Privacy Policy
WNY Orthodontics is committed to protecting your privacy and handling your data with transparency and care.
Transparent
Clear information about what data we collect and why
Encrypted
All provider data is stored with industry-standard encryption
Limited Use
Data is only used to provide and improve our directory service
Anonymous Analytics
Google Analytics tracks usage patterns without personal identification
Introduction
WNY Orthodontics ("we," "us," or "our") operates a directory service to help families in Western New York find orthodontic care. This Privacy Policy explains how we collect, use, disclose, and protect information when you use our website and services.
Information We Collect
1Information from Site Visitors
Automatically Collected: When you visit our site, we automatically collect certain information through Google Analytics, including:
- Device type, browser type, and operating system
- IP address (anonymized by Google Analytics)
- Pages visited and time spent on each page
- Referring website or search terms
- General geographic location (city and region level)
2Information from Healthcare Providers
If you are an orthodontist or practice staff member who signs up to manage your practice listing, we collect:
- Name, email address, and phone number
- Practice name, address, and contact information
- Professional credentials and certifications
- Insurance plans accepted by your practice
- Treatment services offered
- Practice photos and descriptions
- Account credentials (password - encrypted)
🔒 Security: All provider account data is stored using industry-standard encryption both in transit (TLS/SSL) and at rest.
How We Use Your Information
For All Users:
- Operate and maintain the directory service
- Improve website functionality and user experience
- Analyze usage patterns to enhance our services
- Respond to inquiries and provide customer support
For Healthcare Providers:
- Create and maintain your practice profile
- Authenticate your identity and manage your account
- Display your practice information to patients
- Send account-related notifications and updates
- Verify professional credentials
Google Analytics
Understanding how our service is used
We use Google Analytics to track and analyze website usage patterns. This helps us understand which features are most useful and how we can improve the service.
What Google Analytics Tracks:
- Page views and navigation paths
- Time spent on pages and bounce rates
- Search terms used within our site
- Device and browser information
- General geographic location (not precise addresses)
Google Analytics does not collect personally identifiable information. IP addresses are anonymized before processing. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.
How We Share Information
We do not sell your personal information. We only share information in the following limited circumstances:
Public Directory Information
Practice information provided by orthodontists (name, address, phone, insurance accepted, services offered) is displayed publicly on our directory to help patients find care.
Service Providers
We work with trusted service providers who help us operate our website (hosting, analytics, email services). These providers are contractually required to protect your data and use it only for the services they provide to us.
Legal Requirements
We may disclose information if required by law, legal process, or governmental request, or to protect the rights, property, or safety of WNY Orthodontics, our users, or others.
Data Security
Protecting your information
We implement industry-standard security measures to protect your information:
- Encryption: All data is encrypted in transit using TLS/SSL and at rest using AES-256 encryption
- Access Controls: Strict access controls limit who can view provider account data
- Password Security: Passwords are hashed and salted using industry-standard algorithms
- Regular Updates: We regularly update our security practices and software
- Monitoring: Continuous monitoring for suspicious activity and potential security threats
While we use reasonable efforts to protect your information, no method of transmission over the internet or electronic storage is 100% secure.
Your Privacy Rights
For Healthcare Providers with Accounts:
- Access: View and download your practice data
- Update: Correct or update your information
- Delete: Request deletion of your account and data
- Export: Receive a copy of your data in a portable format
For All Users:
- Opt out of Google Analytics tracking
- Contact us with privacy questions or concerns
- Request information about data we may have collected
To exercise these rights, contact us at the information provided at the end of this policy.
Data Retention
We retain your information for as long as necessary to provide our services and comply with legal obligations:
- Provider Accounts: Active account data is retained while your account is active and for a reasonable period after account closure to comply with legal requirements
- Analytics Data: Google Analytics data is retained according to Google's data retention policies (typically 26 months)
- Public Listings: Practice information remains in the directory until you request removal
Upon request, we will delete your data except where retention is required by law.
Children's Privacy
Our services are not directed to children under 13 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately so we can delete it.
Third-Party Links
Our website may contain links to orthodontic practice websites and other third-party sites. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. We will notify you of material changes by:
- Posting the updated policy on this page with a new "Last Updated" date
- Sending email notifications to registered providers for significant changes
Your continued use of our services after changes become effective constitutes acceptance of the updated policy.
Contact Our Privacy Team
We take your privacy seriously. If you have questions, concerns, or requests regarding this Privacy Policy or how we handle your data, we're here to help.
Email Privacy Team
privacy@wnyorthodontics.comFor privacy-specific questions and data requests
General Inquiries
Contact Form →For general questions about our directory service
Response Time
Within 7 business days for privacy inquiries
Service Area
Western New York
When contacting us about privacy matters, please include:
- •Your name and contact information
- •A detailed description of your request or concern
- •If applicable, information to help us locate your data