PRIVACY POLICY

True Aesthetic Prosthodontics

Last Updated: May 2026

1. INTRODUCTION

True Aesthetic Prosthodontics ("TAP," "we," "us," "our," or "Company"), located in Houston, Texas, is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our dental services in accordance with United States federal and state laws, including the Health Insurance Portability and Accountability Act (HIPAA).

Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our Site or services.

2. INFORMATION WE COLLECT

We may collect information about you in a variety of ways. The information we may collect includes:

2.1 Personal Information You Voluntarily Provide

When you visit our Site or contact us, you may provide us with personal information such as:

• Full name

• Email address

• Phone number

• Mailing address

• Date of birth

• Dental history and health information

• Insurance information (including policy numbers and carrier details)

• Payment information (credit card, bank account details)

• Medical questionnaires and health assessments

• Messages or inquiries you send through contact forms

• Appointment requests and scheduling information

2.2 Information Collected Automatically

When you access our Site, we automatically collect certain information about your device and browsing activity, including:

• IP address

• Browser type and version

• Operating system

• Pages visited and duration of visits

• Referral source

• Device identifiers

• Cookies and similar tracking technologies

• Device type (desktop, mobile, tablet)

2.3 Information from Third Parties

We may receive information about you from:

• Dental insurance companies

• Referring dental practices or providers

• Payment processors (such as credit card companies)

• Healthcare clearinghouses

• Web analytics providers

• Marketing partners (with your consent)

3. HOW WE USE YOUR INFORMATION

We use the information we collect for the following purposes:

3.1 Provision of Dental Care and Services

• Scheduling and confirming dental appointments

• Providing prosthodontic treatment and dental care

• Creating and maintaining patient dental records

• Communicating about your treatment plan and dental health

• Billing and payment processing

• Insurance claim submission and coordination of benefits

• Following up on treatment and post-care instructions

3.2 Communication

• Responding to your phone calls, emails, and inquiries

• Sending appointment reminders and confirmations

• Providing treatment updates and follow-up care information

• Communicating important notices about services, policy changes, or security updates

• Sending requested information about our services

3.3 Marketing and Promotional (With Your Consent)

• Sending newsletters or promotional materials about our services

• Notifying you of special offers or new treatments (if you have opted in)

• Conducting surveys to gather feedback about your experience

3.4 Website Improvement and Analytics

• Analyzing how patients use our Site

• Improving Site functionality and user experience

• Conducting statistical analysis and research

• Testing new features and services

• Personalizing your experience on our Site

3.5 Legal Compliance and Business Operations

• Complying with federal and state healthcare laws (HIPAA, state regulations)

• Maintaining compliance with dental board regulations

• Responding to lawful requests from law enforcement

• Protecting against fraud and abuse

• Enforcing our Terms of Service and other agreements

• Protecting the legal rights and safety of TAP and our patients

4. PROTECTED HEALTH INFORMATION (PHI) UNDER HIPAA

True Aesthetic Prosthodontics is a HIPAA-covered entity. Your Protected Health Information (PHI) — any health information that can identify you — is subject to HIPAA privacy and security regulations.

4.1 Use and Disclosure of PHI

We use and disclose your PHI only as permitted by HIPAA and for the following purposes:

• Treatment — providing dental care and services

• Payment — billing, insurance claims, and payment collection

• Healthcare Operations — managing our practice, maintaining records, quality improvement, training

We will not use or disclose your PHI for any other purpose without your written authorization, except as required by law.

4.2 Your HIPAA Rights

You have the following rights regarding your health information:

Right to Access: You have the right to request and receive a copy of your dental records and health information. To request your records, contact us in writing. We will provide your records within 30 days of your written request.

Right to Amend: You have the right to request amendments or corrections to your health information if you believe it is inaccurate or incomplete. Requests must be submitted in writing. We will respond within 60 days.

Right to Receive Confidential Communications: You have the right to request that we communicate with you about your health information in a confidential manner (such as at an alternative phone number or address).

Right to an Accounting of Disclosures: You have the right to request a list of disclosures we have made of your health information. We will provide this within 60 days of your request.

Right to Privacy: You have the right to file a complaint with us if you believe your privacy rights have been violated.

Right to Restrict Uses and Disclosures: You have the right to request restrictions on how we use and disclose your health information. We are not required to agree to all restrictions, but we will negotiate in good faith.

Right to Breach Notification: If there is a breach of your unsecured health information, we will notify you without unreasonable delay, and in no case later than 60 days after discovery of the breach.

4.3 State Privacy Laws

In addition to HIPAA, we comply with all applicable state healthcare privacy laws in Texas and other states where our patients reside.

