Privacy Policy & HIPAA Notice of Privacy Practices
Nellie Gail Orthodontics (“NGO,” “we,” “us,” or “our”) respects the privacy of our website visitors, patients, and prospective patients. We are committed to protecting personal information and handling it responsibly in accordance with applicable federal and California laws.
This page contains our Website Privacy Policy and our HIPAA Notice of Privacy Practices.
The Website Privacy Policy explains how information is collected, used, maintained, disclosed, and protected through https://nelliegailorthodontics.com (the “Website”) and related online services.
The HIPAA Notice of Privacy Practices explains how protected patient health information may be used and disclosed, patients’ rights regarding their health information, and our legal responsibilities concerning medical and dental records.
These notices serve different purposes. Neither notice replaces any authorization, consent, or other document required by applicable law.
WEBSITE PRIVACY POLICY
Information We Collect
Visitors may generally browse our Website without directly providing personal information.
We may collect personal information that you voluntarily provide when you:
- Contact our office through the Website, email, telephone, or text message.
- Submit an online contact form or consultation request.
- Schedule, request, confirm, or modify an appointment.
- Request information about orthodontic services.
- Subscribe to newsletters, updates, or promotional communications.
- Register for an event or participate in a survey.
- Make an online payment or request a refund.
- Submit feedback, testimonials, or other communications.
- Otherwise communicate with our practice.
Depending on the interaction, information may include your name, mailing address, telephone number, email address, appointment preferences, information submitted through forms, billing or payment details, insurance-related information, and other information you choose to provide.
Parents or legal guardians may also provide information concerning minor patients, subject to applicable confidentiality and authorization requirements.
Visitors should not submit Social Security numbers, complete credit card details, credit card security codes, sensitive medical records, or other highly confidential information through general website contact forms.
For communications involving sensitive patient information, please contact our office to arrange an appropriate communication method.
Website Contact Forms and Electronic Communications
Our general website contact forms, consultation request forms, and inquiry forms are intended for basic communications, appointment requests, and general information about our services. They are not intended to function as secure patient portals or as a means of transmitting confidential medical records or other highly sensitive information.
Visitors should not submit detailed medical histories, diagnoses, treatment records, Social Security numbers, financial account information, credit card details, or other sensitive personal or health information through general website forms.
Although NGO uses appropriate measures to protect information, general website forms and electronic communications may involve third-party systems, email delivery, internet transmission, or other technologies that are not intended for transmitting sensitive patient information. The confidentiality and security of information transmitted through these methods cannot be absolutely guaranteed.
Information submitted through a website form may be processed, transmitted, stored, or accessed through authorized website, hosting, communications, or administrative service providers, subject to applicable legal requirements.
By submitting a general website inquiry, visitors acknowledge that the form is intended for nonurgent administrative communication and should not be used to transmit sensitive health or financial information.
Submitting a website inquiry or consultation request does not, by itself, establish a doctor-patient relationship, constitute medical or dental advice, guarantee acceptance as a patient, or create an obligation to provide treatment.
Website forms are not monitored continuously and should not be used for emergencies or urgent medical or dental concerns. Submission of a form does not guarantee immediate receipt, review, response, or appointment availability.
Visitors should contact the office directly for time-sensitive matters. In a medical emergency, call 911 or seek appropriate emergency care.
To the extent permitted by applicable law, NGO does not guarantee the uninterrupted availability, error-free operation, or immediate delivery of communications submitted through general website forms.
Nothing in this section limits NGO’s obligations under applicable patient confidentiality, privacy, security, consumer protection, or other laws.
Information Collected Automatically
When visitors access our Website, certain technical and usage information may be collected automatically through website servers, cookies, analytics technologies, and similar systems.
This information may include:
- Internet Protocol (IP) address.
- Browser type and version.
- Device type and operating system.
- Approximate geographic location.
- Referring websites and search sources.
- Pages visited and links selected.
- Dates, times, and general duration of visits.
- Cookie identifiers and other online identifiers.
