Privacy Policy

Effective Date: April 28, 2026

Practice Name: Ehrmantrout Orthodontics

Location: 6889 S Eastern Ave, Suite 103, Las Vegas, NV 89119

Phone: (725) 204-0288

At Ehrmantrout Orthodontics, we are committed to protecting the privacy and security of your personal and health information. This Privacy Policy and Notice of Privacy Practices describes how medical and dental information about you may be used and disclosed, how you can get access to this information, and how we handle data collected through our website, including appointment scheduling and form submissions.

This policy complies with the Health Insurance Portability and Accountability Act (HIPAA) , the Nevada Revised Statutes (NRS) regarding health care records , and applicable state consumer privacy laws.

1. Information We Collect

We collect information to provide you with the highest quality orthodontic care and to ensure our practice runs efficiently. The types of information we collect include:

•Protected Health Information (PHI): This includes your medical and dental history, X-rays, 3D digital scans, treatment plans, and notes recorded by Dr. Ehrmantrout during your visits.

•Personally Identifiable Information (PII): This includes your name, date of birth, address, phone number, email address, and insurance information.

•Website & Digital Data: When you visit our website, request an appointment, or submit online forms, we collect the information you provide. We may also collect non-identifying data such as IP addresses and browser types to improve our website functionality.

2. How We Use and Disclose Your Information

Under HIPAA, we are permitted to use and disclose your PHI for the following purposes without your explicit authorization:

•Treatment: We use your health information to provide, coordinate, and manage your orthodontic treatment. For example, we may share your X-rays with your general dentist or an oral surgeon if a referral is necessary.

•Payment: We use your information to bill and collect payment for the services we provide. This includes sharing necessary details with your dental insurance provider to verify coverage and process claims.

•Health Care Operations: We use your information for the administrative and business operations of our practice, such as quality assessment, training, and customer service.

Other Permitted Disclosures:

We may also disclose your information when required by law, for public health activities, to report abuse or neglect, or in response to a valid court order or subpoena.

3. Third-Party Data Processors & Software Partners

To provide you with a seamless, modern experience, Ehrmantrout Orthodontics utilizes secure, third-party software partners.

Dolphin Management & Imaging Software:

We use Dolphin software to manage patient records, 3D imaging, appointment scheduling, and online form submissions. Dolphin operates as a “Business Associate” under HIPAA . This means they are legally bound by a Business Associate Agreement (BAA) to maintain the same strict privacy and security standards that we do.

When you submit a form or schedule an appointment through our website, that data is encrypted and securely transmitted to our Dolphin Management system. Dolphin utilizes advanced data encryption, secured logins, and user activity tracking to ensure your PHI remains protected at all times .

4. Data Retention Policy

We retain your health care records in accordance with federal HIPAA regulations and Nevada state law.

•General Retention: Pursuant to Nevada Revised Statutes (NRS) 629.051, we retain the health care records of adult patients for a minimum of five (5) years after their receipt or production .

•Minor Patients: For patients who are minors, we will not destroy health care records until the patient reaches the age of 23, in compliance with Nevada law .

•HIPAA Compliance Documentation: We retain all HIPAA-related compliance documentation, such as signed consent forms and privacy notices, for a minimum of six (6) years from the date of creation .

Records may be retained in secure digital formats (such as within our Dolphin Management system) or in secure physical storage. When records reach the end of their required retention period, they are destroyed securely (e.g., cross-cut shredding for paper, secure digital wiping for electronic files).

5. Your Privacy Rights

Under HIPAA and Nevada law, you have the following rights regarding your health information:

•Right to Access: You have the right to inspect and receive a copy of your health care records. Requests must be made in writing.

•Right to Amend: If you believe your health information is incorrect or incomplete, you may request an amendment.

•Right to an Accounting of Disclosures: You have the right to request a list of certain disclosures we have made of your PHI.

•Right to Request Restrictions: You may request that we limit how we use or disclose your PHI for treatment, payment, or health care operations. While we will consider all requests, we are not legally required to agree to them unless the request involves a disclosure to a health plan for a service you paid for entirely out-of-pocket.

•Right to Confidential Communications: You have the right to request that we communicate with you in a specific way (e.g., only calling your cell phone or sending mail to a P.O. Box).

•Right to a Paper Copy: You have the right to receive a paper copy of this Privacy Policy at any time.

6. Nevada Consumer Privacy Rights

In addition to HIPAA protections, Nevada residents have specific rights under state consumer privacy laws (such as SB 220). Ehrmantrout Orthodontics does not sell your personal information or protected health information to third parties for marketing or any other purposes.

7. Changes to This Policy

We reserve the right to change the terms of this Privacy Policy and Notice of Privacy Practices at any time. Any changes will apply to all information we already have about you, as well as any information we receive in the future. The updated policy will be posted on our website and available in our Las Vegas office.

8. Contact Us & Complaints

If you have any questions about this Privacy Policy, wish to exercise your rights, or believe your privacy rights have been violated, please contact our office:

Ehrmantrout Orthodontics

Attn: Privacy Officer

6889 S Eastern Ave, Suite 103

Las Vegas, NV 89119

Phone: (725) 204-0288

You also have the right to file a formal complaint with the U.S. Department of Health and Human Services Office for Civil Rights. We will not retaliate against you for filing a complaint.