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Sanitas Dental — Privacy Policy (Website)

Last Updated: September 4, 2025

 

1. Introduction

Sanitas Dental Management, LLC and/or Sanitas Dental of South Florida P.A. (“Sanitas Dental,” “we,” “us”) respects your privacy. This Website Privacy Policy explains how we collect, use, and protect information when you access our website, mobile applications, or related digital services (“Site”). Your use of the Site signifies your acceptance of this policy.

This Statement applies to the Personal Data (as defined below) that we process when you use this website (“Website”), and our other websites and services or products that reference this Statement (collectively, our “Services”), and when you otherwise interact with us as described in more detail below. Unless you are in a jurisdiction where this is not permitted, your use of our Website, and any related dispute over privacy, is subject to our Terms of Use. Where required by applicable law, we will not collect, use, or disclose your Personal Data without first obtaining your consent.

Throughout this Statement, we use the terms "Personal Data" which refers to any information relating to an identified or identifiable individual, or as related terms, such as "personal information," are defined under applicable law.

This policy covers only website-related data. If you are a patient receiving dental care, please refer to our separate HIPAA Notice of Privacy Practices for details on how your protected health information (PHI) is handled.

 

2. Information We Collect

  • Personal Information you provide directly (e.g., via appointment requests, contact forms).
  • Technical Data collected automatically (e.g., cookies, device/browser info, IP addresses), used solely to enhance your experience and improve the Site.
  • Aggregated Data (e.g., visitor counts, page views) used for website analytics and optimization.

This Statement applies to Personal Data that we may process through your interactions with us:

  • Through online activities and Services, we offer (including our Websites, social media pages, webinars, digital events, and other online Services).
  • Through third-party sources, including ad networks.
  • When we provide Services directly to you and in other situations where you interact with us, including but not limited to interacting with us through our telephone customer service centers, through email, chat, SMS/text or social media direct messages, or by visiting our sites and offices or our events (e.g. tradeshows and conferences);

When you interact with us, we may collect Personal Data such as:

  • Contact Information, including your name, company name, job title, address, e-mail address, and phone number.
  • Device Information, including browser and device type, IP address, internet service provider, and other technical information about your device.
  • Website Interactions, including information about your interactions with our Website (including features on our site, like our chat feature and the video content that we make available), such as referring websites, pages visited, links or buttons clicked, or information about your preferences, such as your preferred methods of communication and product types in which you are interested.
  • Transaction Data, including payment or other financial information if you make purchases, such as credit card or account information or tax identification number.
  • Communication Records, including call recordings and transcriptions, email exchanges, text details, and chat contents and logs from your communications with us, which we may keep as records of those conversations.
  • Log-in Information, including, if applicable, social media account information for login purposes.
  • Social Media Information, including social media name, profile, and any direct message exchanged with us.
  • Other information you voluntarily provide, such as your gender, age, date of birth, nationality, professional associations and registration numbers, information about how you use our Services, and demographic information.

We collect Personal Data you choose to provide to us on our Website, or when you contact us by phone or email. For example, we may collect Personal Data from you when you:

  • Engage with us in response to our marketing activities, including by expressing an interest in our Services through a web form, participating in a promotion or responding to a voluntary survey, attending our marketing events, or subscribing to our email updates and newsletters.
  • Contact customer service or make use of our customer support tools.
  • Connect with, link to, or "share" our website via social networking sites; or
  • Provide ratings, reviews or feedback for our Services.

If you provide us with any Personal Data relating to a third party, you represent that you have the authority to do so and to permit us to use the information in accordance with this Statement.

We automatically collect information from you when you interact with us and use our Services, such as:

  • Device and browser information, such as device type, browser type, IP address, operating system, device identifier, and Internet service provider, as well as other information such as general location information, domain name, page views, a date/time stamp, referring and exiting URLs, language, clickstream data and similar device and usage data.
  • Information about how you interact with us, such as your usage of Sanitas Websites and how you interact with our digital advertisements and promotions, such as video and other content viewed or downloaded and information about your viewing, features used, links clicked, keystrokes and mouse clicks, Sanitas promotional emails opened, and dates and times of interactions.

 

3. How We Use Your Information

  • To respond to inquiries or requests submitted through the Site.
  • To manage appointment scheduling and related services.
  • To send you communications such as appointment reminders or updates (with opt‑out options).
  • To improve and maintain the functionality and performance of our Site.
  • Data is retained only as necessary to serve you, meet legal obligations, or resolve disputes.

We use your Personal Data to:

Develop and manage our relationships with you. This may include:

  • Delivering services or carrying out transactions that you have requested.
  • Providing information about Sanitas products, services, communications, and advertisements, that may be of interest to you.
  • Providing you with more consistent experience in interacting with Sanitas, including by learning more about you and how you use and interact with Sanitas’ Services.

