Birch River Orthodontics
Effective date: May 1, 2026
About this policy
Birch River Orthodontics ("we," "us," or "our") operates birchriverorthodontics.com along with the appointment request forms on our website and the forms attached to our ads on Facebook and Instagram. This policy explains what information we collect through those channels, how we use it, who we share it with, and what choices you have.
This policy is not our Notice of Privacy Practices. Once you become a patient, the health information we create and maintain about your care is protected health information under the Health Insurance Portability and Accountability Act. That information is governed by our separate Notice of Privacy Practices, which is available at our office. This policy covers the information you give us before that point, when you browse our website, request a consultation, or respond to one of our ads.
Information you give us
When you request a consultation, call us, text us, or fill out a form, we may collect:
- Your name
- Your phone number
- Your email address
- The age range of the child you are asking about, when you tell us
- When you are hoping to be seen and the best time to reach you
- Anything else you choose to include in a message
Please do not send detailed health or medical information through our website forms, our advertising forms, email, or text message. Those channels are not secure. Save clinical details for your appointment or a phone call to our office.
Information we collect automatically
When you visit our website, we and the tools we use may record your IP address, browser and device type, the pages you view, how long you spend on them, and the website or advertisement that sent you to us. We use cookies and similar technologies to do this. Most browsers let you block or delete cookies through their settings.
Advertising and analytics
We advertise on Facebook and Instagram, which are operated by Meta, and we use analytics tools to understand how our website and our ads perform.
Meta Pixel and Conversions API. These tell us when someone who saw one of our ads later visited our website or requested a consultation. They also allow us to show ads to people who have already visited our website.
Meta lead forms. If you fill out a form inside Facebook or Instagram rather than on our website, Meta collects that information and passes it to us. What Meta does with it is governed by Meta's own privacy policy, not this one.
Website analytics. We use analytics tools to see which pages and ads are working.
We do not use these tools to target advertising based on anyone's health conditions, and we do not build advertising audiences around medical information. You can adjust how Meta uses your information in your Facebook or Instagram ad preferences.
Text messages
If you give us your mobile number and agree to receive text messages, we will text you about scheduling your consultation and about appointments you have with us.
- We use your mobile number only to communicate with you about your request and your care.
- You can stop at any time by replying STOP. Reply HELP for assistance.
- Message and data rates may apply. Message frequency varies.
- We do not sell or rent your mobile number, and we do not share your mobile number or your consent to receive text messages with any third party for that third party's own marketing purposes.
Agreeing to receive text messages is never a condition of scheduling an appointment or receiving care. If you would rather we call or email, tell us and we will.
How we use your information
We use the information described above to:
- Contact you about the consultation or information you requested
- Schedule, confirm, and remind you about appointments
- Answer your questions and provide the care you ask for
- Verify insurance benefits when you ask us to
- Understand how our website and advertising perform, and improve them
- Meet our legal, professional, and recordkeeping obligations
Who we share information with
We share information with companies that perform work for us, and only so they can perform that work. These include our website host, the services that deliver and route form submissions to our office, our document and spreadsheet storage provider, our text messaging provider, our advertising platforms, our analytics provider, and our practice management and scheduling systems.
We may also disclose information when the law requires it, when we need to protect the rights or safety of our patients, our team, or the public, or in connection with a sale or transfer of the practice.
We do not sell your personal information, and we do not share it with anyone for that company's own marketing.
Children
Our website and our advertising are directed to adults. We do not knowingly collect personal information online from children under 13.
When a parent or guardian asks about treatment for a child, we collect the parent or guardian's contact details along with only the general information about the child that the adult chooses to give us. If you believe a child has provided information to us online without a parent or guardian's involvement, contact us at the number below and we will delete it.
Your choices
- Text messages. Reply STOP to any message from us.
- Email. Use the unsubscribe link, or call our office and ask us to remove you.
- Cookies and advertising. Adjust your browser settings, and adjust your ad preferences inside Facebook and Instagram.
- Contact information you gave us through the website. Call or email us and we will correct or delete it.
That last option applies to contact details collected through our website and advertising. It does not apply to patient records, which we are required to keep and which are governed by HIPAA and by Ohio recordkeeping rules. Requests about your patient records are handled through our Notice of Privacy Practices.
Security
We use reasonable administrative, technical, and physical safeguards to protect the information we hold. No method of transmitting or storing information is completely secure, so we cannot guarantee absolute security.
Other websites
Our website may link to sites we do not operate. We are not responsible for the privacy practices of those sites, and we encourage you to read their policies before giving them your information.
Changes to this policy
We may update this policy from time to time. When we do, we will change the effective date at the top of the page. Continuing to use our website after we post a change means you accept the updated policy.
Contact us
Birch River Orthodontics
46 Ravenna Street,
Suite A6 Hudson,
OH 44236
(330) 342-0930