Privacy Policy

Last Updated: 29 June 2026

‍

Loop Dental ('we,' 'us,' or 'our') operates https://www.loopdentalmn.com/ and provides dental and oral healthcare services ('Services'). This Privacy Policy explains how we collect, use, disclose, and protect information about patients, responsible parties, and website visitors.

‍

By accessing our Website, scheduling an appointment, or receiving care at our practice, you acknowledge that you have read and understood this Privacy Policy.

‍

We are committed to protecting patient confidentiality and maintaining compliance with applicable federal and state law, including but not limited to:

• The Health Insurance Portability and Accountability Act of 1996 (HIPAA) and its implementing regulations
• The Health Information Technology for Economic and Clinical Health Act (HITECH)
• Federal Trade Commission (FTC) Fair Information Practice Principles
• Applicable state privacy, dental recordkeeping, and breach notification laws
• Consumer protection laws where applicable to our location and patient base

‍

‍

SECTION 2 - DEFINITIONS

The following terms are used throughout this Policy. Where context requires, words in the singular include the plural and vice versa.

• 'Patient' means any individual receiving or seeking dental treatment or services from our practice.
• 'Responsible Party' means the individual who is financially or legally responsible for a patient's care, including but not limited to a parent, legal guardian, or spouse.
• 'Protected Health Information' or 'PHI' means individually identifiable health information as defined under HIPAA, including but not limited to treatment history, diagnoses, insurance details, and payment information.
• 'Personal Information' or 'PI' means data that identifies, relates to, or could reasonably be linked, directly or indirectly, to an individual, including but not limited to names, addresses, phone numbers, email addresses, and device identifiers.
• 'De-Identified Data' means information from which all individual identifiers have been removed such that it cannot reasonably be used to identify an individual, consistent with HIPAA Safe Harbour standards. De-identified data does not constitute PHI and is not subject to HIPAA's restrictions.
• 'Aggregate Data' means statistical or analytical information compiled from multiple individuals that does not identify any individual patient.
• 'Trusted Third Party' means a contracted service provider engaged by us to perform specific functions on our behalf. Such providers may have limited access to certain data only to the extent necessary to perform their contracted function. All Trusted Third Parties are required to handle data in accordance with applicable law and their contractual obligations to us.
• 'Call Tracking and Analytics' means a technology function through which calls to our practice and form submissions made through our website may be collected, recorded, and analysed for quality assurance and marketing performance purposes.
• 'Website' means our official practice website, patient-facing web pages, online scheduling systems, and any web-based service operated or managed by or on behalf of us.

‍

‍

SECTION 3 - INFORMATION WE MAY COLLECT

We may collect information from patients, responsible parties, and visitors to our Website in order to provide dental care, process payments, comply with legal obligations, and improve our Services. The categories of information we may collect include but are not limited to the following:

‍

‍3.1 Patient and Responsible Party Information

We may collect information necessary for diagnosis, treatment, billing, and follow-up, including but not limited to: full name, date of birth, gender, and contact details; dental and medical history, treatment plans, and imaging records; insurance details and billing information; payment methods; emergency contact details; and referral information from or to other healthcare providers. By providing your phone number, you consent to receive appointment reminders and practice-related communications by SMS text message, in addition to email. You may opt out of SMS communications at any time as described in Section 4.5.

‍

3.2 Automatically Collected Website Information

When you visit our Website or use our online services, we and our Trusted Third Parties may automatically collect certain technical and usage information, including but not limited to:

• IP address, browser type, operating system, and device identifiers
• Referring and exit pages, timestamps, and session duration
• Website usage patterns and page interaction data
• Data collected through cookies and similar tracking technologies
• Data collected through advertising measurement tools used to evaluate the effectiveness of our marketing campaigns

‍

3.3 Website Contact and Form Submissions

Our Website uses tools to help measure and improve the quality of our services. Calls to our practice and form submissions made through our Website may be recorded and accessed by Trusted Third Parties engaged by us for quality assurance and marketing performance purposes. Such recordings and submissions may be used to improve our services and assess the effectiveness of our marketing.

‍

3.4 Information You Provide Voluntarily

Patients and visitors may voluntarily provide information through online appointment request forms, contact forms, feedback surveys, or direct communication with our staff by phone, email, or other means.

