Last Updated: March 10, 2026
Hamilton Dental Group (“we,” “us,” or “our”) operates the website located at https://www.hamiltondentalgroup.com (the “Site”). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our Site or use our services. Please read this policy carefully. If you disagree with its terms, please discontinue use of the Site.
1. Information We Collect
We may collect the following categories of information:
- Personal Identification Information: Name, email address, phone number, mailing address, date of birth, and other identifiers you voluntarily provide when submitting appointment requests, contact forms, or patient intake forms.
- Health Information: Any health or dental information you provide through patient forms on our Site. Note: This information is also subject to our HIPAA Notice of Privacy Practices.
- Usage Data: IP address, browser type, operating system, referring URLs, pages visited, and time spent on the Site, collected automatically via cookies and analytics tools.
- Communications: Records of correspondence if you contact us by email, phone, or through the Site’s contact forms.
2. How We Use Your Information
We use collected information to:
- Schedule and manage appointments
- Respond to inquiries and provide customer support
- Send appointment reminders, follow-up care instructions, and billing communications
- Improve our website functionality and user experience
- Comply with legal obligations, including HIPAA requirements
- Send promotional communications where you have opted in (you may opt out at any time)
3. HIPAA Compliance
As a dental practice, Hamilton Dental Group is a covered entity under the Health Insurance Portability and Accountability Act (HIPAA). Protected Health Information (PHI) collected through this Site is handled in accordance with our HIPAA Notice of Privacy Practices, which is available at our office and upon request. This Privacy Policy does not replace or supersede our HIPAA obligations.
4. Cookies and Tracking Technologies
Our Site uses cookies and similar tracking technologies to enhance your browsing experience. Cookies are small data files stored on your device. We use:
- Essential Cookies: Required for basic Site functionality.
- Analytics Cookies: Tools such as Google Analytics to understand how visitors interact with our Site. This data is aggregated and anonymized.
- Marketing Cookies: Used to deliver relevant content and track campaign effectiveness, only where you have consented.
You can control cookie preferences through your browser settings. Disabling cookies may affect Site functionality.
5. Sharing of Information
We do not sell, rent, or trade your personal information. We may share information in the following limited circumstances:
- Service Providers: Third-party vendors (e.g., appointment scheduling platforms, email service providers, payment processors) who assist in operating our Site and services, bound by confidentiality agreements.
- Legal Requirements: When required by law, court order, or governmental authority.
- Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the successor entity.
- With Your Consent: For any other purpose with your explicit consent.
SMS Messaging Privacy Policy If you have opted in to receive text messages from Hamilton Dental Group, the collection and use of your information through our SMS program is governed by our dedicated SMS Messaging Privacy Policy and SMS Terms & Conditions, available at: https://www.hamiltondentalgroup.com/sms-privacy-policy-terms/
No mobile opt-in data or SMS consent information will be shared with third parties or affiliates for marketing purposes.
6. Third-Party Links
Our Site may contain links to third-party websites (e.g., insurance portals, review platforms). We are not responsible for the privacy practices of those sites. We encourage you to review their privacy policies before providing any personal information.
7. Data Security
We implement reasonable administrative, technical, and physical safeguards to protect your personal information from unauthorized access, use, or disclosure. However, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security of data transmitted to or from our Site.
8. Data Retention
We retain personal information for as long as necessary to fulfill the purposes outlined in this Policy, comply with legal obligations, resolve disputes, and enforce our agreements. Dental and health records are retained in accordance with applicable Ohio state law and HIPAA requirements.
9. Children’s Privacy
Our Site is not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that a child under 13 has provided us with personal information, we will take steps to delete such information promptly.
10. Your Rights
Depending on your location, you may have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your personal information (subject to legal retention requirements)
- Opt out of marketing communications at any time
To exercise any of these rights, contact us at the details below.
11. Changes to This Policy
We reserve the right to update this Privacy Policy at any time. The revised version will be posted on this page with an updated effective date. Your continued use of the Site after any changes constitutes your acceptance of the updated Policy.
12. Contact Us
Hamilton Dental Group1301 NW Washington Blvd., Suite 1, Hamilton, OH 45013
Phone: (513) 868-0669
Email: [email protected]
Website: https://www.hamiltondentalgroup.com