5. DISCLOSURE OF YOUR INFORMATION

5.1 Service Providers

We may share your information with third-party service providers who assist us in operating our business, including:

• Appointment scheduling and patient management software providers

• Payment processors and billing services

• Dental insurance clearinghouses

• Email and communication providers

• Website hosting providers

• IT support and security providers

• Accounting and bookkeeping services

All service providers are required to maintain the confidentiality and security of your information and may only use it for the purpose of providing services to TAP.

5.2 Business Associates

Any Business Associate (as defined under HIPAA) that handles your health information is required to sign a Business Associate Agreement (BAA) obligating them to protect your PHI.

5.3 Legal Requirements and Law Enforcement

We may disclose your information when required by federal, state, or local law, court order, subpoena, or regulatory requirement, or when we believe in good faith that disclosure is necessary to:

• Comply with legal obligations

• Enforce our agreements and policies

• Protect the safety and rights of individuals

• Prevent fraud, abuse, or security violations

• Protect TAP's legal rights and property

5.4 Health Insurance and Claims

We may disclose your health information to your insurance company for:

• Processing insurance claims

• Determining coverage and benefits

• Coordinating benefits with other insurers

5.5 Referrals and Treatment Coordination

With your authorization, we may share health information with other healthcare providers, dental specialists, or medical professionals involved in your care.

5.6 Business Transfers

In the event of a merger, acquisition, bankruptcy, or sale of TAP's assets, your information may be transferred as part of that transaction. We will provide notice before your information becomes subject to a different privacy policy.

5.7 De-identified Information

We may use and disclose de-identified information (information that cannot identify you) for research, analytics, and business purposes without restriction or your consent.

5.8 With Your Consent

We will not disclose your information to any other party without your written authorization, except as permitted by HIPAA or required by law.

6. COOKIES AND TRACKING TECHNOLOGIES

6.1 Cookies

Our Site uses cookies (small text files stored on your device) to:

• Remember your preferences and login information

• Understand how you use our Site

• Improve Site functionality and user experience

• Provide personalized content

• Track website analytics and performance

• Prevent fraud and enhance security

6.2 Types of Cookies

• Essential Cookies: Required for Site functionality

• Analytics Cookies: Help us understand user behavior

• Preference Cookies: Remember your choices and settings

• Marketing Cookies: Track advertising effectiveness

6.3 Cookie Controls

You can control cookies through your browser settings:

• Most browsers allow you to refuse cookies

• You can delete cookies already stored on your device

• Disabling cookies may affect Site functionality and your user experience

6.4 Google Analytics

Our Site uses Google Analytics, a web analytics service provided by Google, Inc. Google Analytics uses cookies to analyze how visitors use our Site. The information generated is transmitted to and stored by Google. Google may use this information for evaluating your use of the Site, compiling reports on Site activity, and providing other services. Google may also transfer this information to third parties if required by law. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.

7. THIRD-PARTY LINKS AND SERVICES

Our Site may contain links to third-party websites, social media platforms, and services that are not operated or controlled by TAP. This Privacy Policy does not apply to third-party sites, and we are not responsible for their privacy practices, data collection, or content. We encourage you to review the privacy policies of any third-party sites before providing your personal information.

8. DATA SECURITY

8.1 Security Measures

We implement industry-standard administrative, technical, and physical safeguards to protect your personal and health information from unauthorized access, alteration, disclosure, or destruction, including:

• Encryption: Secure Socket Layer (SSL) encryption for data transmission over the Internet

• Access Controls: Restricted access to patient records based on job role and need-to-know

• Authentication: Passwords, multi-factor authentication, and security credentials

• Firewalls: Network firewalls and intrusion detection systems

• Regular Updates: Regular security patches and software updates

• Employee Training: HIPAA and privacy training for all staff members

• Audit Logs: Monitoring and logging of access to patient information

• Physical Security: Locked storage of paper records and secure disposal of documents

8.2 Limitations

No method of transmission over the Internet or electronic storage is completely secure. While we implement comprehensive security measures, we cannot guarantee absolute security. You use our Site and services at your own risk.

9. DATA RETENTION

We retain your personal and health information for the following periods:

Patient Dental Records: Minimum of 7-10 years following the last date of treatment, in accordance with Texas State Board of Dental Examiners regulations and standard dental practice guidelines.

Financial Records: 7 years, as required for tax and accounting purposes.

Marketing Communications: Until you unsubscribe or request deletion.

Website Analytics Data: Typically 26 months, as per Google Analytics default settings.