- Website interaction and performance information.
- Technical errors, diagnostic information, and security-related activity.
When supported by our communication services, we may also collect information concerning whether emails are opened or links within emails are selected.
We use this information to operate and maintain our Website, improve its functionality, understand visitor activity, troubleshoot technical issues, monitor security, and evaluate website and advertising performance.
Cookies, Google Analytics, and Advertising Technologies
Our Website uses cookies and similar tracking technologies to support website functionality, understand visitor activity, evaluate advertising effectiveness, and improve our services.
These technologies include Google Analytics and Google Ads.
Depending on the features and settings in use, Google and other third-party service providers may collect or process information such as IP addresses, browser information, device identifiers, cookie identifiers, referring websites, pages visited, and website interactions.
Certain providers may collect information about users’ online activities over time and across different websites or online services.
Information collected through these technologies may be used for website analytics, advertising measurement, conversion tracking, and other purposes described in the applicable providers’ privacy policies.
We do not authorize the use or disclosure of protected health information for advertising or other purposes prohibited by HIPAA, CMIA, or applicable law.
Managing Cookies
Visitors may manage, restrict, or delete cookies through their browser settings.
Disabling certain cookies may affect the availability or functionality of some Website features.
Visitors may also manage certain advertising preferences through available Google privacy controls.
For information about Google’s privacy practices, please visit:
Do Not Track and Global Privacy Control
Our Website does not currently disable Google Analytics tracking in response to browser Do Not Track (DNT) signals. Certain analytics and advertising technologies may continue collecting information when a visitor enables this browser setting.
Google Analytics and Google Ads requests may also continue when a browser sends a Global Privacy Control (GPC) signal.
Browser privacy settings and third-party privacy controls may provide additional options for limiting certain tracking activities.
Where applicable law requires additional opt-out mechanisms or recognition of qualifying privacy preference signals, those requirements apply independently of this Privacy Policy.
Website Hosting, Caching, and Performance Technologies
Our Website is hosted through GoDaddy and uses WordPress and supporting technologies to maintain website functionality, security, and performance.
We use LiteSpeed Cache and QUIC.cloud services to support caching, website optimization, and improved page-loading performance.
These technologies may collect or process technical information, including IP addresses, browser information, website requests, access logs, and related performance information.
Website content may be temporarily cached or processed on external servers to improve speed, reliability, and availability.
We may also use third-party image optimization, security, accessibility, and website maintenance technologies.
Depending on the services enabled, these providers may process website content, technical information, or associated metadata as necessary to perform their services.
We use these technologies subject to applicable privacy and data protection requirements.
Additional information about relevant service providers is available through their privacy policies:
- GoDaddy: https://www.godaddy.com/legal/agreements/privacy-policy
- QUIC.cloud: https://www.quic.cloud/privacy-policy/
How We Use Information
NGO may use personal information for legitimate business, healthcare, administrative, operational, security, and communication purposes, as permitted by applicable law.
These purposes may include:
- Responding to inquiries and requests.
- Providing information about orthodontic services.
- Scheduling, confirming, and managing appointments.
- Communicating with patients, prospective patients, parents, and legal guardians.
- Processing payments, refunds, and billing transactions.
- Providing requested newsletters, office announcements, and event information.
- Sending marketing or promotional communications when legally permitted.
- Maintaining and improving Website functionality.
- Evaluating Website traffic, visitor interactions, and advertising performance.
- Identifying and resolving technical problems.
- Protecting against fraud, unauthorized access, and security threats.
- Maintaining appropriate records.
- Complying with applicable legal, regulatory, accounting, and professional obligations.
- Protecting the lawful rights, property, health, and safety of NGO, its personnel, patients, Website users, and others.
Information constituting protected health information is handled subject to applicable healthcare privacy laws.
Sharing and Disclosure of Information
NGO does not sell patient medical records or authorize uses or disclosures of protected health information prohibited by applicable law.
We may share information with third parties when reasonably necessary for authorized business operations, requested services, or other purposes permitted or required by law.
