Notice of Privacy Practices

THIS NOTICE DESCRIBES HOW HEALTH INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

We are required by law to maintain the privacy of protected health information, to provide individuals with notice of our legal duties and privacy practices with respect to protected health information, and to notify affected individuals following a breach of unsecured protected health information. We must follow the privacy practices that are described in this Notice while it is in effect. This Notice takes effect May 6, 2026 and will remain in effect until we replace it.

We reserve the right to change our privacy practices and the terms of this Notice at any time, provided such changes are permitted by applicable law, and to make new Notice provisions effective for all protected health information that we maintain. When we make a significant change in our privacy practices, we will change this Notice and post the new Notice clearly and prominently at our practice location, and we will provide copies of the new Notice upon request.

You may request a copy of our Notice at any time. For more information about our privacy practices, or for additional copies of this Notice, please contact us using the information listed at the end of this Notice.

CONTACTING US

For the purpose of the Data Protection Act 1998, the data controller in respect of any personal data that you submit to us on our site is Williams Orthodontics, a company incorporated under Arkansas and Louisiana law and whose registered offices are at:

2001 Forsythe Ave.
Monroe, LA 71201

And

408 W. Oak St.
El Dorado, AR 71730

If you want to know what information we hold about you or if you have any other queries in relation to this privacy policy, please contact us using the following contact information:

2001 Forsythe Ave.
Monroe, LA 71201
318-242-8148

And

408 W. Oak St.
El Dorado, AR 71730
870-568-1043

WHAT INFORMATION DO WE COLLECT?

We will collect information that you provide to us when you register on the Service (such information shall include, but may not be limited to, your name, age, debit/credit card information, telephone number, postal address, and email address);

About your usage of the Service, which you provide to us in e-mails or letters that you send to us, and about transactions you carry out through the site, including data that you submit in order to use the Service, including data relating to your customers, clients, or others using your services, which Williams Orthodontics has access to.

We may receive some information that you submit to any third-party website or application that you access through the Service. Both Williams Orthodontics and the owner or operator of that third-party website will be the data controller in respect of any such information, and you should check the privacy policy of that website to find out how they will use your personal information.

We will only use any information that we collect from you in accordance with this Privacy Policy.

Consent to Receive SMS/Text Messages

By providing your mobile number, you give consent to receive SMS messages from Williams Orthodontics. These messages may include appointment reminders, confirmations, updates, and special offers. Message frequency may vary, and standard message/data rates may apply.

Your mobile information will not be shared with third parties/affiliates for marketing/promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Opt Out

If you wish to be removed from receiving future communications, you can opt out by texting STOP.

Messaging Terms & Conditions

By opting in, you agree to receive informational text messages from Williams Orthodontics. These may include appointment reminders, account notifications, and conversational updates. Message frequency may vary. Standard message and data rates may apply.

For help, reply HELP or email us at ke***@************ho.com. You can opt out of messages at any time by replying STOP.

COOKIES

The Service can use cookies to ensure that you get the most out of the Service. Cookies are small amounts of information in the form of text files that we store on your computer. Cookies allow us to monitor usage of the service, improve the Service's usability, and personalize the content for you.

If you do not wish us to install cookies on your computer for these purposes, you may change the settings on your internet browser to reject cookies. For more information about how to do this, please consult the "Help" section of your browser.

Please note that if you do set your browser to reject cookies, you may not be able to use all of the features of the Service. If you prevent us from placing cookies, you may not be able to use the Service to place an order. This is because we use cookies to enable you to log in to your account.

We may use an analytics service provider for service usage analysis and reporting. Analytics service providers generate statistical and other information about usage by means of cookies, which are stored on users' computers. The information generated relating to the Service may be used to create reports about the use of the Service, and the analytics service provider will store this information.

In addition, advertisers whose advertisements appear on the Service may use and place cookies on your computer, and we have no control over this. Please consult the terms and conditions and privacy policy of such third-party advertisers to find out how they collect and use your personal data and to establish whether they use cookies and what they may use them for.

HOW DO WE USE THE INFORMATION THAT YOU PROVIDE TO US?

We may use and disclose your health information for different purposes, including treatment, payment, and health care operations. For each of these categories, we have provided a description and an example. Some information, such as HIV-related information, genetic information, alcohol and/or substance use disorder treatment records, and mental health records, may be entitled to special confidentiality protections under applicable state or federal law. We will abide by these special protections as they pertain to applicable cases involving these types of records.
Treatment. We may use and disclose your health information for your treatment. For example, we may disclose your health information to a specialist providing treatment to you.
Payment. We may use and disclose your health information to obtain reimbursement for the treatment and services you receive from us or another entity involved with your care. Payment activities include billing, collections, claims management, and determinations of eligibility and coverage to obtain payment from you, an insurance company, or another third party. For example, we may send claims to your dental health plan containing certain health information.

