Privacy Policy

Privacy Policy

Last Updated: 3rd March, 2026

Your privacy matters to us. This policy explains how we handle your data when you use our Service, your rights as a user, and how the law protects your information. We collect and use personal data solely to provide and improve your experience. By continuing to use our Service, you agree to the practices outlined in this policy.

Definitions

To ensure clarity, the following terms are used throughout this Privacy Policy:

• Company: Refers to Anita N Thapa DDS Inc, smile weavers dental group located at located at 1400 Santa Rita Rd # Pleasanton CA 94566.

• You: The individual or legal entity accessing our services.

• Personal Data: Any information relating to an identified or identifiable individual.

• Service & Website: Refers to smile weavers dental group accessible at smileweaversdental.com.

• Account: A unique profile created for you to access specific parts of our Service.

• Service Provider: Third-party entities or individuals who process data on behalf of the Company to facilitate or analyze our services.

• Device: Any hardware used to access the site, such as a computer, smartphone, or tablet.

• Cookies: Small files stored on your device that track browsing history and enhance site functionality.

• Usage Data: Data automatically generated by your interaction with the Website (e.g., duration of page visits).

• Affiliate: Any entity controlled by or under common control with the Company.

Tracking Technologies and Cookies

We use cookies and similar tracking tools (such as beacons, tags, and scripts) to analyze our traffic, improve our services, and store specific preferences.

Technologies We Use

• Cookies: Small files stored on your device. You can set your browser to refuse them, though some site features may become unavailable.

• Web Beacons: Tiny electronic files in our emails or pages that help us track engagement, count visits, and monitor system integrity.

Types of Cookies

We utilize both Session Cookies (which expire when you close your browser) and Persistent Cookies(which remain on your device) for the following:

• Essential Cookies: Strictly necessary for site security, user authentication, and basic functionality.

• Consent Cookies: Used to remember if you have accepted our cookie policy.

• Functionality Cookies: These enhance your experience by remembering your login details or language preferences so you don’t have to re-enter them.

For more details on managing your preferences, please visit our full Cookies Policy.

How We Use Your Personal Data

We process your information to provide a high-quality experience and fulfill our professional obligations. Specifically, we use your data:

• To Provide & Maintain Services: Monitoring usage to ensure our website functions correctly.

• To Manage Your Account: Facilitating your registration and providing access to member-specific features.

• For Contract Performance: Fulfilling purchase agreements or other service contracts you enter into with us.

• To Communicate With You: Contacting you via email, phone, or SMS regarding service updates, security notices, or essential administrative information.

• For Marketing & News: Providing updates, special offers, and information about services similar to those you’ve used (unless you opt out).

• To Handle Requests: Managing and responding to your specific inquiries or support needs.

• For Business Development: Analyzing trends and evaluating the effectiveness of our campaigns to improve your overall experience.

• For Business Transitions: In the event of a merger, restructuring, or asset sale, your data may be transferred as a business asset.

Sharing Your Information

We do not sell your personal information. However, we may share it in the following strictly defined scenarios:

• With Service Providers: Partnering with third parties to analyze site usage or facilitate communication.

• With Affiliates: Sharing with our parent company or subsidiaries, all of whom are required to honor this Privacy Policy.

• With Business Partners: Collaborating to offer you specific products or joint promotions.

• During Business Transfers: Sharing information during negotiations for a merger, financing, or acquisition.

• With Your Consent: Disclosing your information for any other purpose only after receiving your explicit permission.

• Public Interactions: Please note that if you interact in public areas of our site, your information may be viewable by other users.

Data Retention, Transfer, and Deletion

We handle your information with the highest standards of security and legal compliance.

Retention of Data

We retain your Personal Data only as long as necessary to fulfill the purposes outlined in this policy, including meeting legal requirements, resolving disputes, and enforcing our agreements.

• Usage Data is typically kept for a shorter period to improve site security and functionality, unless we are legally required to store it longer.

Data Transfer

Your information is processed at our operating offices and through our secure service providers. By using our service, you acknowledge that your data may be transferred to and maintained on computers located outside your local jurisdiction. We take all reasonable steps to ensure your data remains secure and is treated in accordance with this Privacy Policy, regardless of location.

Your Right to Delete Data

You have the right to request the deletion of the personal information we have collected.

• Self-Service: If you have an account, you can update or delete your information directly through your settings.

• Direct Requests: You may contact us anytime to request access to, correction of, or deletion of your personal data.