Service Providers and Contractors
We may engage third-party providers for services including:
- Website hosting and maintenance.
- Website security and technical support.
- Cloud storage and database management.
- Appointment scheduling and patient communications.
- Payment processing and billing.
- Email and text-message communications.
- Website analytics and advertising measurement.
- Website optimization and performance.
- Surveys and administrative services.
- Professional services, including legal and accounting support.
These providers may receive information necessary to perform their authorized functions.
We use contractual and other safeguards appropriate to the services and information involved, including Business Associate Agreements when required by HIPAA.
Consent or Requested Services
We may disclose information when you authorize or direct us to do so, or when disclosure is otherwise legally permitted and reasonably necessary to provide a service you requested.
Legal Obligations
We may disclose information when required or otherwise permitted by applicable law, regulation, valid legal process, court order, or authorized governmental request.
Protection of Rights and Safety
We may use or disclose information as legally permitted to investigate fraud or security incidents, enforce applicable agreements, respond to legal claims, or protect the lawful rights, property, health, and safety of NGO and others.
Business Transitions
Information may be transferred in connection with a legally permitted practice sale, merger, reorganization, or other business transition, subject to applicable contractual, healthcare confidentiality, and legal requirements.
All disclosures of protected health information remain subject to applicable federal and California privacy laws.
Online Appointment Scheduling and Third-Party Services
Our Website provides access to online appointment scheduling through OrthoSYNC and may offer other services operated or supported by third-party providers.
When visitors use these services, information may be collected or processed through the relevant provider’s systems.
Depending on the service, this may include contact information, appointment preferences, scheduling details, and other information voluntarily submitted by the visitor.
Third-party services may maintain their own privacy policies and security procedures.
Where these providers process protected health information on our behalf, applicable HIPAA and California healthcare confidentiality requirements must be satisfied.
We encourage visitors to review applicable third-party privacy notices before submitting information.
Online Payments and Credit Card Information
When online payment services are available, payments may be processed through authorized third-party payment providers.
Payment information may include billing details, payment amounts, transaction dates, credit card information, and other information necessary to process payments or refunds.
Complete payment card information may be collected and processed directly by the applicable payment provider.
NGO may maintain transaction confirmations, billing information, payment history, and related administrative records as needed for authorized practice operations.
We do not request complete credit card numbers or card security codes through ordinary Website contact forms.
We use appropriate safeguards and payment-processing arrangements consistent with applicable legal and contractual requirements.
However, no internet-based payment system or electronic security technology can be guaranteed to be completely secure.
Marketing Communications, Newsletters, and Events
Visitors who subscribe to NGO communications may receive newsletters, educational information, office updates, event announcements, and legally permitted marketing or promotional materials.
Individuals registering for an event may receive confirmations, reminders, updates, and other communications relating to that event.
Marketing communications are subject to applicable consent, authorization, and opt-out requirements.
Opting Out of Marketing Communications
You may unsubscribe from promotional emails by selecting the unsubscribe option included in an applicable message or by contacting our office.
We will process applicable marketing-email opt-out requests within the timeframe required by law.
Where supported, recipients may opt out of promotional text messages by following the instructions provided in the message, such as replying STOP, or by contacting our office.
Opting out of promotional communications does not necessarily prevent lawful communications concerning appointments, treatment, billing, administrative matters, or other necessary practice operations.
Accessing, Correcting, or Deleting Information
Visitors may contact NGO to request the review, correction, updating, or deletion of personal information, subject to applicable law.
We may verify a requester’s identity or legal authority before processing certain requests.
We will respond to legally applicable requests within the periods required by governing law.
Certain information may be retained when necessary or permitted for medical recordkeeping, billing, accounting, contractual obligations, legal compliance, security, dispute resolution, or other lawful purposes.
Some information may remain temporarily in backup systems until deleted according to applicable retention procedures.
Requests concerning medical or dental records are governed by applicable healthcare privacy laws, including HIPAA and CMIA.
