securely at your visit.

Information collected automatically

When you browse the Website, our servers and service providers automatically receive certain technical information, including your IP address, browser and device type, operating system, the page that referred you, pages viewed, the date and time of your visit, and an approximate location (such as city or state) derived from your IP address.

Information from other sources

We may receive information from referring dentists, scheduling partners and, once you are a patient, your insurance company. Information related to your care is treated as PHI under our Notice of Privacy Practices.

4. How we use information

We use the information we collect to:

• Respond to your requests and schedule, confirm and remind you about appointments;
• Check insurance benefits and prepare cost estimates when you ask us to;
• Communicate with you in English or Spanish, including service messages and, with your consent, marketing messages;
• Operate, secure, troubleshoot and improve the Website and our services;
• Understand, in aggregate, how visitors use the Website;
• Evaluate job applicants;
• Comply with the law, enforce our terms and protect the rights, property and safety of our patients, team members and others.

5. Cookies, analytics and similar technologies

We use a small number of cookies and similar technologies, such as your browser’s local storage:

• Essential — needed for the Website to work and stay secure, for example to protect our forms from spam.
• Preferences — remember choices such as your language or the state you selected under “My Location.” These are stored in your own browser.
• Analytics — help us count visits and see which pages are most useful. We configure analytics tools to minimize the data they collect (for example, by shortening IP addresses) and review the results in aggregate.

We do not use tracking technologies to disclose PHI to third parties for advertising, and we don’t place third-party advertising trackers on the pages where you book appointments or send us messages. You can block or delete cookies in your browser settings, although some features may not work as intended without them. Where required by law, we honor Global Privacy Control (GPC) signals as a request to opt out of targeted advertising.

6. How we share information

We do not sell your personal information, and we do not share it for cross-context behavioral advertising. We share information only as needed to serve you:

• Orthivaro clinics and affiliated practices — so the clinic you choose can contact you and provide care;
• Service providers — companies that host the Website or provide scheduling, communications, analytics and IT security services, under contracts that limit how they may use the information (and business associate agreements whenever PHI is involved);
• Legal and safety reasons — when required by law, subpoena or court order, or to protect the rights and safety of our patients, our team and the public;
• Business transfers — in connection with a merger, acquisition or sale of assets, subject to this policy and applicable law.

7. Text messages and email

If you give us your mobile number, we may text you appointment confirmations, reminders and treatment updates. With your separate consent, we may also send occasional offers. Consent to marketing messages is never a condition of any purchase or treatment. Reply STOP to opt out or HELP for help; message and data rates may apply, and message frequency varies. Every marketing email includes an unsubscribe link.

8. Your choices and privacy rights

Depending on where you live, you may have the right to:

• Know what personal information we collect about you and get a copy of it;
• Correct inaccurate information;
• Delete information we no longer need, subject to our legal record-keeping obligations;
• Opt out of targeted advertising, the sale of personal information or profiling, where applicable;
• Appeal our decision about your request.

These rights come from state laws such as the Texas Data Privacy and Security Act and the California Consumer Privacy Act, to the extent they apply to you. Your rights regarding patient records are described in our Notice of Privacy Practices. To make a request, email [email protected] or call (214) 555-0100. We will verify your identity before responding, you may use an authorized agent, and we will never discriminate against you for exercising your rights.

9. Children’s privacy

Many of our patients are children, but the Website is intended for parents, guardians and adults. We do not knowingly collect personal information online directly from children under 13. If you believe a child has submitted information to us, please contact us and we will delete it.

10. Data security and retention

We use administrative, technical and physical safeguards designed to protect your information, including encrypted (HTTPS) connections, access controls and regular team training. No system is 100% secure, so please contact us right away if you believe your information has been compromised.

We keep website inquiries only as long as needed for the purposes described in this policy, and we retain patient records for the periods required by state and federal law.

11. Links to other websites

The Website may link to websites and apps we don’t control, such as app stores, social networks, and insurance or financing partners. Their privacy practices are governed by their own policies, so we encourage you to review them.

12. Changes to this policy

We may update this policy from time to time. We will post the new version on this page with a new “Last updated” date and, if the changes are significant, provide additional notice on the Website.

13. Contact our Privacy Officer

Questions, requests or complaints about privacy can be sent to our Privacy Officer using the options below. You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights. We will never retaliate against you for filing a complaint.