Privacy Policy

Last Updated: May 21, 2026

Magnolia Smiles respects your privacy. This Privacy Policy explains how Magnolia Smiles collects, uses, discloses, and protects information collected through magnoliasmilesga.com, online forms, communications, scheduling tools, patient engagement tools, and related website features.

1. Contact Information

Magnolia Smiles
650 Claremore Professional Way Ste 200
Woodstock, GA 30188
Phone: (770) 384-8505
Email: OMMagnoliaSmiles@thevaleregroup.com
Website: magnoliasmilesga.com

2. Relationship to HIPAA and the Notice of Privacy Practices

Magnolia Smiles may collect or maintain information that is protected health information, also called PHI, under the Health Insurance Portability and Accountability Act of 1996 and related rules, commonly known as HIPAA. When information is PHI, our HIPAA Notice of Privacy Practices applies to that information. This Privacy Policy describes website, digital, communication, analytics, advertising, and general privacy practices. It does not replace the HIPAA Notice of Privacy Practices.

Our HIPAA Notice of Privacy Practices takes effect February 16, 2026 and remains in effect until replaced. Magnolia Smiles is required by law to maintain the privacy of protected health information, provide notice of legal duties and privacy practices, follow the privacy practices described in the current notice, and notify affected individuals following a breach of unsecured protected health information as required by law.

3. Information We Collect

Magnolia Smiles may collect the following categories of information:

Contact Information: Name, address, email address, phone number, and communication preferences.
Appointment and Service Information: Appointment requests, preferred appointment times, service interests, dental concerns, reason for visit, and related scheduling details.
Health and Dental Information: Information you provide through patient forms, intake forms, health history forms, treatment communications, or patient engagement tools.
Insurance and Payment Information: Insurance details, billing information, payment information, account balances, and related financial or reimbursement information.
Communication Information: Calls, voicemails, text messages, emails, form submissions, chat messages, patient portal messages, call recordings, transcripts, and communication metadata.
Website and Device Information: IP address, browser type, device type, operating system, pages viewed, referring pages, time spent on pages, click activity, cookie identifiers, analytics data, and advertising attribution data.
Social Media and Advertising Interaction Information: Information related to your interaction with Magnolia Smiles ads, social media pages, embedded content, or digital campaigns.

4. How We Use Information

Magnolia Smiles may use information to:

Provide dental care, treatment, scheduling, and patient support.
Verify identity, eligibility, insurance coverage, and payment information.
Send appointment reminders, scheduling updates, account notices, and service-related communications.
Respond to calls, emails, forms, text messages, and other inquiries.
Operate, maintain, secure, and improve our website and digital tools.
Measure website performance, advertising performance, and marketing attribution.
Improve patient experience, staff training, quality assurance, and operational workflows.
Comply with HIPAA, dental board requirements, legal obligations, subpoenas, court orders, audits, and regulatory requests.
Protect the rights, safety, property, and security of Magnolia Smiles, patients, staff, website users, and others.
Send promotional or marketing communications only as permitted by law and with consent when required.

5. How We May Use and Disclose Protected Health Information

Magnolia Smiles may use and disclose protected health information for treatment, payment, and health care operations.

Treatment: We may use and disclose your health information to provide, coordinate, or manage your dental care. For example, we may disclose health information to a specialist involved in your treatment.
Payment: We may use and disclose your health information to bill and collect payment from you, your insurance company, a dental health plan, or another third party. Payment activities may include billing, collections, claims management, eligibility checks, and coverage determinations.
Health Care Operations: We may use and disclose your health information for practice operations, such as quality assessment, improvement activities, training, licensing, credentialing, compliance, and business management.

We may also use or disclose health information as permitted or required by law, including for individuals involved in your care or payment for your care, disaster relief, public health activities, law enforcement, health oversight activities, judicial and administrative proceedings, workers’ compensation, research approved by an appropriate board, coroners, medical examiners, funeral directors, national security, and disclosures to the Secretary of the U.S. Department of Health and Human Services when required to investigate or determine compliance with HIPAA.

6. Special Protections for Certain Information

Some information may receive special privacy protections under federal or state law, including HIV-related information, genetic information, mental health records, and alcohol or substance use disorder treatment records. Magnolia Smiles will follow applicable special protections when they apply.

If Magnolia Smiles receives or maintains information from a substance use disorder treatment program covered by 42 CFR Part 2, we will use and disclose that information only as permitted by applicable law and any valid consent that applies.