To submit a request, please contact our office using the contact information displayed in the Website footer or visit our Contact Us page.
California Privacy Rights
California residents may have additional rights concerning their personal information under applicable state laws.
The California Consumer Privacy Act, as amended (CCPA), applies only to businesses and information meeting its legal requirements.
Where applicable, rights may include requesting access to, correction of, or deletion of certain personal information, obtaining information concerning data practices, and exercising other rights provided by law.
Certain medical and healthcare information protected under HIPAA, CMIA, or other applicable laws may be exempt from particular CCPA provisions while remaining subject to other confidentiality requirements.
NGO will review and respond to applicable privacy requests in accordance with governing law, including any required verification and legally permitted exceptions.
For California privacy questions or requests, please contact our office using the contact information displayed in the Website footer or visit our Contact Us page.
Information Retention
NGO retains personal information for periods reasonably necessary to fulfill the purposes for which it was collected and to comply with applicable legal, regulatory, accounting, contractual, professional, and operational requirements.
Retention periods depend on the type of information and the circumstances of its collection.
For example:
- Website inquiries and communications may be retained as necessary to respond to requests and maintain appropriate business records.
- Newsletter subscription information may be maintained while a subscription remains active, with limited records retained when necessary to honor unsubscribe requests.
- Analytics and technical information may be retained according to applicable system settings, service-provider arrangements, and legal obligations.
- Payment and transaction records may be retained for accounting, tax, contractual, and regulatory purposes.
- Medical and dental records are maintained according to applicable healthcare record-retention laws.
- Backup information may remain in protected systems until deleted according to applicable backup procedures.
When information is no longer reasonably necessary and no applicable legal requirement requires retention, it may be deleted, deidentified, or otherwise disposed of using appropriate procedures.
Security of Personal Information
NGO maintains administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, use, disclosure, alteration, and destruction.
Depending on the information and systems involved, safeguards may include access restrictions, authentication controls, secure communications, security monitoring, and appropriate third-party contractual protections.
Access to personal information is limited according to legitimate business and healthcare needs.
Although we take appropriate measures to protect information, no Website, electronic storage system, or method of internet transmission can be guaranteed to be completely secure.
We cannot guarantee that every security incident or unauthorized activity can be prevented.
Nothing in this Privacy Policy limits responsibilities or obligations imposed by applicable privacy, security, or data breach notification laws.
When notification of a security incident is legally required, NGO will provide notifications and take other actions in accordance with applicable law.
Children and Minors
Nellie Gail Orthodontics provides orthodontic services to children, teenagers, and adults.
Our Website is intended primarily for adults, parents, legal guardians, and individuals seeking information about orthodontic services. It is not directed to children under the age of 13 for independent use.
Parents and legal guardians may provide information concerning minor patients in connection with appointment scheduling, inquiries, and healthcare services.
Individuals under 18 should involve a parent or legal guardian when requesting services or submitting information through the Website, except where applicable law provides otherwise.
Information concerning minors is handled in accordance with applicable federal and California privacy and healthcare confidentiality laws, including laws recognizing certain minors’ independent confidentiality rights.
If we become aware that information was collected directly from a child under circumstances requiring parental consent that was not obtained, we will take appropriate action consistent with applicable law.
External Websites and Embedded Content
Our Website may include links to websites, applications, scheduling platforms, payment services, social media platforms, maps, videos, or other content operated by third parties.
Embedded content and third-party services may collect technical information, use cookies, or monitor interactions according to their applicable technologies and privacy practices.
NGO does not control the independent privacy practices, policies, or content of unaffiliated third-party websites.
Information provided directly to an independent third-party website may be governed by that provider’s policies.
This section does not limit NGO’s legal responsibilities for information disclosed to providers acting on our behalf.
We encourage visitors to review applicable third-party privacy notices before submitting information.
Changes to This Privacy Policy
NGO reserves the right to update or modify this Privacy Policy to reflect changes in Website functionality, business operations, technology, legal requirements, or information practices.
