Effective Date: 12/01/25

Ashby Orthodontics (“we,” “us,” or “our”) is committed to protecting the privacy
and security of our patients’ personal information. This Privacy Policy explains
how we collect, use, disclose, and protect information obtained through our website
https://ashbyorthodontics.com/ (the “Website”).

1. 1. Information We Collect

      We may collect the following types of information when you interact with our Website:

      • Personal Information: Information you voluntarily provide such as your name, email address, phone number, mailing address, insurance information, or other details entered in contact or appointment forms.
      • Patient Information: Health-related data including orthodontic treatment details, medical history, or other protected health information (PHI) submitted via secure forms.
      • Technical / Usage Data: Information such as IP address, browser type, pages visited, time spent, and other analytics data.

1. 1. How We Use Your Information

      We use the collected information for the following purposes:

      1. To Provide Services
         • Responding to your inquiries or requests.
         • Scheduling, confirming, or modifying appointments.
         • Managing patient care and treatment-related communication.
      2. Administrative and Operational Purposes
         • Billing, insurance, and payment processing.
         • Improving our Website and services.
         • Sending appointment reminders or follow-up notifications.
      3. Security and Legal Compliance
         • Detecting, preventing, and addressing security risks.
         • Complying with legal obligations, regulations, and professional requirements (including HIPAA, if applicable).

1. 1. Information Sharing & Disclosure

      We do not sell your personal or health information. We may share your information as follows:

      • Service Providers: Trusted vendors that help operate the Website or provide services (hosting, analytics, scheduling). These providers must keep your data confidential.
      • Legal Requirements: When required by law, such as a subpoena, or to protect our rights or others’ safety.
      • Business Transfers: In the event of a merger, acquisition, or asset sale, your data may transfer with appropriate protections.
      • With Your Consent: When you explicitly authorize us (e.g., transferring your records to another provider).

1. 1. Data Retention

      We retain your information only as long as necessary to fulfill the purposes in this Privacy Policy or as required by law. When no longer needed, we securely delete or anonymize it.

1. 1. Security

      We use administrative, technical, and physical safeguards (such as encryption and secure servers) to protect your information. While no system is completely secure, we follow industry best practices.

1. 1. Cookies and Tracking Technologies

      We may use cookies and similar technologies for analytics and Website improvement. You can control cookies via your browser, but disabling them may affect certain features.

1. 1. Your Rights

      You may have the following rights under applicable laws:

      • Access or obtain a copy of your personal information.
      • Request correction of inaccurate or incomplete data.
      • Request deletion of your information (subject to legal or medical exceptions).
      • Opt out of certain processing activities (such as marketing communications).

      To exercise these rights, contact us using the details in Section 9.

1. 1. Children & Minors

      Our Website is not intended for children under 13 without parental consent. If we discover that we collected such data without consent, we will delete it promptly.

1. 1. Contact Us

      If you have questions or wish to exercise your privacy rights, contact:

      Ashby Orthodontics
      Address: 4356 Bonney Road, Bldg # 4, Virginia Beach, VA 23452
      Phone: (757) 340-7000
      Email: manager@ashbyortho.com

1. Changes to This Privacy Policy

   We may update this policy periodically. When updated, we will revise the “Effective Date” above. Continued use of the Website constitutes acceptance of the updated policy.

A Notice of Privacy Practices (NPP) is required under HIPAA.