Skip to content

Privacy Policy

Effective date: May 24, 2026

Southlake Dental ("we," "us," or "our") operates the website at southlakedental.com (the "Site"). This Privacy Policy explains what information we collect from visitors to the Site, how we use it, who we share it with, and the choices you have. We've written it in plain language. If anything is unclear, please contact us using the details at the bottom of this page.

This policy covers information collected through the Site only. It does not cover the protected health information we maintain about you as a patient in our clinical and billing systems, which is governed by our Notice of Privacy Practices under HIPAA.

1. Healthcare context — please read this first

Southlake Dental is a dental practice and a HIPAA-covered entity. However, this website is not part of our secure clinical records system. Forms and email links on this Site are general business-inquiry channels, not a patient portal.

Please do not submit detailed health information — diagnoses, symptoms, treatment history, insurance ID numbers, or similar — through the Site's contact form . Save those for your in-office visit or a phone call to the office at (817) 481-6553.

If you do include health-related details in a Site submission, we will treat that information in accordance with our HIPAA obligations once it reaches us, but it will have traveled through a general web channel to get to us, and we cannot guarantee the same protections that apply within our clinical systems.

2. Information we collect

Information you give us voluntarily. When you fill out our contact or appointment-request form, we collect the information you provide — typically your name, email, phone number, the service you're interested in, and your message.

Automatic technical data. Our hosting infrastructure automatically logs standard technical information when you visit: IP address, browser and device type, pages viewed, and date/time of access. This is generated by your browser and our hosting and content-delivery provider, Amazon Web Services (CloudFront), and is used for security, troubleshooting, and operation of the Site.

Cookies and local storage. The Site stores a single browser-storage value to remember your light/dark display preference. See Section 8 for the full picture and how to control cookies.

3. How we use your information

  • to respond to inquiries and follow up on appointment requests;
  • to contact you about a request or existing inquiry;
  • to operate, secure, and maintain the Site;
  • to detect and prevent spam, fraud, and abuse; and
  • to comply with applicable legal obligations.

We do not sell your personal information in the traditional sense, and we do not use Site inquiry data for marketing unrelated to the request you contacted us about.

4. Who we share it with

  • Amazon Web Services (AWS) — hosts the Site and processes contact-form submissions on our behalf.
  • Google Maps — embeds the office-location map.
  • Yapi — when you click "Book Now," you are handed off to a separate third-party scheduling platform whose handling of your information is governed by its own privacy policy.

Where any vendor may handle protected health information on our behalf, we maintain a Business Associate Agreement (BAA) with them as required by HIPAA.

We may also disclose information where required by law, regulation, subpoena, or court order, or to protect the rights, property, or safety of our patients, team, or the public.

5. How long we keep it

We keep Site inquiry data only as long as needed to respond to and follow up on your inquiry, plus a reasonable period for recordkeeping, dispute resolution, and abuse prevention, after which we delete or de-identify it. Server logs and analytics data are retained for a limited period by our hosting and analytics providers under their own retention settings. Clinical and billing records held about you as a patient are retained under separate legal requirements, not under this policy.

6. Your choices and rights

  • Access or deletion of Site inquiry data: email smile@southlakedental.com or call (817) 481-6553. (Requests about clinical records are handled under HIPAA — see Section 9.)
  • Analytics and cookies: you can control or block cookies through your browser settings.
  • Display preference: clear the stored theme value via your browser's site-data controls.
  • Keep sensitive details offline: contact us by phone for anything clinical.

Depending on your state of residence, you may have additional rights regarding your personal information; contact us and we will respond as required by applicable law.

7. Children's privacy

The Site is not directed to children under 13, and we do not knowingly collect personal information from children under 13 through the Site. Pediatric patient information is collected through a parent or guardian during in-office intake, not through this Site. If you believe a child has provided information through the Site, contact us and we will delete it.

8. Cookies, analytics, advertising, and "Do Not Track"

The Site uses cookies and similar technologies for one purpose: a single browser-storage entry that remembers your display preference .

No third-party analytics or advertising trackers are currently active on this Site. If that changes, we will update this section with the specific tools in use and your opt-out options.

You can control cookies through your browser settings, including blocking or deleting them, though some site features may not work as well as a result. Because there is no industry-standard for browser "Do Not Track" signals, the Site does not currently respond to them.

9. Your clinical records (HIPAA)

This policy governs the website. Your rights regarding the protected health information we hold about you as a patient — including the right to access, amend, or obtain an accounting of disclosures of your record — are described in our HIPAA Notice of Privacy Practices. To exercise those rights, or for any question about your clinical records, please contact our front desk at (817) 481-6553 or smile@southlakedental.com, and our team will direct your request to the right person.

10. Data security

We use standard transport encryption (HTTPS/TLS) for information submitted through the Site, and our hosting provider encrypts data at rest. No method is perfectly secure, but we take commercially reasonable measures to protect what we collect.

11. Changes to this policy

We may update this policy from time to time, revising the "Effective date" above and posting the updated version here. Material changes will be noted on the Site for a reasonable period.

12. Contact us

Note: This Privacy Policy is provided as a general-purpose template for a dental practice website. It is not legal advice. Have your attorney review and adapt it to your specific business practices before relying on it in production.