Privacy Policy

The Dental Vision Institute ("we," "our," or "us") is committed to protecting the privacy of our members, website visitors, and prospective customers. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our member portal, or enroll in any of our dental or vision insurance plans. Please read this policy carefully. By using our services, you consent to the practices described herein.

Information We Collect

We collect information that you provide directly to us, as well as information that is gathered automatically when you interact with our services. The categories of information we collect include:

Personal Information. When you enroll in a plan, create an account, or contact us, we may collect your full name, date of birth, Social Security number, mailing address, email address, and telephone number.

Health Information. To process claims and administer your benefits, we may collect dental and vision health records, treatment histories, diagnosis codes, and provider information. This information is handled in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and applicable state laws.

Payment Information. We collect billing details such as credit or debit card numbers, bank account information, and billing addresses for the purpose of processing premium payments and related transactions. Payment data is processed through PCI-DSS compliant payment processors.

Usage Data. When you visit our website or use the member portal at portal.usdentalvision.com, we automatically collect information including your IP address, browser type and version, operating system, referring URLs, pages viewed, time spent on pages, and other diagnostic data.

How We Use Your Information

We use the information we collect for the following purposes:

• Claims Processing. To administer, adjudicate, and pay claims submitted by you or your dental and vision care providers on your behalf.
• Member Services. To manage your account, respond to inquiries, provide customer support, and communicate information about your plan benefits and coverage.
• Communications. To send you plan-related notices, billing reminders, policy updates, and, where permitted, promotional materials about additional products and services that may be of interest to you.
• Legal Compliance. To comply with applicable federal and state laws, regulations, and legal processes, including HIPAA, the Affordable Care Act, and Florida insurance regulations.
• Fraud Prevention. To detect, investigate, and prevent fraudulent claims, unauthorized access, and other illegal activities.
• Service Improvement. To analyze usage patterns, improve our website and portal functionality, and develop new products and services.

Information Sharing

We do not sell your personal information to third parties. We may share your information in the following limited circumstances:

• Healthcare Providers. We share necessary information with dentists, optometrists, ophthalmologists, and other providers within our network to facilitate claims processing and coordination of benefits.
• Business Partners. We may share information with trusted third-party service providers who assist us in operating our business, such as payment processors, IT service providers, and customer support platforms. These partners are contractually obligated to protect your data and use it only for the purposes we specify.
• Legal Requirements. We may disclose your information when required by law, regulation, subpoena, court order, or other legal process, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
• Business Transfers. In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control of your personal information.

Data Security

We implement a comprehensive security program designed to protect your personal and health information from unauthorized access, use, or disclosure. Our security measures include:

• Encryption. All data transmitted between your browser and our servers is encrypted using industry-standard TLS/SSL protocols. Sensitive data at rest is encrypted using AES-256 encryption.
• Access Controls. We enforce strict role-based access controls, ensuring that only authorized personnel with a legitimate business need can access your information.
• Regular Audits. We conduct periodic security assessments, vulnerability scans, and penetration testing to identify and address potential threats to our systems.
• Employee Training. All employees who handle personal or health information undergo regular training on data privacy, security best practices, and HIPAA compliance.

While we strive to protect your information, no method of transmission over the Internet or electronic storage is completely secure. We cannot guarantee absolute security, but we are committed to maintaining commercially reasonable safeguards.

Your Rights

Depending on your state of residence, you may have certain rights regarding your personal information:

• Access. You have the right to request a copy of the personal information we hold about you.
• Correction. You may request that we correct any inaccurate or incomplete personal information.
• Deletion. You may request that we delete your personal information, subject to certain legal exceptions and retention requirements.
• Opt-Out of Marketing. You may opt out of receiving promotional communications from us at any time by clicking the "unsubscribe" link in any marketing email, or by contacting us directly. Please note that even if you opt out of marketing communications, we may still send you transactional messages related to your plan and account.

To exercise any of these rights, please contact us using the information provided at the end of this policy. We will respond to your request within the timeframe required by applicable law.

Children's Privacy

Our website and online services are not directed to children under the age of 13. We do not knowingly collect personal information from children under 13 without verifiable parental consent. If we become aware that we have inadvertently collected personal information from a child under 13, we will take steps to delete that information as soon as possible. If you believe that a child under 13 has provided us with personal information, please contact us immediately at privacy@thedentalvision.com.

Please note that children may be covered as dependents under a parent or guardian's dental or vision insurance plan. In such cases, the parent or guardian is responsible for providing and managing the child's information through their account.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the "Last updated" date at the top of this page and, where appropriate, notify you by email or through a prominent notice on our website. We encourage you to review this policy periodically to stay informed about how we protect your information.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

The Dental Vision Institute
321 Northlake Blvd
North Palm Beach, FL 33408
Email: privacy@thedentalvision.com
Phone: (800) 963-4596