‍

‍

SECTION 4 - HOW WE MAY USE YOUR INFORMATION 

We may use information collected from patients, responsible parties, and website visitors for the purposes described below. Our use of information is guided by the principle of minimum necessity - we use only the information reasonably required for the stated purpose.

‍

4.1 Primary Uses - Core Healthcare Functions

We may use your information for purposes including but not limited to: providing, coordinating, and managing dental care; appointment scheduling, confirmation, and reminders; billing, insurance processing, and payment collection; maintaining dental and medical records as required by law; and coordinating care with other healthcare providers, dental laboratories, and specialists involved in your treatment.

‍

4.2 Marketing, Analytics, and Service Improvement

We may use website interaction data and similar information in anonymised and aggregated form to measure the effectiveness of our marketing, understand how visitors use our Website, and improve the services we offer. Trusted Third Parties engaged by us may also use such data on our behalf for reporting, benchmarking, and optimisation purposes.

‍

4.3 Legally Required Uses

We may be required by law to use or disclose information without your consent in certain circumstances, including but not limited to: public health reporting obligations; responding to court orders, subpoenas, or lawful requests from law enforcement; complying with dental board or regulatory oversight requirements; and insurance audit obligations.

‍

4.4 Restrictions on Use

We do not sell, rent, or trade personal or health information. We do not use PHI for marketing purposes without your prior written authorisation. We adhere to HIPAA's minimum necessary standard - we use only the information required for each stated purpose.

‍

4.5 SMS / Text Message Communications

By providing your phone number and opting into SMS communications from us, you agree to receive text messages related to appointment reminders, scheduling updates, office notifications, billing alerts, and other practice-related communications. Message frequency varies based on your appointments and account activity.

‍

You may cancel SMS messages at any time by replying STOP to any message you receive from us. We will send a confirmation message once you have been unsubscribed, after which no further SMS messages will be sent. To re-subscribe, contact us directly or opt in again as you did the first time.

‍

If you experience issues with our messaging programme or need assistance, reply HELP to any message, or contact us directly using the details in Section 14. Carriers are not liable for delayed or undelivered messages. Message and data rates may apply for messages sent to you from us and to us from you. If you have questions about your text or data plan, please contact your wireless provider.

‍

‍

SECTION 5 - INFORMATION SHARING AND DISCLOSURE 

We disclose information only as described in this Policy, as required by law, or with your authorisation. All disclosures are made in accordance with HIPAA's minimum necessary standard. We do not sell patient data.

‍

5.1 Disclosures for Dental Care and Operations

We may disclose information to third parties involved in your care or the operation of our practice, including but not limited to: treating providers and specialists; dental laboratories; pharmacies; insurance companies; billing service providers; and practice management technology vendors. Such disclosures are made only to the extent necessary for the relevant purpose.

‍

5.2 Trusted Third-Party Service Providers

We may engage Trusted Third Parties to perform certain functions on our behalf. These functions may include but are not limited to: website hosting and management; appointment scheduling; payment processing; data analytics and marketing performance measurement; call quality assurance; and related administrative or operational services. Trusted Third Parties may access certain information only to the extent necessary to perform the specific services for which they have been engaged. They are contractually prohibited from using such information for their own independent purposes.

‍

5.3 Call Recording and Website Submissions

Calls to our practice and form submissions made through our Website may be recorded or collected. These recordings and submissions may be accessed by Trusted Third Parties engaged by us for quality assurance and marketing performance purposes. They are not used for advertising targeting, are not used to identify individual patients for marketing purposes, and any Protected Health Information contained within them is handled in accordance with HIPAA.

‍

5.4 Legal and Regulatory Disclosures

We may disclose information when required by applicable law, including but not limited to: court orders and subpoenas; valid law enforcement requests; regulatory oversight by dental boards or health departments; and mandatory public health reporting obligations.

‍

5.5 De-Identified and Aggregate Data

We may use or share de-identified data or Aggregate Data for purposes including but not limited to practice management analytics, treatment outcome reporting, and marketing performance statistics. Such data cannot reasonably be used to identify any individual patient and does not constitute PHI.

‍

‍

SECTION 6 - COOKIES AND TRACKING TECHNOLOGIES 

Our Website uses a range of tracking technologies to support site functionality, analytics, and marketing. By using our Website, you consent to the use of these technologies as described below.

