Affiliated Dental Provider Notice of Privacy Practices

Updated: August 2025

The Affiliated Dental Providers have prepared this Notice of Privacy Practices to comply with the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”). HIPAA was enacted by Congress to establish standards for protecting the confidentiality and security of your health information.

Virtual Dental Care, Inc., and its subsidiary Teledentistry Network, Inc. (collectively referred to as "VDC")), makes certain telehealth-related information, support and technical services available to you through its websites, dental.com and geteledentix.com. VDC also facilitates your access to professional teledentistry dental services by affiliated, but independent and non-owned dentists and other dental providers including, without limitation, Harvey Lee, DDS, PC and its clinical personnel (collectively, the "Affiliated Dental Providers,” or “ADP"). ADP has contracted with VDC to support ADP’s delivery of professional teledentistry services.

This notice describes how medical, dental, and related personal information about you may be used and disclosed by ADP (and by VDC when acting on behalf of ADP), and how you can get access to this information. Please review this Notice carefully before using Our services.

ADP’s Commitment to Your Privacy

ADP is dedicated to maintaining the privacy of your protected health information and related personal information (collectively, ‘PHI’). PHI is information about you that may be used to identify you (such as your name, social security number or address), and that relates to (a) your past, present or future physical or mental health or condition, (b) the provision of healthcare to you, or (c) your past, present, or future payment for the provision of healthcare. In conducting its business, ADP will, on its own behalf and on behalf of the Affiliated Dental Providers, receive, create and maintain records containing your PHI within VDC's teledentistry application. ADP is required by law to maintain the privacy of your PHI and to provide you with notice of its legal duties and privacy practices with respect to your PHI.

ADP must abide by the terms of this Notice while it is in effect. This current Notice takes effect August 2025 and will remain in effect until ADP replaces it. ADP reserves the right to change the terms of this Notice at any time. If ADP changes the terms of this Notice, the new terms will apply to all PHI that it maintains, including PHI that was created or received before such changes were made. If ADP changes this Notice, it will post the new Notice on its website and will make the new Notice available upon request.

Uses and Disclosures of PHI

ADP may use and disclose your PHI in the following ways:

Treatment, Payment and Healthcare Operations. ADP and the Affiliated Dental Providers are permitted to use and disclose your PHI for purposes of (a) treatment, (b) payment and (c) healthcare operations. For example:

Treatment. ADP may disclose your PHI to another dentist, physician or other healthcare provider for purposes of a visit or in connection with the provision of follow-up treatment.

Payment. ADP may use and disclose your PHI to your health insurer or health plan in connection with the processing and payment of claims and other charges.

Healthcare Operations. ADP may use and disclose your PHI in connection with the conduct of healthcare operations, such as providing customer services and conducting quality review assessments. ADP may engage third parties to provide various services for ADP. If any such third party must have access to your PHI in order to perform its services, ADP will require that third party to enter an agreement that binds the third party to the use and disclosure restrictions outlined in this Notice.

VDC Services. ADP has engaged VDC to provide a broad range of teledentistry services to support ADP’s provision of professional teledentistry services, and VDC is bound to comply with the use and disclosure restrictions outlined in this Notice when acting on ADP’s behalf.

Authorization. ADP is permitted to use and disclose your PHI upon your written authorization, to the extent such use or disclosure is consistent with your authorization. You may revoke any such authorization at any time. To authorize ADP to disclose your PHI to a third party, you will need to complete a HIPAA Authorization to Disclose Protected Health Information Form and mail it to the address listed on the form. A copy of the Form may be obtained by contacting support@teledentix.com.

As Required by Law. ADP may use and disclose your PHI to the extent required by law.

Special Circumstances

The following categories describe unique circumstances in which ADP may use or disclose your PHI:

Public Health Activities. ADP may disclose your PHI to public health authorities or other governmental authorities for purposes including preventing and controlling disease, reporting child abuse or neglect, reporting domestic violence and reporting to the Food and Drug Administration regarding the quality, safety and effectiveness of a regulated product or activity. ADP may, in certain circumstances disclose PHI to persons who have been exposed to a communicable disease or may otherwise be at risk of contracting or spreading a disease or condition.

Workers’ Compensation. ADP may disclose your PHI as authorized by, and to the extent necessary to comply with, workers’ compensation programs and other similar programs relating to work-related illnesses or injuries.

Health Oversight Activities. ADP may disclose your PHI to a health oversight agency for authorized activities such as audits, investigations, inspections, licensing and disciplinary actions relating to the healthcare system or government benefit programs.

Judicial and Administrative Proceedings. ADP may disclose your PHI, in certain circumstances, as permitted by applicable law, in response to an order from a court or administrative agency, or in response to a subpoena or discovery request.