Healthcare Operations. We may use and disclose your health information in connection with our healthcare operations. For example, healthcare operations include quality assessment and improvement activities, conducting training programs, and licensing activities.

Individuals Involved in Your Care or Payment for Your Care. We may disclose your health information to your family or friends or any other individual identified by you when they participate in your care or in the payment for your care. Additionally, we may disclose information about you to a patient representative. If a person has the authority by law to make health care decisions for you, we will treat that patient representative the same way we would treat you with respect to your health information.

    • Disaster Relief. We may use or disclose your health information to assist in disaster relief efforts.

 

    • Required by Law. We may use or disclose your health information when we are required to do so by law.

 

    • Public Health Activities. We may disclose your health information for public health activities, including disclosures to: •

 

    • Prevent or control disease, injury, or disability

 

    • Report child abuse or neglect

 

    • Report reactions to medications or problems with products or devices

 

    • Notify a person of a recall, repair, or replacement of products or devices

 

    • Notify a person who may have been exposed to a disease or condition

 

    • Notify the appropriate government authority if we believe a patient has been the victim of abuse, neglect, or domestic violence.

 

National Security. We may disclose to military authorities the health information of Armed Forces personnel under certain circumstances. We may disclose to authorized federal officials health information required for lawful intelligence, counterintelligence, and other national security activities. We may disclose protected health information of an inmate or patient to a correctional institution or law enforcement official that has lawful custody.

Secretary of HHS. We will disclose your health information to the Secretary of the U.S. Department of Health and Human Services when required to investigate or determine compliance with HIPAA.

Workers' Compensation. We may disclose your PHI to the extent authorized by and to the extent necessary to comply with laws relating to workers' compensation or other similar programs established by law.

Law Enforcement. We may disclose your PHI for law enforcement purposes as permitted by HIPAA, as required by law, or in response to a subpoena or court order.

Health Oversight Activities. We may disclose your PHI to an oversight agency for activities authorized by law. These oversight activities include audits, investigations, inspections, and credentialing, as necessary for licensure and for the government to monitor the health care system, government programs, and compliance with civil rights laws.

Judicial and Administrative Proceedings. If you are involved in a lawsuit or a dispute, we may disclose your PHI in response to a court or administrative order. We may also disclose health information about you in response to a subpoena, discovery request, or other lawful process instituted by someone else involved in the dispute, but only if efforts have been made, either by the requesting party or us, to tell you about the request or to obtain an order protecting the information requested.

Research. We may disclose your PHI to researchers when their research has been approved by an institutional review board or privacy board that has reviewed the research proposal and established protocols to ensure the privacy of your information.

Coroners, Medical Examiners, and Funeral Directors. We may release your PHI to a coroner or medical examiner. This may be necessary, for example, to identify a deceased person or determine the cause of death. We may also disclose PHI to funeral directors consistent with applicable law to enable them to perform their duties.

Fundraising. We may contact you to provide you with information about our sponsored activities, including fundraising programs, as permitted by applicable law. If you do not wish to receive such information from us, you may opt out of receiving the communications.
SUD Treatment Information. If we receive or maintain any information about you from a substance use disorder treatment program that is covered by 42 CFR Part 2 (a "Part 2 Program") through a general consent you provide to the Part 2 Program to use and disclose the Part 2 Program record for purposes of treatment, payment or health care operations, we may use and disclose your Part 2 Program record for treatment, payment and health care operations purposes as described in this Notice. If we receive or maintain your Part 2 Program record through specific consent you provide to us or another third party, we will use and disclose your Part 2 Program record only as expressly permitted by you in your consent as provided to us. In no event will we use or disclose your Part 2 Program record, or testimony that describes the information contained in your Part 2 Program record, in any civil, criminal, administrative, or legislative proceedings by any Federal, State, or local authority, against you, unless authorized by your consent or the order of a court after it provides you notice of the court order.

DISCLOSURE OF YOUR INFORMATION

Other than as expressly set out in this Privacy Policy or as otherwise required or permitted by law, we will not share, sell, or distribute any of the information you provide to us without your consent.

You should note that information posted on the public elements of the Service may be visible to users of the Service throughout the world. You should, therefore, be careful when submitting information about yourself to the Service.