‍

6.1 Cookies

Our Website uses cookies - small data files stored on your device - to improve site functionality, personalise your experience, and identify returning visitors. Cookie usage on this Website is not linked to individually identifiable health information. You may manage cookie preferences through your browser settings, though disabling certain cookies may affect the functionality of some areas of our Website.

‍

6.2 Analytics Tools

We may use third-party analytics tools to understand how visitors interact with our Website. Information collected through analytics tools is used in aggregate and anonymised form and is not used to identify individual patients or to access Protected Health Information.

‍

6.3 Advertising Measurement

Our Website may use advertising measurement tools to assess the effectiveness of our marketing campaigns. These tools measure whether visits to our website resulted from our advertising activity and are used for performance reporting purposes only. Any data collected through these tools is handled in accordance with the applicable platform provider's terms and our obligations under HIPAA.

‍

6.4 Website Recording and Interaction Tools

Our Website may use tools that record visitor interactions including but not limited to mouse movements, scrolling behaviour, and page clicks, for the purpose of improving website design and user experience. Where such tools are in use, they are configured to prevent the capture of information entered into form fields. They are not deployed on pages where patients submit health-related information.

‍

‍

SECTION 7 - SECURITY MEASURES 

We maintain administrative, technical, and physical safeguards designed to protect personal and health information against unauthorised access, use, disclosure, alteration, or destruction, in accordance with the HIPAA Security Rule and applicable state law.

‍

‍

SECTION 8 - DATA RETENTION 

We retain dental, medical, administrative, and communication records for as long as necessary to provide care, comply with applicable legal obligations, support claims resolution, and maintain accurate business and compliance records. Retention periods may vary based on applicable state dental board regulations and other legal requirements.

‍

Categories of information we retain include but are not limited to:

• Patient dental and medical records: generally retained for a minimum of 7 years after the last date of service, or for such longer period as required by applicable state law or professional standards
• Dental imaging, diagnostic records, and treatment documentation: retained for the same minimum period as medical records
• Billing, insurance, and financial records: retained for a minimum of 7 years to comply with tax, insurance, and audit obligations
• Website analytics and cookie data: retained for up to 24 months
• Call recordings and form submissions accessed by Trusted Third Parties for quality assurance: retained in accordance with our service agreements and applicable law

‍

‍

SECTION 9 - BREACH NOTIFICATION

9.1 Definition of a Breach

A breach is the unauthorised acquisition, access, use, or disclosure of Protected Health Information or Personal Information that compromises its privacy or security, as defined under HIPAA's Breach Notification Rule and applicable state law. Examples include but are not limited to: cyberattacks, ransomware, loss or theft of devices containing patient data, unauthorised employee access, and accidental disclosure.

‍

9.2 Patient Notification

If a breach is confirmed following a risk assessment, we will notify affected patients without unreasonable delay. The timing, format, and content of notification will comply with HIPAA's Breach Notification Rule and the notification requirements of the applicable state law where care was provided. 

‍

9.3 Regulatory Notification

In addition to notifying affected patients, we will notify the relevant regulatory authorities as required by HIPAA's Breach Notification Rule and applicable state law, including but not limited to the U.S. Department of Health and Human Services, Office for Civil Rights.

‍

‍

SECTION 10 - YOUR RIGHTS AND CHOICES 

Subject to applicable law, you may have the following rights regarding your information. To exercise any of these rights, please contact us using the details in Section 14. We will respond within the timeframe required by applicable law.

‍

Your rights under this Privacy Policy include but are not limited to:

• Access: Request confirmation of whether we hold Personal Information about you and, where applicable, obtain a copy
• Correction: Request correction of inaccurate or incomplete Personal Information we hold about you
• Restriction: Request that we restrict certain uses or disclosures of your information, subject to legal and operational limitations
• Opt-Out of Marketing Communications: Decline to receive marketing or promotional communications from us at any time without affecting your entitlement to care
• Revocation of Consent: Withdraw any prior authorisation for non-essential uses of your information in writing, effective for future disclosures only
• Complaint: File a complaint with us or directly with the U.S. Department of Health and Human Services, Office for Civil Rights (www.hhs.gov/ocr). There will be no retaliation for filing a complaint

‍

‍

SECTION 11 - CALL RECORDING AND THIRD PARTY VENDORS ‍

Our Website uses tools to help us measure and improve the quality of our services. Calls to our practice and form submissions made through our Website may be recorded and accessed by Trusted Third Parties engaged by us for quality assurance and marketing performance purposes. Such information is used to improve our services and measure the effectiveness of our marketing. It is not used for advertising targeting and any Protected Health Information is handled in accordance with HIPAA.