After the applicable retention period, we will securely delete or de-identify your information, unless we are required by law to retain it longer.

10. YOUR PRIVACY RIGHTS

10.1 Right to Access

You have the right to request and obtain a copy of your personal and health information.

10.2 Right to Correct

You have the right to request correction of inaccurate or incomplete information.

10.3 Right to Delete

You have the right to request deletion of your personal information, subject to our legal obligation to maintain dental records for a minimum period under Texas law.

10.4 Right to Opt-Out of Communications

You have the right to opt out of marketing communications by:

• Clicking the "unsubscribe" link in promotional emails

• Calling us at 281-722-5120

• Submitting a written request to TAP@trueaestheticprosthodontic.com

• Adjusting your communication preferences in your patient account

10.5 Right to File a Complaint

If you believe your privacy rights have been violated, you have the right to:

• File a complaint with TAP by contacting us directly

• File a complaint with the U.S. Department of Health and Human Services Office for Civil Rights (OCR) at www.hhs.gov/ocr/hipaa or by phone at 1-800-368-1019

10.6 Texas Privacy Rights

As a Texas resident, you have additional rights under Texas state law, including the right to:

• Request access to your health information

• Request corrections to your health information

• Request an accounting of disclosures

10.7 Exercising Your Rights

To exercise any of these rights, please submit a written request to:

True Aesthetic Prosthodontics Attention: Privacy Officer 4900 Woodway Drive, Suite 910 Houston, TX 77056

Or email: TAP@trueaestheticprosthodontic.com

We will respond to your request within 30 days (or as required by law).

11. CHILDREN'S PRIVACY

Our Site and services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected information from a child under 18, we will immediately delete such information and terminate the account. If you believe we have collected information from a child under 18, please contact us immediately at 281-722-5120 or TAP@trueaestheticprosthodontic.com.

12. UPDATES TO THIS PRIVACY POLICY

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by:

• Posting the updated policy on our Site with an updated "Last Updated" date

• Sending you an email notification of significant changes

• Prominently displaying notice of major changes

Your continued use of our Site and services following the posting of updates means you accept the revised Privacy Policy. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

13. CONTACT INFORMATION

If you have questions about this Privacy Policy, wish to exercise your privacy rights, wish to file a complaint, or have concerns about our privacy practices, please contact us:

True Aesthetic Prosthodontics

Address: 4900 Woodway Drive, Suite 910, Houston, TX 77056

Phone: 281-722-5120

Email: TAP@trueaestheticprosthodontic.com

Hours: Monday, Tuesday, Wednesday, Friday: 8am-4pm | Saturday: 8am-1pm (Central Time)

Privacy Officer: [To be designated]

We will respond to your inquiry within 30 days of receipt.

14. ADDITIONAL INFORMATION

14.1 Do Not Track Signals

Some web browsers include a "Do Not Track" feature. Currently, there is no industry standard for recognizing Do Not Track signals. Our Site does not currently respond to Do Not Track browser signals.

14.2 Third-Party Advertising

We may use third-party advertising services to display ads on our Site and other websites. These services may use cookies and similar technologies to collect information about your browsing activities. You can manage your advertising preferences through industry opt-out tools.

14.3 Texas Medical Records Law

Your dental records are protected under Texas Health & Safety Code § 241.151 et seq. and other applicable Texas laws governing patient privacy and medical records.

14.4 Breach Notification

If we experience a breach of unsecured personal information or health information, we will notify affected individuals without unreasonable delay, and in no case later than 60 days after discovery of the breach, in accordance with HIPAA Breach Notification Rule and Texas breach notification laws.

COMPLIANCE CERTIFICATIONS

This Privacy Policy complies with:

• Health Insurance Portability and Accountability Act (HIPAA) and HIPAA Privacy and Security Rules (45 CFR Parts 160 and 164)

• HIPAA Breach Notification Rule (45 CFR Part 144)

• Texas Health & Safety Code § 241.151 et seq. (Patient Privacy Rights)

• Texas Medical Records Law

• Texas Identity Theft Enforcement and Protection Act (Texas Business & Commerce Code § 59.001)

• Federal Trade Commission Act (FTC Act) § 5 — Unfair or Deceptive Practices

• CAN-SPAM Act (for marketing communications)

• Telephone Consumer Protection Act (TCPA)

• Americans with Disabilities Act (ADA)

• All applicable federal, state, and local healthcare regulations

ACKNOWLEDGMENT

By using the True Aesthetic Prosthodontics website and services, you acknowledge that you have read and understood this Privacy Policy and agree to its terms and our handling of your personal and health information.