• Legal Exceptions: Please note that we may be required to retain certain information to comply with legal obligations or established lawful bases.

Disclosure and Security of Your Data

We prioritize the protection of your information and only disclose it under specific, necessary circumstances.

Disclosure of Personal Data

• Business Transactions: If Seattle Dental Studio undergoes a merger, acquisition, or asset sale, your data may be transferred. We will notify you before your information is moved or becomes subject to a different privacy policy.

• Legal Mandates: We may disclose your data if required by law or in response to valid requests from public authorities, such as a court or government agency.

• Safety and Liability: We may share data in good faith to comply with legal obligations, protect the rights and property of the Company, investigate potential wrongdoing, ensure the personal safety of our users, or protect against legal liability.

Data Security

The security of your personal data is a top priority. We utilize commercially industry-standard safeguards to protect your information; however, please be aware that no method of internet transmission or electronic storage is 100% secure. While we strive for maximum protection, we cannot guarantee absolute security.

Uses and Disclosures of Health Information

We prioritize the privacy of your medical records while ensuring you receive seamless care. We use and disclose your health information for the following primary purposes:

Treatment

To provide comprehensive care, we share information with our staff and external specialists, such as:

• Other dentists or healthcare providers involved in your treatment.

• Pharmacists for prescriptions.

• Dental laboratories for the fabrication of crowns, bridges, or orthodontic appliances.

Payment

We use your information to process claims and obtain payment from insurance providers.

• Note: If you pay for a service in full and out-of-pocket, you have the right to request that we do not disclose that specific information to your health plan.

Healthcare Operations

We may use your data to improve our practice standards. This includes quality assessments, practitioner evaluations, staff training, and maintaining our professional licensing and accreditation.

Your Authorization

Beyond the standard uses listed above, we will only disclose your health information with your written authorization. You may revoke this permission at any time in writing, though this will not affect disclosures already made while the authorization was active.

Family and Friends

We are required to disclose your health information to you directly. You also have the right to designate—or restrict—which family members or friends may receive updates regarding your care.

Communication, Emergency Contacts, and Marketing

We adhere to strict protocols to ensure your health information is shared only through secure channels and under appropriate circumstances.

Unsecured Email Communications

To protect your privacy, we will not send health information via unsecured email without your prior consent. You have the right to revoke this authorization at any time to ensure your data remains protected.

Notifications and Emergency Care

In certain situations, we may use your health information to notify a family member or personal representative of your location or general condition:

• With Your Consent: If you are present, we will provide you with the opportunity to object before sharing any details.

• In Emergencies: If you are incapacitated, we will use our professional judgment to disclose only information directly relevant to your care.

• General Practice: We may use our professional experience to allow a designated person to pick up prescriptions, X-rays, or medical supplies on your behalf when it is clearly in your best interest.

Health-Related Marketing

We may contact you regarding treatments, case management, or health-related services that align with your care needs.

• In-Office Recommendations: We may suggest specific products or services during your visit.

• Insurance Coordination: If you are enrolled in a dental plan, we may receive payment for communications related to coordinating your care with third parties or specialists.

• Authorization: We will never use your health information for external marketing purposes without your written authorization, and we will disclose if any such authorized activity involves payment to our office.

Ownership change:

Should this practice be sold or merged, the new entity will hold your records. You may still request that your health information be forwarded to a different dental practice.

Law requirement:

We reserve the right to use or release your medical records as necessary to satisfy legal requirements or court orders

Public Health

We are legally mandated to disclose your health information to public health authorities for safety and compliance. This includes reporting infectious diseases, abuse/neglect, domestic violence, and FDA-regulated product safety issues. Such disclosures are required to control illnesses, prevent injury, and ensure public safety without needing your direct authorization.

Abuse and neglect

We reasonably believe that you are a possible victim of abuse, neglect, or domestic violence or the possible victim of other crimes. We may disclose your health information to the extent necessary to avert a serious threat to your health or safety or the health or safety of others.

 We may share health information with military command for personnel duty fitness, authorized federal officials for national security/intelligence, and law enforcement or correctional facilities regarding inmates, as permitted by HIPAA.

• Armed Forces: Health data may be released to command authorities for mission-essential activities.

• National Security: Information may be disclosed to federal officials for intelligence, counterintelligence, and lawful security activities.

• Inmates/Law Enforcement: Protected Health Information (PHI) may be shared with correctional institutions or law enforcement having lawful custody.

