Last Updated: 08/05/2026
Thank you for visiting Toothology (“we,” “us,” “our”). We are committed to respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information that you provide through our WordPress website hosted on WP Engine. By using our website, you agree to the terms of this Privacy Policy.
Our website is not intended for the collection, transmission, or storage of Protected Health Information (PHI) as defined by the Health Insurance Portability and Accountability Act (HIPAA).
Do Not Submit Sensitive Medical Information: Please do not include detailed health or treatment information in contact forms, chat messages, or other communications through our site. If you need to discuss private medical details, contact us by phone or visit our office so we can ensure proper privacy and compliance measures.
No HIPAA Compliance: We do not maintain the administrative, physical, or technical safeguards required for HIPAA compliance. Any information voluntarily submitted that could be considered PHI is done at your own risk, and we disclaim responsibility or liability for such submissions.
At Toothology, we collect personal information, such as your name, email address, and phone number, only when voluntarily submitted by you through our website forms or during patient registration. This information is used solely to provide dental services, manage appointments, and communicate clinical updates.
Contact Details: Name, email address, phone number, and other details you provide when filling out website forms or using our WordPress chat widget.
Other Information: If you provide additional details (e.g., reason for contact), please ensure it does not include sensitive health data.
IP Address & Device Details: Non-personal information such as your IP address, browser type, operating system, and pages visited.
Cookies & Similar Technologies: We use cookies, pixels, and analytics tools (such as Google Analytics) to understand how you use our website and to improve functionality.
Website Phone Numbers: We may use dynamic phone tracking to understand which web pages drive incoming calls, helping us measure and improve site performance.
Session Replay Tools (e.g., Posthog): We use session replay tools to record anonymous interactions with our website (e.g., mouse clicks, scrolling) to better understand user behavior and improve usability. These recordings do not intentionally capture sensitive data like passwords or payment details.
Analytics (e.g., Google Analytics): We use analytics platforms to gather data on how visitors interact with our site, such as pages visited and actions taken. This helps us enhance site performance and user experience.
We may use the collected information to:
Respond to Inquiries: Schedule or confirm appointments, answer questions, or provide requested information about our dental services (in a non-PHI context).
Send Updates & Promotions: If you opt in, we may send newsletters, promotions, or offers. You can unsubscribe at any time.
Analyze Website Performance: Improve site performance using data from analytics and session replay tools.
Text Messaging Exclusion: All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with third parties, except for necessary service providers supporting our SMS system.
How We Obtain SMS Consent: By providing your mobile phone number through our website forms, appointment scheduling system, or by texting a keyword to our practice number, you consent to receive SMS messages from Toothology. These messages may include appointment reminders, confirmations, follow-up care instructions, practice updates, and promotional offers. Your consent is not a condition of purchasing any goods or services.
Non-sharing Clause: No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
Opt-In: You may opt in through our website forms, during patient registration, or by texting START to (804) 774-7770.
Opt-Out: You can cancel the SMS service at any time. Just text STOP to (804) 774-7770. After you send the SMS message STOP to us, we will send you an SMS message to confirm that you have been unsubscribed. After this, you will no longer receive SMS messages from us. We also honor QUIT, END, CANCEL, REVOKE, OPT OUT, and UNSUBSCRIBE. You may re-subscribe at any time by contacting us directly.
Help: If you are experiencing issues with the messaging program, you can reply with the keyword HELP for more assistance, or you can get help directly at info@toothologyva.com or (804) 774-7770.
Frequency: Message frequency varies based on your appointment schedule and needs.
Rates: Carriers are not liable for delayed or undelivered messages. As always, message and data rates may apply for any messages sent to you from us and to us from you.
Our WordPress website utilizes several trusted service providers:
WP Engine (Hosting Provider): Our website is hosted by WP Engine, which may collect server logs (e.g., IP addresses, timestamps) for performance, security, or diagnostic purposes. See WP Engine’s Privacy Policy.
WordPress (Content Management System): Our site is built on WordPress, which may utilize plugins and cookies to enhance functionality. Each plugin provider maintains its own privacy policy. Learn more at WordPress.org Privacy Policy.
Google Analytics: Used to analyze website traffic and visitor behavior. See Google’s Privacy & Terms.
Posthog: Used for session replay and user interaction analytics. See Posthog’s Privacy Policy.
GoHighLevel (if applicable): Some forms or chat widgets may be powered by GoHighLevel. Learn more at GoHighLevel’s Privacy Policy.
These third-party providers operate under their own privacy policies and process data according to their internal practices.
We do not sell or rent your personal information to third parties. Personal information is used exclusively by our staff for the purpose of patient care and practice management. We do not share your information for marketing purposes with any external entities.
All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
Data may only be shared in the following cases:
Service Providers: With trusted vendors who perform services on our behalf (e.g., hosting, analytics, email).
Legal Requirements: When required by law, subpoena, or court order.
Business Transfers: In the event of a merger, acquisition, or sale of company assets.
Our website is not directed to children under 13, and we do not knowingly collect personal information from them. If you believe your child has submitted personal data without parental consent, please contact us so we can delete it.
We implement a variety of security measures to maintain the safety of your personal information. Your data is stored in secure networks and is only accessible by a limited number of persons who have special access rights to such systems and are required to keep the information confidential.
We take commercially reasonable steps to protect the non-medical personal information submitted through our site. However, no online platform or electronic system is 100% secure. Submitting sensitive data online (which we discourage) is done at your own risk.
Opt-Out of Communications: You can unsubscribe from marketing emails or SMS messages anytime by following the unsubscribe instructions.
Manage Cookies: Most browsers allow you to block or delete cookies. Disabling them may affect site functionality.
Do Not Submit PHI: Please refrain from sharing any medical or treatment information through our site.
We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. The “Last Updated” date above reflects the most recent version. Continued use of our website after updates indicates acceptance of the revised terms.
If you have questions or concerns about this Privacy Policy, please contact us:
Toothology
6015 Staples Mill Rd, Richmond, Virginia 23228
Phone: (804) 774-7770
Email: info@toothologyva.com
https://toothologyva.com
We value your trust and will make every effort to address inquiries promptly.
Disclaimer: This Privacy Policy is for informational purposes only and does not constitute legal advice. For compliance guidance under regulations such as HIPAA, GDPR, or CCPA, please consult a qualified attorney or privacy professional.
