Information we collect
When you submit a contact form, request a consultation, or use one of our tools, we collect what you provide directly: your name, phone, email, treatment of interest, and any free-text notes. If you become a patient, we collect protected health information (PHI) governed by HIPAA and our Notice of Privacy Practices, which is separate from this website privacy policy.
Our website also logs standard technical information (IP address, browser, pages viewed, referrer) for security and analytics. We never associate that with PHI.
How we use information
We use your information only to respond to your request, schedule appointments, provide care, and improve the website. We do not sell personal information. We do not transmit PHI to non-BAA-covered third parties.
Who processes information on our behalf
We work with a small set of trusted vendors. Each is bound by a Business Associate Agreement (BAA) where they may handle protected health information.
- Resend (privacy) — transactional email delivery for form submissions. BAA in place.
- Google Workspace + Google Sheets (privacy) — internal workflow. BAA in place via Workspace.
- Macbach Healthcare Solutions (site) — our marketing operations partner; receives form submissions for routing and archival. BAA in place.
- Vercel (privacy) — website hosting and edge delivery. No PHI is stored at the edge.
- Google Analytics 4 (privacy) — anonymous usage analytics with IP anonymization enabled. Loaded only after you accept the cookie consent banner. We never push form contents or PHI to GA4.
Cookies & analytics
We use a small number of cookies to remember your accessibility preferences, our cookie consent choice, and (if you accept) Google Analytics 4 measurement cookies. You can decline analytics from the consent banner that appears on your first visit, or change your mind by clearing this site’s storage in your browser.
What ConversionTracker captures
We track aggregate engagement events: phone-link clicks, primary CTA clicks, outbound link clicks, scroll depth (25/50/75/90%), and file downloads. None of these include PHI, form contents, or content of phone calls; only the fact that an event occurred and which page it occurred on.
Florida and California residents
Florida: you may request a copy of, correction to, or deletion of personal information we hold about you (subject to legal retention requirements for medical records). Email info@smilewithoasis.com.
California: under the CCPA you have the right to know what personal information we collect, request its deletion, and opt out of any “sale” of personal information. We do not sell personal information.
Data retention
Marketing-form submissions are retained for up to 24 months for follow-up and quality review. Patient health records are retained per Florida statute and our Notice of Privacy Practices.
HIPAA Notice of Privacy Practices
Our HIPAA NPP is provided to every patient at intake and is available on request. Email info@smilewithoasis.com for a current copy.
Contact
Questions about this policy or a data request? Contact Oasis Orthodontics at (904) 215-0980 or info@smilewithoasis.com.
Last updated: May 5, 2026.