PRIVACY POLICY
Last Updated: Jan 1, 2026
Island Orthodontics (“we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or receive services at our offices in Kahuku, Kapa’a, and Wailuku, Hawaii.
1. Information We Collect
Protected Health Information (PHI)
As a healthcare provider, we collect and maintain Protected Health Information as defined by the Health Insurance Portability and Accountability Act (HIPAA). This includes:
Personal identification information (name, address, phone number, email, date of birth, Social Security number)
Medical and dental history
Treatment plans and records
Clinical notes and images (photographs, X-rays, scans)
Insurance information
Billing and payment information
Website Information
When you visit our website, we may automatically collect:
IP address
Browser type and version
Device information
Pages visited and time spent on pages
Referring website
Cookies and similar tracking technologies
Voluntarily Provided Information
We collect information you provide directly to us, such as when you:
Schedule an appointment online
Fill out contact forms
Subscribe to our newsletter
Create a patient portal account
Communicate with us via email or phone
2. How We Use Your Information
Protected Health Information
We use your PHI for:
Treatment: Providing, coordinating, and managing your orthodontic care
Payment: Billing activities, insurance claims, and payment processing
Healthcare Operations: Quality improvement, staff training, business planning, and customer service
Website and Marketing Information
We use non-PHI information to:
Improve our website and user experience
Send appointment reminders and communications
Provide information about our services
Send newsletters and promotional materials (with your consent)
Respond to your inquiries
Analyze website traffic and usage patterns
3. HIPAA Compliance
Island Orthodontics complies with all applicable provisions of HIPAA and the Health Information Technology for Economic and Clinical Health (HITECH) Act. You have certain rights regarding your Protected Health Information under HIPAA, including:
Right to Access: You may request to review and obtain copies of your health records
Right to Amendment: You may request corrections to your health information
Right to an Accounting: You may request a list of certain disclosures of your health information
Right to Request Restrictions: You may request limits on how we use or disclose your information
Right to Confidential Communications: You may request we communicate with you in a specific way or at a specific location
Right to a Paper Copy of this Notice: You may request a paper copy of our Notice of Privacy Practices at any time
For a complete description of your HIPAA rights and our privacy practices, please request our Notice of Privacy Practices at any of our offices.
4. How We Share Your Information
With Your Consent
We may share your information with third parties when you provide explicit consent, such as when referring you to another healthcare provider or sharing records with your general dentist.
Required by Law
We may disclose your information when required by law, such as:
In response to court orders or legal process
To comply with healthcare reporting requirements
To prevent serious harm or threat to health and safety
For law enforcement purposes
For workers’ compensation claims
Business Associates
We may share your information with third-party service providers who assist with our operations, such as:
Insurance verification and billing services
Payment processors
IT service providers and cloud storage
Practice management software providers
Email and communication platforms
All business associates sign agreements requiring them to protect your information and comply with HIPAA regulations.
Treatment Coordination
We may share your information with other healthcare providers involved in your care, such as your general dentist, oral surgeon, or other specialists.
5. Information Security
We implement administrative, physical, and technical safeguards to protect your information, including:
Secure, encrypted patient portal
Encrypted data transmission (SSL/TLS)
Secure, password-protected systems
Limited access to information on a need-to-know basis
Regular security assessments and updates
Staff training on privacy and security
Secure disposal of physical records
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
6. Cookies and Tracking Technologies
Our website uses cookies and similar technologies to enhance your experience. Cookies are small text files stored on your device that help us:
Remember your preferences
Understand how you use our website
Improve website functionality
Provide relevant content
You can control cookies through your browser settings. Note that disabling cookies may limit some website functionality.
Third-Party Analytics
We may use third-party analytics services (such as Google Analytics) to analyze website traffic and usage. These services may use cookies and collect information about your use of our website. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.
7. Children’s Privacy
We provide orthodontic services to patients of all ages, including minors. When treating minor patients, we obtain information from and communicate with their parents or legal guardians as required by law. Parents and guardians have the right to access their child’s health information and make healthcare decisions on their behalf until the child reaches the age of majority.
8. Your Privacy Choices
Marketing Communications
You may opt out of receiving promotional emails by:
Clicking the “unsubscribe” link in any promotional email
Contacting us directly at [email]
Updating your preferences in the patient portal
Note that even if you opt out of marketing communications, we will still send you necessary appointment reminders and important practice updates.
Access and Correction
You may request to:
Access your health records
Request corrections to your information
Request a copy of this privacy policy
Request our Notice of Privacy Practices
To make these requests, please contact any of our office locations.
9. California Privacy Rights
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):
Right to know what personal information we collect, use, and share
Right to request deletion of your personal information (subject to legal exceptions)
Right to opt out of the “sale” of personal information (we do not sell personal information)
Right to non-discrimination for exercising your privacy rights
Note that Protected Health Information is generally exempt from CCPA/CPRA under HIPAA regulations. For non-PHI information, California residents may exercise their rights by contacting us at [email/phone].
10. Data Retention
We retain your health information as required by state and federal laws, including:
Medical records: Minimum of 7 years after last treatment date (or longer if required by state law)
Minor patient records: Until the patient reaches age 25 or 7 years after last treatment, whichever is longer
Financial records: Minimum of 7 years
Marketing and website data is retained only as long as necessary for business purposes or as required by law.
11. International Users
Our website and services are intended for users in the United States, particularly in Hawaii. If you access our website from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States where our servers are located and we operate. By using our website or services, you consent to this transfer.
12. Changes to This Privacy Policy
We reserve the right to modify this Privacy Policy at any time. When we make changes, we will update the “Last Updated” date at the top of this page. We encourage you to review this Privacy Policy periodically. Your continued use of our website or services after changes are posted constitutes your acceptance of the revised policy.
For material changes affecting Protected Health Information, we will provide notice as required by HIPAA regulations and obtain your acknowledgment of the updated Notice of Privacy Practices.
13. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:
By Mail:
Island Orthodontics
Privacy Officer
99 S Market St Suite 104
Wailuku, HI 96793
By Phone:
Kahuku Office: (808) 638-3078
Kapa’a Office: (808) 638-3078
Wailuku Office: (808) 638-3078
By Email:
[email protected]
To File a Complaint:
If you believe your privacy rights have been violated, you may file a complaint with:
Island Orthodontics Privacy Officer at the contact information above
U.S. Department of Health and Human Services Office for Civil Rights
You will not be retaliated against for filing a complaint.