Law Enforcement. ADP may, under certain circumstances, disclose your PHI to a law enforcement official, such as for purposes of identifying or locating a suspect, fugitive, material witness or missing person.

Decedents. ADP may, under certain circumstances, disclose PHI to coroners, medical examiners and funeral directors for purposes such as identification, determining the cause of death and fulfilling duties relating to decedents.

Organ Procurement. ADP may, under certain circumstances, use or disclose PHI for the purposes of organ donation and transplantation.

Research. ADP may, under certain circumstances, use or disclose PHI that is necessary for research purposes.

Threat to Health or Safety. ADP may, under certain circumstances, use or disclose PHI if necessary to prevent or lessen a serious and imminent threat to the health or safety of a person or the public.

Specialized Government Functions. ADP, may in certain situations, use and disclose PHI of persons who are, or were, in the Armed Forces for purposes such as ensuring proper execution of a military mission or determining entitlement to benefits. ADP may also disclose PHI to federal officials for intelligence and national security purposes.

Your Rights Regarding Your PHI

You have the following rights regarding your PHI that is maintained by ADP:

Confidential Communication. You have the right to receive confidential communications of your PHI. You may request that ADP communicate with you through alternate means or at an alternate location, and ADP will accommodate your reasonable requests. To submit such a request, you will need to complete a Request for Restrictions Request form and mail it to the address listed on the form. A copy of the Form may be obtained by contacting support@teledentix.com.

Restrictions. You have the right to request restrictions on certain uses and disclosures of PHI for treatment, payment or healthcare operations. You also have the right to request that ADP restrict its disclosures of PHI to only certain individuals involved in your care or the payment of your care. You must submit your request in writing to ADP. ADP is not required to comply with your request. However, if ADP agrees to comply with your request, it will be bound by such agreement, except when otherwise required by law or in the event of an emergency. To submit such a request, you will need to complete a Request for Restrictions Request form and mail it to the address listed on the form. A copy of the Form may be obtained by contacting support@teledentix.com.

Inspection and Copies. You have the right to inspect and copy your PHI. You must submit your request in writing to ADP. ADP may impose a fee for the costs of copying, mailing, labor and supplies associated with your request. ADP may deny your request to inspect and/or copy your PHI in certain limited circumstances. If that occurs, ADP will inform you of the reason for the denial, and you may request a review of the denial. To request access to your PHI that is not already accessible to you in the Teledentix application, you will need to complete a Request to Access PHI form and mail it to the address listed on the form. A copy of the Form may be obtained by contacting support@teledentix.com.

Amendment. You have a right to request that ADP amend your PHI if you believe it is incorrect or incomplete, and you may request an amendment for as long as the information is maintained by ADP. You must submit your request in writing to ADP and provide a reason to support the requested amendment. ADP may, under certain circumstances, deny your request by sending you a written notice of denial. If ADP denies your request, you will be permitted to submit a statement of disagreement for inclusion in your records. To make a request to amend PHI that you cannot otherwise change yourself through the Teledentix application Member Portal, download the Request to Amend PHI form and mail it to the address listed on the form.

Accounting of Disclosures. You have a right to receive an accounting of all disclosures ADP has made of your PHI. However, that right does not include disclosures made for treatment, payment or healthcare operations, disclosures made to you about your treatment, disclosures made pursuant to an authorization, and certain other disclosures. You must submit your request in writing to ADP and you must specify the time period involved (which must be for a period of time less than six years from the date of the disclosure). Your first accounting will be free of charge. However, ADP may charge you for the costs involved in fulfilling any additional request made within a period of 12 months. ADP will inform you of such costs in advance, so that you may withdraw or modify your request to save costs. To make a request for an accounting of disclosures, you will need to complete a Request for an Account of Disclosures form and mail it to the address listed on the form. A copy of the form may be obtained by contacting support@teledentix.com.

Breach Notification. You have the right to be notified in the event that ADP (or an ADP Business Associate) discovers a breach of unsecured PHI.

Paper Copy. You have the right to obtain a paper copy of this Notice from ADP at any time upon request. To obtain a paper copy of this notice, please contact the Privacy Officer by sending an email to office@teledentix.com.

Complaint. You may complain to ADP and to the Secretary of the Department of Health and Human Services if you believe that your privacy rights have been violated. To file a complaint with ADP, you must submit a statement in writing to: Privacy Officer, Virtual Dental Care, Inc., 5319 University Drive #172, Irvine, CA 92612 or by sending an email to office@teledentix.com.  ADP will not retaliate against you for filing a complaint.

Further Information. If you would like more information about your privacy rights, please send an email to the Privacy Officer at office@teledentix.com.