7. Uses and Disclosures Requiring Authorization

Magnolia Smiles will obtain your written authorization before using or disclosing PHI for purposes not otherwise permitted or required by law. Your written authorization is generally required for the use or disclosure of psychotherapy notes, for use or disclosure of PHI for marketing, and for the sale of PHI, subject to limited exceptions under applicable law. You may revoke an authorization in writing at any time. After receiving your written revocation, we will stop using or disclosing your PHI for that authorization except to the extent we have already relied on it.

8. How We Share Information

Magnolia Smiles may share information with:

Dental and medical professionals involved in your care.
Insurance companies, dental plans, billing services, payment processors, and collections support providers.
Technology vendors, service providers, contractors, and business associates that support our practice.
Call tracking, messaging, scheduling, patient engagement, analytics, advertising, and website service providers.
Regulators, auditors, courts, law enforcement, government agencies, or other parties when required or permitted by law.
Other parties when you authorize us to share information.

Magnolia Smiles requires service providers and business associates to protect information according to applicable legal and contractual requirements. We do not sell PHI. We do not sell, rent, or share mobile phone numbers, SMS opt-in data, or SMS consent status with third parties or affiliates for their own promotional or marketing purposes.

9. Third-Party Vendor Disclosures

Magnolia Smiles uses or may use third-party vendors to operate the website, support patient communications, measure marketing performance, improve user experience, and support practice operations. These vendors may process information on behalf of Magnolia Smiles.

CallRail

Magnolia Smiles may use CallRail for call tracking, text tracking, form tracking, attribution, communication analytics, call recording, call transcription, and quality assurance. CallRail may process phone numbers, caller ID information, call details, call recordings, transcripts, text message data, form attribution data, IP address, browser information, referring pages, landing pages, and website interaction data. Where CallRail processes PHI for Magnolia Smiles, Magnolia Smiles expects that use to be supported by appropriate HIPAA safeguards and a business associate agreement when required. If calls are recorded or transcribed, Magnolia Smiles provides notice or obtains consent as required by applicable law.

Google

Magnolia Smiles may use Google services, including Google Analytics, Google Ads, Google Tag Manager, Google Search Console, Google Business Profile, and Google Maps, to operate the website, understand website usage, improve search visibility, measure advertising performance, and support location-based services. Google may receive cookies, online identifiers, IP address, browser and device information, referral URLs, page interaction data, and advertising attribution data.

Magnolia Smiles does not authorize Google Analytics or similar Google advertising and analytics tools to collect PHI through patient portals, authenticated pages, payment pages, online scheduling flows, forms requesting health information, or pages where PHI is submitted. Google Analytics is used only for website measurement and is not intended to receive PHI.

Dental Intelligence, also known as Dental Intel

Magnolia Smiles may use Dental Intelligence for patient engagement, online forms, scheduling support, analytics, reminders, reviews, communication workflows, treatment coordination, and operational reporting. Dental Intelligence may process identifiers, contact information, appointment information, health history, dental care information, insurance information, communication information, form submissions, and usage data. Where Dental Intelligence processes PHI for Magnolia Smiles, Magnolia Smiles expects that use to be supported by appropriate HIPAA safeguards and a business associate agreement when required.

10. Cookies, Pixels, Analytics, and Tracking Technologies

Magnolia Smiles may use cookies, pixels, tags, scripts, web beacons, analytics tools, and similar technologies to operate the website, remember preferences, understand site usage, measure performance, improve marketing, detect fraud, and support website security.

You can adjust cookie settings through your browser. Some website features may not function properly if cookies are disabled. Magnolia Smiles does not treat cookie consent, a cookie banner, this Privacy Policy, or the Terms and Conditions as authorization to disclose PHI to a tracking technology vendor where HIPAA requires a separate permission, safeguard, authorization, or business associate agreement.

11. SMS Messaging and Mobile Data Privacy

If you provide your mobile phone number and consent to receive SMS or MMS messages from Magnolia Smiles, we use your information solely to deliver the messaging services you have opted into.

No mobile information will be sold or shared with third parties for promotional or marketing purposes. We may share your Personal Information, including your SMS opt-in or consent status, with third parties that help us provide our messaging services, including but not limited to platform providers, phone companies, carriers, compliance providers, and any other vendors who assist us in the delivery, management, or support of text messages.