When changes are made, the revised policy will be posted on our Website with an updated effective date.
Material changes will be communicated through additional notice or other appropriate methods when required by applicable law.
We encourage visitors to review this Privacy Policy periodically.
Contact Information
For questions concerning this Website Privacy Policy, our information practices, or applicable privacy requests, please contact Nellie Gail Orthodontics using the office contact information displayed in our Website footer or visit our Contact Us page.
For questions concerning protected patient health information, please refer to the HIPAA Notice of Privacy Practices below or contact our office and request the Privacy Officer.
HIPAA NOTICE OF PRIVACY PRACTICES
Nellie Gail Orthodontics
THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
Introduction
Nellie Gail Orthodontics is committed to protecting the privacy and security of your protected health information.
This Notice of Privacy Practices describes how we may use and disclose your medical and dental information, your rights regarding that information, and our legal responsibilities under the Health Insurance Portability and Accountability Act (HIPAA), the California Confidentiality of Medical Information Act (CMIA), and other applicable laws.
Protected health information may include your medical and dental history, orthodontic records, diagnostic images, treatment plans, clinical photographs, billing information, insurance information, and other individually identifiable information relating to your healthcare.
This Notice applies to protected health information maintained by Nellie Gail Orthodontics in connection with treatment, payment, healthcare operations, and other legally permitted purposes.
Where California law provides greater confidentiality protections than federal law, we comply with the more protective applicable requirements.
Your Rights Regarding Health Information
You have certain rights concerning your protected health information, subject to applicable legal requirements.
Access Your Medical and Dental Records
You have the right to request access to and obtain copies of your medical and dental records and other protected health information maintained by our practice.
You may request an electronic or paper copy of your records, subject to applicable law and the formats reasonably available.
Under California law, qualifying patient-record requests generally must be accommodated for inspection within five working days and copies generally must be transmitted within 15 days after receiving the applicable request, subject to statutory conditions and exceptions.
We may verify your identity or legal authority before releasing records.
Fees, if any, will comply with applicable federal and California law.
Request Corrections to Your Records
You may request that we amend or correct health information that you believe is inaccurate or incomplete.
We may deny certain requests when permitted by law. If we deny an amendment request, we will provide the required explanation and information concerning your applicable rights.
Request Confidential Communications
You may request that we communicate with you through a particular method or at a particular location.
For example, you may ask us to contact you at a designated telephone number or mailing address.
We will accommodate reasonable requests in accordance with applicable law.
Request Restrictions on Uses and Disclosures
You may request that we restrict certain uses or disclosures of your protected health information for treatment, payment, or healthcare operations.
We are not generally required to agree to every requested restriction. If we agree to a restriction, we will comply with it except as otherwise permitted or required by law.
If you pay for a healthcare service in full out of pocket and request that we not disclose information concerning that service to your health plan for payment or healthcare operations, we will honor that restriction unless disclosure is otherwise required by law.
Request an Accounting of Disclosures
You may request an accounting of certain disclosures of your protected health information, generally covering a period of up to six years before your request.
Certain disclosures, including many disclosures for treatment, payment, and healthcare operations, may be excluded as permitted by law.
One accounting during a 12-month period is generally provided without charge. Additional requests may be subject to legally permitted fees.
Obtain a Copy of This Notice
You may request a paper copy of this Notice of Privacy Practices at any time, even if you previously received or agreed to receive it electronically.
A copy is available at our office and on our Website.
Designate a Personal Representative
A person with legal authority to act on your behalf may exercise certain rights regarding your protected health information.
We may verify the representative’s legal authority before granting access or taking requested action.
Special confidentiality rules may apply to minors and certain categories of healthcare services.
File a Privacy Complaint
You have the right to file a complaint with our practice or the U.S. Department of Health and Human Services if you believe your privacy rights have been violated.
We will not retaliate against you for filing a complaint or exercising your privacy rights.
Your Choices Regarding Information Sharing
In certain circumstances, you may communicate your preferences regarding how your protected health information is shared.
For example, you may tell us whether we may share appropriate information with family members, close friends, caregivers, or others involved in your care or payment for your care.
We will consider and honor your choices as required by applicable law.
If you are unable to communicate your preference, we may use professional judgment to make certain legally permitted disclosures when appropriate to your care, safety, or best interests.
Certain uses and disclosures require your written authorization, as described below.
How We May Use and Disclose Health Information
We may use or disclose protected health information for treatment, payment, and healthcare operations as permitted by HIPAA and other applicable laws.
Treatment
We may use and disclose your health information to provide, coordinate, or manage your orthodontic treatment.
For example, we may share relevant dental records, diagnostic images, or treatment information with your general dentist, pediatric dentist, oral surgeon, or another healthcare professional involved in your treatment, as legally permitted.
Payment
We may use and disclose your health information to obtain payment for services, submit insurance claims, verify benefits, process billing transactions, and manage accounts.
For example, we may provide necessary treatment information, diagnostic records, or billing details to a dental insurance company to process an orthodontic claim.
Healthcare Operations
We may use and disclose your health information for legitimate healthcare operations, as permitted by law.
These activities may include quality assessment, staff training, administrative management, professional review, legal compliance, practice management, and improvement of patient care.
For example, authorized personnel may review treatment records to evaluate clinical outcomes and improve the quality of orthodontic services.
Other Permitted or Required Uses and Disclosures
Federal and California laws may permit or require additional uses and disclosures of protected health information under specified circumstances.
These may include the following.
Public Health and Safety
We may disclose information for legally authorized public health activities, including reporting certain diseases, reporting suspected abuse or neglect, addressing product recalls, and preventing or reducing serious threats to health or safety.
Health Oversight Activities
We may disclose information to authorized regulatory agencies conducting legally permitted audits, investigations, inspections, licensing activities, or other healthcare oversight functions.
Legal Requirements
We may disclose protected health information when required by applicable federal or California law.
Judicial and Administrative Proceedings
We may disclose information in response to a valid court order, subpoena, or other legal process when the applicable legal requirements and confidentiality protections have been satisfied.
Law Enforcement and Government Functions
We may disclose information for specifically permitted law enforcement, governmental, military, national security, or other legally authorized purposes, subject to applicable restrictions.
Workers’ Compensation
We may disclose information as authorized and necessary to comply with applicable workers’ compensation laws and related legal requirements.
Research
We may use or disclose protected health information for legally permitted research activities when the required authorization, approval, waiver, or other applicable conditions have been satisfied.
Medical Examiners and Funeral Directors
We may disclose information to coroners, medical examiners, or funeral directors when authorized by applicable law.
Organ and Tissue Donation
We may disclose information to appropriate organ procurement organizations or related entities when legally permitted.
Business Associates
We may engage third-party service providers that perform authorized functions involving protected health information on our behalf.
Where required by HIPAA, these providers are subject to Business Associate Agreements establishing appropriate responsibilities concerning protected health information.
All uses and disclosures described in this section are subject to applicable federal and California confidentiality requirements and any more protective legal restrictions.
Uses and Disclosures Requiring Written Authorization
Certain uses and disclosures of protected health information require your written authorization unless an exception applies under applicable law.
These may include:
- Certain uses and disclosures for marketing purposes.
- Disclosures involving the sale of protected health information.
- Most uses and disclosures of psychotherapy notes, where applicable.
- Other uses or disclosures not otherwise permitted or required by law.
You may revoke a written authorization at any time by notifying us in writing, subject to limitations for actions already taken in reliance on the authorization.
We will not use or disclose protected health information for purposes not described in this Notice unless otherwise permitted or required by law or authorized by you in writing.
Patient Photographs, Testimonials, and Promotional Materials
Nellie Gail Orthodontics may maintain clinical photographs, dental images, diagnostic records, and other materials as part of patient treatment and healthcare operations.
Identifiable patient photographs, treatment records, before-and-after images, testimonials containing protected health information, and other patient information will be used or disclosed for promotional or advertising purposes only when legally permitted, including obtaining appropriate written authorization when required.
Authorization for promotional use is separate from authorization for treatment, payment, and routine healthcare operations when applicable law requires that distinction.
Patients may revoke an applicable authorization in accordance with legal requirements, subject to actions already taken in reliance on that authorization.
Fundraising Communications
If our practice engages in fundraising communications involving protected health information, we will comply with applicable HIPAA and other legal requirements, including providing any required opportunity to opt out.
We will not condition treatment or payment on agreeing to receive fundraising communications.
Additional restrictions apply to certain substance use disorder records as described below.
Special Protections for Substance Use Disorder Records
Certain substance use disorder treatment records are subject to additional federal confidentiality protections under 42 CFR Part 2.
To the extent Nellie Gail Orthodontics receives or maintains records protected by Part 2, we will handle those records according to applicable federal requirements.
Part 2 records, and testimony describing information contained in those records, generally may not be used or disclosed in civil, criminal, administrative, or legislative proceedings against the patient without the patient’s required written consent or an appropriate court order accompanied by the legally required compulsory process.
A court order authorizing such use or disclosure must satisfy applicable legal requirements, including any required notice and opportunity to be heard.
Additional restrictions may apply to the use, disclosure, and redisclosure of Part 2 records.
If fundraising communications involving Part 2 records are legally permitted, we will provide any required advance notice and opportunity to decline such communications.
We will comply with applicable consent and confidentiality requirements governing these records.
Minors and Personal Representatives
Nellie Gail Orthodontics provides healthcare services to children, teenagers, and adults.
Parents and legal guardians generally may exercise certain rights concerning a minor patient’s health information when authorized by law.
However, federal and California laws provide special confidentiality protections for certain healthcare services and circumstances involving minors.
We will comply with applicable requirements governing parental access, minors’ rights, personal representatives, and confidential communications.
We may request documentation or verification of legal authority before releasing protected health information.
Our Legal Responsibilities
Nellie Gail Orthodontics is required by law to maintain the privacy and security of protected health information.
We are also required to:
- Provide notice of our legal duties and privacy practices.
- Follow the terms of the Notice currently in effect.
- Maintain appropriate administrative, physical, and technical safeguards.
- Limit uses and disclosures of protected health information as required by applicable law.
- Provide patients with applicable rights to access, request amendments, and obtain information about their health records.
- Notify affected individuals following a breach of unsecured protected health information when notification is required by law.
- Make this Notice available to patients and other individuals as required by law.
- Comply with applicable federal and California healthcare confidentiality requirements.
We will not use or disclose protected health information beyond what is permitted by law, this Notice, or a valid authorization.
Changes to This Notice of Privacy Practices
Nellie Gail Orthodontics reserves the right to revise this Notice of Privacy Practices.
As permitted by law, revised provisions may apply to protected health information already maintained by our practice as well as information received in the future.
When material changes are made, we will update the Notice, make the revised version available upon request, post the current Notice in our office as required, and make it available on our Website.
The effective date of the current Notice will be identified in the published version.
Questions, Privacy Requests, and Complaints
If you have questions regarding this Notice, wish to exercise your privacy rights, or believe your protected health information has been improperly used or disclosed, you may contact:
Privacy Officer
Nellie Gail Orthodontics
Phone: (949) 362-9971
You may also contact our office using the information displayed in our Website footer or visit our Contact Us page.
You may file a complaint directly with the U.S. Department of Health and Human Services, Office for Civil Rights.
U.S. Department of Health and Human Services
Office for Civil Rights
200 Independence Avenue, S.W.
Washington, D.C. 20201
Phone: 1-877-696-6775
Website: https://www.hhs.gov/hipaa/filing-a-complaint/index.html
You will not be retaliated against for filing a complaint or exercising your rights under applicable privacy laws.
This Privacy Policy & HIPAA Notice of Privacy Practices was last updated on Nov 9, 2026.