‍

‍

SECTION 12 - CHILDREN’S PRIVACY

12.1 Parental Consent and Authority 

Where the practice treats minor patients, all collection, use, and disclosure of a minor patient's Protected Health Information is subject to the consent and authority of the minor's parent or legal guardian, except where applicable state law grants adolescents independent privacy rights for specific categories of care. Parents and legal guardians are recognised as personal representatives of minor patients under HIPAA and have the right to access, amend, and request restrictions on their child's Protected Health Information.

‍

12.2 COPPA Compliance (Children Under 13) 

We do not knowingly collect Personal Information directly from children under the age of 13 without verifiable parental or guardian consent. All online forms, scheduling tools, and appointment systems on our Website are designed for use by parents and guardians on behalf of minor patients. If we become aware that we have inadvertently collected information directly from a child under 13 without parental consent, we will delete that information promptly.

‍

12.3 Adolescent Confidentiality (Ages 13-17) 

We recognise that adolescent patients may have legally protected confidentiality rights for certain categories of care under applicable state law, including but not limited to mental health services, reproductive health, and substance use treatment. Where such rights apply, records relating to confidential services may be maintained separately from the general patient record to prevent unauthorised parental access. We follow the applicable confidentiality rules of the state in which care is provided.

‍

‍12.4 Advertising and Marketing 

Any marketing activity conducted on our behalf is configured to target parents, guardians, and adult prospective patients only. We do not engage in behavioural advertising directed at minors. Advertising measurement tools on our Website are not used to collect data from minors and are not deployed on pages where minor patients' health information may be submitted.

‍

12.5 Call Recording - Parental Representative Context 

Our Website uses tools to help us measure and improve the quality of our services. Calls to our practice and form submissions made through our Website may be recorded and accessed by Trusted Third Parties engaged by us for quality assurance and marketing performance purposes. If you are contacting us as a parent or legal guardian on behalf of a minor patient, your consent covers any discussion of your child's care. Such recordings and submissions are used to improve our services and measure the effectiveness of our marketing - they are not used for advertising targeting, and any Protected Health Information is handled in accordance with HIPAA.

‍

12.6 Data Retention for Minor Patients 

Records for minor patients are retained until the patient reaches the age of majority under applicable state law, plus the legally mandated minimum retention period for that state (typically 7 to 10 additional years). For example, where state law requires 7 years' retention and a patient is first seen at age 8, the record will be retained until the patient turns 25.

‍

12.7 Age Transition 

As minor patients reach the age of majority under applicable law, they assume independent rights over their own Protected Health Information. From that point, parental or guardian access to the patient's records requires the adult patient's own written authorisation. Where a patient begins treatment as a minor and completes treatment as an adult, the applicable rights during each phase of treatment are determined by the patient's age at that time.

‍

‍12.8 Mandatory Reporting 

As licensed healthcare providers serving minor patients, we are mandated reporters under applicable federal and state law. We may disclose information about a minor patient without parental or guardian consent where required by law, including but not limited to: suspected or confirmed child abuse or neglect; threats of harm to the patient or others; and communicable disease reporting obligations. Such disclosures are limited to the minimum information necessary to fulfil the applicable legal obligation.

‍

‍

SECTION 13 - CHANGES TO THIS POLICY 

We may revise this Privacy Policy from time to time to reflect changes in applicable law, our services, or our operational practices. When material changes are made, we will notify patients by one or more of the following methods: posting a revised version on our Website or displaying a notice at our office reception. The Last Updated date at the top of this Policy reflect the date of the most recent revision. Your continued use of our Services following notice of changes constitutes your acceptance of the revised Policy.

‍

‍

SECTION 14 - CONTACT

If you have questions about this Privacy Policy, wish to exercise any of the rights described in Section 10, or need to raise a privacy-related concern, please reach out:

Address: 410 N Washington Ave, Minneapolis, MN 55401

Phone: (612) 470-4047

Email: info@loopdentalmn.com