We may disclose your personal information to Facebook Inc. in order to fulfill the Services. You can review Facebook's Terms of Service here:
https://www.facebook.com/ads/manage/customaudiences/tos.php

THIRD-PARTY SITES

The Service may contain links to websites or access to applications that third parties operate. We do not control and accept no liability or responsibility for those websites, and this Privacy Policy does not apply to those websites. Please consult the terms and conditions and privacy policy of those third-party websites to find out how they collect and use your personal data and to establish whether they use cookies and what they may use them for.

Advertisements contained on our Service operate as links to the advertiser's website, and as such, any information they collect by virtue of your clicking on that link will be collected and used by the relevant advertiser in accordance with the privacy policy of that advertiser.

HOW DO WE PROTECT YOUR INFORMATION?

In common with a number of other websites, the data that we collect from you may be transferred to a cloud service provider that has data servers which are based outside the European Economic Area ("EEA"). By submitting your personal data, you agree to this transfer and the storing and/or processing of your personal data on these servers. We will take all steps on the Privacy Policy.

Appropriate security measures will be adopted to protect your information from access by unauthorized persons and against unlawful processing, accidental loss, destruction, and damage. However, you acknowledge that data transmission over the internet is inherently not secure and that we cannot guarantee the security of data you send over the internet.

Your information will only be held for a reasonable period or as long as the law requires or permits.

ACCESSING YOUR INFORMATION

You may at any time request access to and/or, if incorrect, rectification of your personal data by contacting us at the address set out in this Privacy Policy or by emailing ke***@************ho.com. We reserve the right to ask you for proof of your identity and to charge you a fee of twenty US dollars ($20) to meet our costs in granting any data access request you make.

YOUR HEALTH INFORMATION RIGHTS

Access. You have the right to look at or get copies of your health information, with limited exceptions. You must make the request in writing. You may obtain a form to request access by using the contact information listed at the end of this Notice. You may also request access by sending us a letter to the address at the end of this Notice. If you request information that we maintain on paper, we may provide photocopies. If you request information that we maintain electronically, you have the right to an electronic copy. We will use the form and format you request if readily producible. We will charge you a reasonable cost-based fee for the cost of supplies and labor of copying, and for postage if you want copies mailed to you. Contact us using the information listed at the end of this Notice for an explanation of our fee structure. If you are denied a request for access, you have the right to have the denial reviewed in accordance with the requirements of applicable law.

Disclosure Accounting. With the exception of certain disclosures, you have the right to receive an accounting of disclosures of your health information in accordance with applicable laws and regulations. To request an accounting of disclosures of your health information, you must submit your request in writing to the Privacy Official. If you request this accounting more than once in a 12-month period, we may charge you a reasonable, cost-based fee for responding to the additional requests

Right to Request a Restriction. You have the right to request additional restrictions on our use or disclosure of your PHI by submitting a written request to the Privacy Official. Your written request must include (1) what information you want to limit, (2) whether you want to limit our use, disclosure, or both, and (3) to whom you want the limits to apply. We are not required to agree to your request except in the case where the disclosure is to a health plan for purposes of carrying out payment or health care operations, and the information pertains solely to a health care item or service for which you, or a person on your behalf (other than the health plan), has paid our practice in full.

Alternative Communication. You have the right to request that we communicate with you about your health information by alternative means or at alternative locations. You must make your request in writing. Your request must specify the alternative means or location, and provide a satisfactory explanation of how payments will be handled under the alternative means or location you request. We will accommodate all reasonable requests. However, if we are unable to contact you using the ways or locations you have requested, we may contact you using the information we have.
Amendment. You have the right to request that we amend your health information. Your request must be in writing, and it must explain why the information should be amended. We may deny your request under certain circumstances. If we agree to your request, we will amend your record(s) and notify you of such. If we deny your request for an amendment, we will provide you with a written explanation of why we denied it and explain your rights.

Right to Notification of a Breach. You will receive notifications of breaches of your unsecured protected health information as required by law.
Electronic Notice. You may receive a paper copy of this Notice upon request, even if you have agreed to receive this Notice electronically on our website or by electronic mail ke***@************ho.com.

CHANGES TO OUR PRIVACY POLICY

The Company has the discretion to update this privacy policy at any time. When we do, we will revise the updated date at the bottom of this page. We encourage Users to frequently check this page for any changes to stay informed about how we are helping to protect the personal information we collect. You acknowledge and agree that it is your responsibility to review this Privacy Policy periodically and become aware of any modifications.

YOUR ACCEPTANCE OF THESE TERMS

By using this Site, you signify your acceptance of this policy. If you do not agree to this policy, please do not use our Site. Your continued use of the Site following the posting of changes to this policy will be deemed your acceptance of those changes.