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Romans Orthodontics
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Legal

Privacy Policy.

What this website collects, who handles it, and why you should never send health details through a web form.

SAMPLE TEXT. This is placeholder language provided as part of the OrthoBoost website kit. Before launch, Romans Orthodontics must replace it with legal copy reviewed by the practice's own counsel. We build the structure. The practice supplies the language. We are not lawyers.

Last updated: 4 August 2026

What this policy covers.

This policy describes how Romans Orthodontics handles information collected through this website, romansorthodontics.com. It covers the marketing website only. Clinical records, treatment notes and anything you sign or submit inside the office are handled separately under the practice's own patient privacy practices, and this page does not replace them.

Information you give us.

The request forms on this site ask for a short, fixed set of details so the office can call you back:

  • First name and last name
  • Phone number
  • Email address
  • Which treatment you are asking about, when that field is present
  • On the contact page only, whatever you choose to type into the general message box

Nothing on this site asks a health question. If you write something into the message box, please keep it to logistics rather than symptoms or medical history.

Information collected automatically.

Like most websites, this one records some technical information when you visit, which may include your IP address, your browser and device type, the pages you look at, the page that sent you here, and the approximate region your network reports.

The site also records how you arrived, so the practice can tell which advertising and which pages actually produce calls. Those values travel with a form submission and cover campaign and click identifiers, the first page you landed on, and the referring website.

How we use it.

  • To contact you about a consult request and to schedule it
  • To answer questions you send by form, email, text or phone
  • To check your dental benefits with you at the consult, when you ask us to
  • To keep a record of inquiries the office has received
  • To understand how the site is used and to improve it
  • To measure which advertising works, and to stop paying for what does not

The practice does not sell your information.

Who handles information on our behalf.

Some of this information reaches service providers who run parts of the practice's operation for it. In the categories below, each provider only receives what it needs to do its job:

  • A customer relationship platform that holds inquiries and appointment requests, so the office can follow up. The practice intends to use GoHighLevel for this.
  • A website analytics provider, which reports aggregate traffic and page performance.
  • Advertising platforms, which report whether an ad led to a request.
  • The company that hosts this website.
  • Professional advisers, and anyone the practice is legally required to give information to.

[CONFIRM: the exact list of analytics, advertising and call-tracking tools that will be live at launch, so this section names them rather than describing categories. As built, no analytics or call-tracking code is installed on this site and the CRM webhook is not yet wired.]

Cookies and advertising pixels.

This site uses your browser's own storage to remember how you arrived, so that information can travel with a form you submit. Analytics and advertising tools, once they are switched on, set their own cookies and conversion pixels. A conversion pixel is a small piece of code that tells an advertising platform that a visit turned into a request, without telling it anything about your treatment.

Because the practice advertises, some of that measurement is used to reach people with similar interests. You can control cookies in your browser settings, and you can usually limit ad personalization inside your Google and social media account settings. Blocking cookies will not stop you from using this site or from booking by phone.

[CONFIRM: whether a cookie consent banner is required for this practice's audience and advertising setup, and if so which one gets installed. No banner is built into this site today.]

A note about HIPAA and health information.

This website is not a patient portal, and it is not a secure channel for medical information. Please do not send health details, treatment history, x-rays, photographs, insurance identification numbers or anything else you would consider private through a web form, an ordinary email or a text message. Email and text are not encrypted in transit and the practice cannot promise they stay private.

If you need to discuss anything clinical, call the office at (623) 320-1222 and speak to someone. If you are already a patient and you need records, ask the office and it will be handled through the proper channel rather than this website.

Children's privacy.

The practice treats children, and the practice knows that means parents fill in these forms. This site is written for parents and adult patients. It is not directed to children under 13, and it is not designed to collect information from a child.

Please have a parent or legal guardian submit any request on behalf of a child. The practice does not knowingly collect personal information from a child under 13 through this website. If you believe a child has submitted information here, contact the practice and it will be deleted. A parent or guardian may also ask what information the practice holds about their child, ask for it to be corrected, ask for it to be deleted, and refuse any further collection.

How long we keep information.

Inquiries and appointment requests are kept for as long as the practice needs them to follow up, to keep an accurate business record, and to meet any legal or professional obligation that applies to it.

[CONFIRM: the retention period the practice wants stated for website inquiries that never become patients, and who is responsible for clearing them out.]

Your choices.

  • You never have to use a form. Calling or texting (623) 320-1222 works just as well.
  • You can block or clear cookies in your browser, and limit ad personalization in your platform account settings.
  • You can ask the practice what information it holds about you, ask for a correction, or ask it to be deleted.
  • You can ask to stop hearing from the practice at any time. Reply to a text with STOP, use the unsubscribe link in an email, or simply say so on the phone.

[CONFIRM: how access and deletion requests are logged and answered, who owns that process at the practice, and the response time to publish here.]

Changes to this policy.

If the practice changes how it handles website information, this page changes with it and the date at the top is updated. Material changes should be reviewed by the practice's counsel before they are published.

How to contact us.

Questions about this policy, or about information the practice holds: