Privacy Policy

Who Freelove Orthodontics & Smile Design Is

Freelove Orthodontics & Smile Design (the "practice") operates the website at freeloveorthodontics.com and provides orthodontic services at 10920 SE 208th St, STE 4, Kent, WA 98031 and 3014 Issaquah-Pine Lake Rd SE, Suite B, Sammamish, WA 98075. This privacy policy explains how the practice collects, uses, stores, and protects information when patients visit the website or receive care at the office.

Information the Practice Collects

Information provided directly. When a patient schedules an appointment, fills out patient forms, uses the contact form, or calls the office, the practice may receive name, email address, phone number, mailing address, date of birth, insurance information, and health history.

Patient intake forms collect additional health information necessary for orthodontic treatment, including dental history, medical conditions, medications, and allergies.

Information collected automatically. When a patient visits the site, the practice’s servers and analytics tools may collect IP address, browser type, device type, operating system, referring URL, pages visited, time spent on pages, and click behavior. The practice uses Google Analytics 4 and the website’s own site insights to understand how visitors interact with the site, only after the visitor agrees in the site’s cookie banner.

Google Analytics uses cookies and similar technologies to collect this data.

Cookies and tracking technologies. The site uses a cookie that remembers the visitor’s privacy choices and a short-lived security cookie, and, only with the visitor’s consent, cookies for analytics (Google Analytics 4); the website’s own site insights sets no cookie. It runs no advertising or remarketing tags. Choices can be changed at any time with Cookie settings or on Your Privacy Choices, linked at the bottom of every page, and the Cookie Policy lists every cookie. Patients can also control cookies through browser settings. Disabling cookies may affect website functionality but will not affect the ability to call or visit the office.

Cost Calculator Requests

The braces and Invisalign cost pages include a payment calculator. It shows a starting estimate without asking for any personal details. A visitor who would like the practice to follow up can then send an estimate request through a HIPAAtizer form that appears in the calculator with the estimate already filled in: the treatment and any additional appliances, the phase and case complexity, the fee, the insurance details (the plan, whether it is in network, the coverage and the estimated benefit), any promotion or community discount, the estimated cost and the payment plan chosen. The visitor adds the patient’s first and last name, phone number, email address and preferred office, and optionally the date of birth, a parent or guardian’s name for a patient under 18, how they heard about the practice and questions for the team. The form asks the visitor to agree that the practice may contact them about the estimate by phone or email.

The request goes straight to HIPAAtizer and is stored and handled like the website’s other form requests, as the next section explains. Nothing from it is saved in the website’s database or emailed by the website. With the answers, HIPAAtizer receives the address of the cost page, without any advertising campaign codes, and the address of the page the visitor came from. The form loads from HIPAAtizer’s servers only when the visitor reaches the request in the calculator.

A request can be deleted at any time by calling Kent at (253) 852-7331 or Sammamish at (425) 651-2778, or through the contact page. When a request leads to treatment, the information the practice needs is kept in its patient records instead.

An estimate request shows that someone is considering orthodontic care, so the practice treats it as consumer health data under Washington’s My Health My Data Act. It is used to respond to the request and to understand how patients find the practice, it is never sold, and it is deleted when the person asks.

Requests Sent Through the Website

The contact form, the virtual consultation form and the form dentists use to refer a patient are also provided by HIPAAtizer, a form service for healthcare providers. The contact form asks for the visitor’s first and last name, email address, phone number, preferred office and a message, and optionally which describes them (for example a new or current patient), how they prefer to be contacted and how they heard about the practice. The virtual consultation form asks for the visitor’s first and last name, email address, phone number and preferred office, who the consultation is for, photos of the smile and a message. The referral form asks for the patient’s name, phone number and email address, the referring doctor’s name, practice, email address and phone number, the preferred office, the next step, the areas of concern, the state of restorative treatment and whether radiographs are available, and lets the dentist attach X-rays, photos or reports and add comments.

What is typed into these forms, and any photos or files attached, is sent to HIPAAtizer. It is not saved in the website’s database. With the answers, HIPAAtizer also receives the address of the page the form is on, including any advertising campaign codes in it, and the address of the page the visitor came from. Photos and files are sent as they are, so a photo taken with a phone can still carry details such as where it was taken.

Requests from these forms and from the cost calculator are stored in the practice’s own HIPAAtizer account, under a HIPAA Business Associate Agreement between the practice and HIPAAtizer. Orthodynamo, the company that builds and maintains this website, maintains the forms through a developer role that gives no access to what visitors send. Entries stay in the practice’s account until the practice deletes them, and when a request leads to treatment, the information the practice needs is kept in its patient records. Any request can be deleted at any time by calling either office or through the contact page.

Agreeing to text messages, on the contact form, the virtual consultation form or the calculator’s estimate request, is optional and is never a condition of sending a request. The visitor’s choice is saved with the request. Message frequency varies, message and data rates may apply, and replying STOP ends all text messages. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent will not be shared with any third parties.

When one of these forms or an estimate request is sent, the website’s analytics record which form was sent and from which page, never the details typed into it.

A request about orthodontic care, including an estimate request, a dentist’s referral and any X-rays or photos sent with it, can show that someone is considering treatment, so the practice treats it as consumer health data under Washington’s My Health My Data Act. It is used to respond to the request and to understand how patients find the practice, it is never sold, and it is deleted when the person asks.

How the Practice Uses Information

Freelove Orthodontics & Smile Design uses the information collected to schedule and confirm appointments, provide orthodontic treatment, process insurance claims and payments, send appointment reminders via text or email, respond to patient questions and requests, improve the website and services, and comply with legal and regulatory requirements.

The practice does not sell personal information. The practice does not share personal information with third parties for their marketing purposes.

Protected Health Information (HIPAA)

As a healthcare provider, Freelove Orthodontics & Smile Design is subject to the Health Insurance Portability and Accountability Act (HIPAA). Protected health information (PHI), which includes medical records, treatment plans, diagnostic images (including CBCT scans), and insurance information, is handled in accordance with HIPAA’s Privacy Rule and Security Rule.

Patients have the right to request a copy of the full HIPAA Notice of Privacy Practices at any time by calling Kent at (253) 852-7331 or Sammamish at (425) 651-2778, or asking at the front desk.

The practice may use and disclose PHI without patient authorization for treatment (sharing records with a referring dentist or oral surgeon the patient is seeing), payment (submitting claims to the insurance company), and healthcare operations (quality improvement, staff training).

All other uses and disclosures of PHI require written patient authorization, which the patient may revoke at any time.

Third-Party Services

The practice uses the following third-party services that may process patient data:

Greyfinch, practice management and appointment scheduling. Stores patient records, appointment data, and billing information on HIPAA-compliant servers.

Google Analytics 4, website analytics. Measures how the site is used, only after the visitor accepts in the cookie banner. Google’s privacy policy applies.

Google Tag Manager, tag management. Loads Google Analytics on the website, only after the visitor accepts in the cookie banner. It sets no cookie of its own. Google’s privacy policy applies.

Site insights (Orthodynamo), website analytics built into this website. Counts which links and buttons are clicked, whether a form that was started or opened was sent, what kind of site or link brought the visit (search, maps, social, email, ads or another site), how fast pages load, missing pages reached, how far pages are scrolled, which parts of a page are seen, how long a page is open and the type and place of errors in the page (never their text), as daily totals per page and type of device, with no IP address, identifier or anything typed. It loads only after the visitor accepts in the cookie banner. Orthodynamo keeps the totals for the practice and only on its instructions; they are kept on this website for 90 days and in Orthodynamo’s reporting tool for the practice for up to 13 months. It sets no cookie, and remembers the page a visit started on in the browser’s session storage until the tab is closed.

Google Ads, advertising measurement. If active, tracks conversions from ad clicks. No PHI is shared with Google Ads.

Google Maps, maps. The contact, locations and office pages can show a map from Google. It loads only after the visitor allows sharing in the cookie banner or presses the map’s own button, and then Google receives the visitor’s IP address and also uses it for its own purposes. Google’s privacy policy applies.

Elastic Email, email delivery. Carries the emails the website itself sends to the practice’s team, such as notices about the website. Requests from visitors do not pass through it: the forms and the calculator’s estimate request send them to HIPAAtizer.

HIPAAtizer, online forms for healthcare providers. Provides the contact form, the virtual consultation form, the dentist referral form and the cost calculator’s estimate request, and stores what is typed into them and the files attached in the practice’s own account, under the practice’s HIPAA Business Associate Agreement with HIPAAtizer. A form loads from HIPAAtizer’s servers only on the pages that carry one, once the visitor starts scrolling or nears the form, and in the calculator only when the visitor reaches the estimate request. It loads its fonts from Google Fonts, so that request reaches Google’s servers with the visitor’s IP address. It sets no cookies, but keeps the form’s starting details (the page address and, in the calculator, the estimate) in the browser’s storage for its own site.

Data Security

Freelove Orthodontics & Smile Design implements administrative, technical, and physical safeguards to protect patient information. The site uses HTTPS encryption for all data transmission. Patient records are stored in HIPAA-compliant systems with role-based access controls. The practice conducts regular security reviews of its systems and vendors.

No system is perfectly secure, but the practice takes reasonable measures to protect patient information.

Patient Rights

Patients have the right to access their personal information and patient records, request corrections to inaccurate information, request deletion of personal information (subject to legal retention requirements: the practice must retain patient records as required by Washington law), opt out of marketing communications at any time, and request a copy of the practice’s HIPAA Notice of Privacy Practices. To exercise any of these rights, patients should contact either office at (253) 852-7331 (Kent) or (425) 651-2778 (Sammamish), or through the contact page.

Children’s Privacy

Freelove Orthodontics & Smile Design treats patients of all ages. When a patient is under 18, a parent or legal guardian provides consent for treatment and signs all intake forms. The practice does not knowingly collect personal information from children under 13 through the website without parental consent.

Parents who believe information has been inadvertently collected from a child under 13 should contact the practice so the data can be deleted.

Changes to This Policy

Freelove Orthodontics & Smile Design may update this privacy policy from time to time. The "last updated" date at the top of this page reflects the most recent revision. Material changes will be announced via a notice on the website.

Contact Freelove

Freelove Orthodontics & Smile Design
10920 SE 208th St, STE 4, Kent, WA 98031
(253) 852-7331 (Kent)
3014 Issaquah-Pine Lake Rd SE, Suite B, Sammamish, WA 98075
(425) 651-2778 (Sammamish)
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