Communicate with you. This may include:

  • Informing You of Sanitas’ products, services, events, programs, or promotional activities that may be of interest to you.
  • Responding to questions or inquiries that you make, including customer service requests; and

Provide and improve our Services. This may include:

  • Customizing them to your preferences or interests, making them more compatible with your technology, or otherwise making them easier to use.
  • Maintaining the security of and otherwise protecting them.
  • Performing data analytics.

Address legal issues. This may include:

  • Complying with our obligations to retain certain business records for minimum retention periods.
  • Establishing, exercising, or defending legal claims.
  • Complying with laws, regulations, court orders, or other legal processes.
  • Detecting, preventing, and responding to fraud, intellectual property infringement, violation of our contracts or agreements, adverse events and other health and safety incidents involving our products, violations of law, or other misuse of Sanitas Services; and
  • Protecting Sanitas’ rights or property, or your or others’ health, safety, welfare, rights, or property

Sanitas may also use your Personal Data for other uses consistent with the context in which the information was collected or with your consent.

Sanitas may anonymize, aggregate or de-identify any of the information we collect from you and, where permitted by applicable law, use it for any purpose, including for research, service and product quality review purposes. Such information will not identify you individually, and we will maintain and use the information in deidentified form and will not attempt to reidentify the information.

 

5. Third‑Party Sharing

  • We may share data with trusted service providers (e.g., hosting, analytics, marketing platforms). These parties are contractually bound to maintain confidentiality and may only use your data to support our services.
  • We do not sell your personal information to third parties.
  • We also do not provide your email or IP address to advertisers or unrelated organizations.

We may disclose your Personal Data to the following recipients and for the purposes described below. In each case, we will take appropriate steps (including obtaining your consent where required by applicable law) to protect your Personal Data.

Affiliates. Our affiliates will use your Personal Data in a manner consistent with this Statement, any applicable Specific Privacy Notices, and all applicable laws.

Service providers. We may disclose your Personal Data to contractors, service providers and other vendors we engage to perform support services for us, such as hosting providers, payment processors, customer service agencies, analytics service providers and ad companies.

Business partners. We may disclose your Personal Data with third parties who partner with us to support our products, services and marketing efforts to our customers; to our partners who provide us with analytics services (for example, to better understand our customers); and to our authorized partners and service providers.

With your consent. We may disclose your Personal Data with your permission or at your request.

To comply with law or to protect. We may disclose your Personal Data with third parties when we have a good faith belief that disclosure is necessary:

  • to comply with a law, regulation, court order, or other legal process.
  • to detect, prevent, and respond to fraud, intellectual property infringement, violation of our contracts or agreements, violation of law, or other misuse of Sanitas Services.
  • to protect the health, safety, welfare, rights, or property of you, our customers, the public, Sanitas, or others; or
  • under similar circumstances.

In the aggregate/de-identified. To the extent permitted by applicable law, Sanitas may share anonymized, aggregated or de-identified information internally and with third parties for any purpose. Such information will not identify you individually.

 

6. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance functionality and understand how visitors use our Site. A Cookie is a bit of data that we can send to your browser when you link to our Website.

We use Cookies for a variety of reasons, including to help us gather statistical information about how visitors use the Websites and Apps, and to improve your experience, and maintain security. Cookies also help us deliver a personalized experience on our Websites and Apps. We engage third parties to help us in these activities, and these third parties may collect your information over time and across our Websites (and third-party sites) to associate different devices you use and further gain insights into the goods and services that may interest you.

You may configure your browser to block cookies, though doing so may limit certain features.

 

7. Security

We implement reasonable administrative, technical, and physical measures to protect your data. However, because online data transmission is not fully secure, we cannot guarantee absolute protection. By using the Site, you understand and assume this risk.

 

8. Children’s Privacy

Our Site is not intended for children under 16. We do not knowingly collect personal information from minors in that age group.

 

9. Policy Updates

We may update this policy as laws or our practices evolve. When we make significant changes, we will post updates to the Site and update the “Last Updated” date above.

 

10. Your Rights (Voluntary)

  • You may request:
  • Access to data collected about you,
  • Corrections to your data,
  • Deletion of your data (where legally permissible),
  • Opt-out from non-essential communications.

Submit such requests via the contact information below. Before responding to your request, we will first take steps to verify your request by matching the Personal Data you provide to us with the information we have in our records. Your request must provide sufficient information for us to reasonably verify you are the person about whom we collected Personal Data or an authorized representative.

 

11. Contact Us

If you have questions or concerns about this policy, please contact:

Sanitas Dental Management, LLC

Attn.: Privacy Office

8400 NW 33rd Street, Suite 201

Miami, FL 33122

Email: patientprivacy@mysanitas.com

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