Appointment reminder

We want to help you remember your appointments! We may send reminders by mail, email, text or leave a message with whoever answers the phone.

Sign in sheet & name calling

Upon arrival, we require patients to sign in at the front desk, which may involve limited disclosure of your information. Additionally, we will call your name aloud when you are ready to be seen. This practice helps manage office flow and is standard procedure for checking in Pt’s  right:

Access:

You have the right to access or copy your health records, generally in your preferred format (e.g., electronic or paper), subject to limited exceptions. Requests must be made in writing, either via our form or a letter. A reasonable, cost-based fee will be charged for copies, staff time, and optional summaries

Disclosure accounting

You have the right to request a report showing when we shared your health information with outside parties over the last six years.

This “accounting of disclosures” typically excludes routine sharing for treatment, billing, or our daily healthcare operations.

Key Details:

• What’s Included: Non-routine disclosures, such as those required by law, public health reporting, or legal proceedings.

• Frequency: You can receive one report for free every 12 months.

• Additional Requests: If you request more than one report within the same 12-month period, we may charge a reasonable, cost-based fee. We will notify you of any costs in advance so you can choose to modify or withdraw your request.

You have the right to request extra limits on how your health information is used or shared.

General Requests: While we are not required to agree to every restriction, if we do, we will honor it unless there is a medical emergency.

Out-of-Pocket Exception: If you pay for a service in full and out-of-pocket, you can request that we do not share that specific information with your health insurance provider. In this case, we must honor your request.

You have the right to choose how and where we contact you regarding your health details (for example, using a specific phone number or mailing address instead of your home address).

Requirements for your request:

• In Writing: You must submit your request in writing.

• Specifics: You must clearly state the new contact method or location.

• Payment Plan: You must explain how billing and payments will be managed using this alternative method.

Breach notification:

If your unprotected health information is ever compromised (a breach), we are legally required to notify you. Depending on the situation, this notification may come directly from us or from one of our business partners (associates) who handle your data.

You have the right to ask for a correction or update to your medical records if you believe the information is inaccurate or incomplete.

How to Request:

• In Writing: You must submit your request in writing to our Privacy Officer or records department.

• Explain Why: Your request must clearly describe the specific information to be changed and provide a reason why you believe it is incorrect or missing.

What to Expect:

• Our Response: We will typically respond to your request within 60 days. If we need more time, we may take a one-time 30-day extension and will notify you in writing.

• Possible Denial: We may deny your request if we did not create the record (e.g., it came from another doctor), if the information is not part of your official record set, or if we determine the current information is already accurate and complete.

• Your Rights if Denied: If we deny your request, you have the right to submit a Statement of Disagreement, which will be kept in your file and included with any future sharing of that information.

Questions and concerns:

If you have questions, need more details about our privacy policies, or wish to file a concern, complaint, please get in touch with us at:

If you believe your privacy rights have been violated, or if you disagree with a decision regarding the access, correction, or communication of your health records, you have the right to file a formal complaint.

How to File a Complaint

You can submit your complaint in writing to either of the following:

Smile weavers dental group

• Address: 1400 Santa Rita Rd Suite #A Pleasanton CA 94566

• Phone: +1 (925) 201-3279

• Email: info@smileweaversdental.com

• Or to

• U.S. Department of Health and Human Services (HHS)

• Office for Civil Rights (OCR): You may file electronically via the OCR Complaint Portal or by mail to the Centralized Case Management Operations at 200 Independence Avenue, S.W, Room 509F, HHH Bldg,
  Washington, D.C. 20201.

Your Protections

• No Retaliation: We strictly prohibit any form of retaliation against you for filing a complaint.

• Non-Discrimination: we follow all federal civil rights laws. We do not discriminate based on race, color, national origin, age, disability, or sex.

CHANGES TO THIS PRIVACY POLICY

We are committed to transparency regarding your data. While we may update this Privacy Policy occasionally, we will always notify you of significant changes via email or a prominent notice on our site before they take effect.

Updates are officially active once posted, and the “Last Updated” date at the top will reflect the most recent version. We encourage you to review this page periodically to stay informed.

CONTACT US

If you have any questions about this Privacy Policy, You can reach us:

• By email:info@smileweaversdental.com

• By phone number: +1 (925) 201-3279

CURRENT HOURS

TUE- 9 AM- 5 PM

SAT – 9AM -5 PM

ADDRESS

1400 Santa Rita Rd # A

Alisal medical center

Pleasanton CA 94566