Cox Family Dentistry
Website Privacy Policy
Effective Date: June 22, 2026
Cox Family Dentistry (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit coxfamilydds.com (the “Site”), use our online forms, schedule appointments, communicate with us, or interact with us in any other way online.
Important: This Website Privacy Policy is not the same as our HIPAA Notice of Privacy Practices (NPP). For information about how we use and disclose your Protected Health Information (PHI) for treatment, payment, and health care operations, please see our Notice of Privacy Practices.
1. Information We Collect
a) Information You Provide Directly
- Contact details (name, email, phone number, address)
- Appointment requests and preferences
- Information submitted on patient intake or medical history forms
- Insurance information and benefits details
- Messages sent via contact forms, email, SMS, or chat
- Files you upload (e.g., x-rays, insurance cards)
b) Information Collected Automatically
- Device and browser information (IP address, user-agent, operating system, language)
- Usage data (pages viewed, links clicked, time on page)
- Approximate location based on IP address
- Cookies, pixels, and similar technologies (see “Cookies & Online Tracking” below)
c) Information from Third Parties
- Scheduling, payment, or financing partners (e.g., online booking platforms, payment processors, CareCredit)
- Analytics partners that provide aggregated usage statistics
2. How We Use Information
We use the information we collect to:
- Provide, schedule, confirm, and manage appointments
- Respond to inquiries and provide patient support
- Operate and improve the Site and user experience
- Send service messages (e.g., appointment reminders, treatment follow-ups)
- Process payments and verify insurance eligibility and benefits
- Maintain security, prevent fraud, and comply with legal obligations
- With your consent, send marketing communications (you can opt out at any time)
3. HIPAA & Protected Health Information (PHI)
When you become our patient or share health information with us for care, some of your information may be Protected Health Information (PHI), protected by the Health Insurance Portability and Accountability Act (HIPAA). We use and disclose PHI as described in our Notice of Privacy Practices for treatment, payment, and health care operations, and as otherwise permitted or required by law.
For PHI-related rights — including access, amendments, restrictions, and confidential communications — please refer to our Notice of Privacy Practices or contact us using the information below.
4. How We Share Information
We may share information with:
- Service providers (e.g., website hosting, email/SMS platforms, forms and record systems, analytics, payment processors, IT and security vendors) who are contractually required to safeguard information and use it only to provide services to us. For PHI, we use Business Associate Agreements (BAAs) where required by law.
- Insurance companies and payors for eligibility/benefits verification and claims processing (PHI per our NPP).
- Referring or co-treating providers when involved in your care (PHI per our NPP).
- Law enforcement or regulators when required by law or to protect the rights, safety, and security of our patients and staff.
- Successor entities in the event of a merger, acquisition, or sale of practice assets, subject to appropriate protections.
We do not sell your personal information. If applicable state law considers certain analytics or advertising uses a “sale” or “share,” please see the State Privacy Rights section below.
5. Cookies & Online Tracking
We use cookies, pixels, and similar technologies to:
- Remember your preferences and improve Site functionality
- Measure traffic and performance (e.g., Google Analytics)
- Optionally deliver or measure advertising effectiveness
You can control cookies through your browser settings. Some browsers send a “Do Not Track” signal; we do not currently respond to DNT signals. If required in your region, we will display a cookie consent banner and honor your selections.
6. Text Messages, Email & Phone Calls
By providing your phone number or email address, you consent to receive communications related to your care, including appointment confirmations, reminders, and treatment follow-ups. Standard message and data rates may apply for SMS communications.
You can opt out of non-essential messages at any time by replying STOP to any text message or using the unsubscribe link in any marketing email. We may still send important service notices or legally required communications even after opting out of marketing.
7. Patient Portals & Online Forms
If we offer a patient portal or secure online forms, please use those channels when sharing sensitive information. Avoid sending confidential health information, financial account numbers, or insurance details through regular (unencrypted) email.
8. Data Retention
We retain information for as long as necessary to provide services, meet legal and recordkeeping obligations (including Texas dental record retention requirements), resolve disputes, and enforce agreements. PHI is retained in accordance with professional standards and applicable law.
9. Data Security
We implement administrative, technical, and physical safeguards designed to protect your information. However, no method of electronic transmission or storage is completely secure. If we discover a security incident that affects your information, we will follow all applicable notification laws, including those under HIPAA and the Texas Identity Theft Enforcement and Protection Act.
10. Your Choices & Rights
- Marketing opt-out: You can opt out of non-essential email or SMS communications at any time.
- Cookie controls: Use your browser settings or our cookie consent banner (where available).
- Portal or account: If you have an account or patient portal, you may access or update your information there.
- HIPAA rights (PHI): See our Notice of Privacy Practices for your rights to access, amend, restrict, or request an accounting of disclosures of your PHI, and to request confidential communications.
State Privacy Rights
Depending on where you live (e.g., California, Colorado, Connecticut, Virginia, Utah, or Texas), you may have additional rights over certain non-PHI personal information, such as the right to access, delete, correct, or opt out of “sale” or “sharing” or targeted advertising. To exercise these rights, please contact us using the information in Section 16 below.
11. Children’s Privacy
Our Site is not directed to children under 13, and we do not knowingly collect personal information from children under 13 online. If you believe a child has provided us with personal information, please contact us so we can delete it as required by law. For minor patients, parental or guardian consent is required for treatment, consistent with Texas Family Code §32.003.
12. Third-Party Links
Our Site may contain links to third-party websites or services we do not control, including scheduling platforms and financing providers such as CareCredit. This Privacy Policy does not apply to those sites. We encourage you to review the privacy policies of any third-party service before providing personal information.
13. Changes to This Policy
We may update this Privacy Policy from time to time. The “Effective Date” at the top of this page indicates when it was last revised. We will post significant changes on this page and, where appropriate, notify you by email or through the Site.
14. Contact Us
If you have questions about this Privacy Policy, our Notice of Privacy Practices, or would like to exercise your privacy rights, please contact us:
Cox Family Dentistry
Dr. Nicholas R. Cox, D.D.S. — Privacy Officer
100 E McDermott Drive, Allen, Texas 75002
Phone: 972-727-4468
Fax: 972-727-2769
Email: [email protected]