Informational and transactional messages may include appointment reminders, scheduling updates, account notices, patient support, and practice-related communications. Marketing or promotional text messages require separate consent where required by law. Consent to receive marketing texts is not required as a condition of receiving dental care, goods, or services from Magnolia Smiles. Message frequency varies. Message and data rates may apply.

You may opt out of receiving SMS communications at any time by replying STOP to any message or by contacting us at OMMagnoliaSmiles@thevaleregroup.com or (770) 384-8505. For help, reply HELP or contact us directly. Upon receipt of your opt-out request, we will promptly stop sending SMS messages to your number, except for one-time confirmation of your opt-out or as otherwise permitted by law.

12. Email and Electronic Communications

Magnolia Smiles may communicate with you by email, phone, voicemail, text message, patient portal, or other electronic methods. Standard email and standard text messaging may not always be encrypted or secure. By using standard email or text message, you understand there may be privacy and security risks. Do not send sensitive information through unsecured channels unless instructed by Magnolia Smiles or unless you choose to do so.

13. How We Protect Information

Magnolia Smiles uses administrative, technical, and physical safeguards designed to protect information from unauthorized access, use, disclosure, alteration, or destruction. These safeguards may include access controls, workforce training, vendor review, secure systems, encryption where appropriate, monitoring, and other reasonable security measures. No website, network, system, or communication method can be guaranteed to be completely secure.

14. Retention of Information

Magnolia Smiles retains information for as long as necessary to provide services, operate the practice, comply with legal and professional obligations, resolve disputes, enforce agreements, maintain records, and support legitimate business purposes. Health records and billing records may be retained according to HIPAA, Georgia law, dental board requirements, payer requirements, and other applicable obligations.

15. Your Health Information Rights

Subject to legal limitations, you may have the following rights regarding your protected health information:

Access: You may request to inspect or receive copies of your health information.
Electronic Copy: If we maintain your information electronically, you may request an electronic copy in a readily producible format.
Amendment: You may request that we amend health information you believe is incorrect or incomplete.
Disclosure Accounting: You may request an accounting of certain disclosures of your health information.
Restriction Request: You may request additional restrictions on certain uses or disclosures of your PHI.
Health Plan Restriction: If you pay out of pocket in full for a specific health care item or service, you may request that we not disclose information about that item or service to your health plan for payment or health care operations.
Alternative Communication: You may request that we communicate with you by alternative means or at alternative locations.
Breach Notification: You have the right to receive notice of breaches of unsecured protected health information as required by law.
Paper Copy: You may request a paper copy of our HIPAA Notice of Privacy Practices, even if you agreed to receive it electronically.

To exercise these rights, contact the Magnolia Smiles Privacy Official using the contact information below.

16. Marketing Communications

Magnolia Smiles may send marketing communications where permitted by law and with consent where required. You may opt out of marketing emails by using the unsubscribe link in the email or by contacting us. You may opt out of marketing text messages by replying STOP. Transactional, treatment-related, account, safety, or legally required communications may continue where permitted by law.

17. Children and Minors

Magnolia Smiles provides dental services to patients of different ages, including minors. A parent, guardian, or authorized representative may provide information for a minor patient. This website is not intended for unsupervised use by children under 13. If a parent or guardian believes a child has submitted information through this website without appropriate permission, contact us at OMMagnoliaSmiles@thevaleregroup.com.

18. External Websites and Social Media

This website may link to external websites, social media platforms, review sites, maps, payment tools, patient portals, or third-party services. Magnolia Smiles is not responsible for the privacy practices, security, or content of those third-party websites or services. Review their privacy notices and terms before using them.

19. Questions, Requests, and Complaints

If you have questions about this Privacy Policy, our HIPAA Notice of Privacy Practices, or your privacy rights, contact the Magnolia Smiles Privacy Official:

Magnolia Smiles Privacy Official
650 Claremore Professional Way Ste 200
Woodstock, GA 30188
Phone: (770) 384-8505
Email: OMMagnoliaSmiles@thevaleregroup.com

If you believe your privacy rights have been violated, you may file a complaint with Magnolia Smiles using the contact information above. You may also file a written complaint with the U.S. Department of Health and Human Services. Magnolia Smiles will not retaliate against you for filing a complaint with us or with the U.S. Department of Health and Human Services.

20. Changes to This Privacy Policy

Magnolia Smiles may update this Privacy Policy from time to time. Updates are effective when posted on this website. The “Last Updated” date above reflects the latest version of this Privacy Policy.