Website Privacy Policy

Last Updated: June 2026
Effective Date: June 2026

Midwest Family Dental Care (“we,” “our,” “us,” or “the Practice”) operates the website located at midwestfamilydentalcare.com (the “Website”). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our Website or contact us through it.

Please read this policy carefully. If you disagree with its terms, please discontinue use of the Website.

1. Information We Collect

Information You Provide Directly

When you use our online appointment request forms, contact inquiry forms, new patient registration documents, or any other interactive features on this Website, we may collect the following personal information:

  • Full name
  • Date of birth
  • Telephone number(s)
  • Email address
  • Physical mailing address
  • Preferred appointment location (Jenison MI, Grand Rapids MI, Kalamazoo MI, Portage MI, Kokomo IN)
  • Insurance information (carrier name, member ID)
  • Dental concerns, symptoms, or questions you choose to share

Information Collected Automatically

When you visit our Website, certain information is collected automatically by our web server and third-party analytics tools, including:

  • IP address and approximate geographic location
  • Browser type and version
  • Device type (desktop, mobile, tablet)
  • Pages viewed and time spent on each page
  • Referring website or search query
  • Date and time of your visit

This information is collected using cookies and similar tracking technologies. See Section 5 (Cookies) for full details.

2. How We Use Your Information

We use the information we collect for the following purposes:

  • Appointment scheduling: To contact you and confirm dental appointments at any of our five locations.
  • Patient communication: To respond to your inquiries, send appointment reminders, and provide follow-up care instructions.
  • Treatment coordination: To share relevant information with treating dentists and clinical staff at your chosen location.
  • Insurance verification: To verify your dental insurance benefits prior to your visit.
  • Website improvement: To analyse how visitors use our Website so we can improve content, navigation, and patient experience.
  • Legal compliance: To comply with applicable federal and state laws, including HIPAA, Indiana Consumer Data Protection Act (ICDPA), and other applicable regulations.

We do not sell, rent, lease, or trade your personal information to third-party marketing firms or data brokers.

3. How We Share Your Information

We may share your personal information in the following limited circumstances:

Service Providers

We work with trusted third-party vendors who assist us in operating our Website and providing patient services. These vendors are contractually obligated to protect your information and may only use it for the specific purpose for which it was shared. Examples include:

  • Website hosting and IT infrastructure providers
  • Email and appointment reminder services
  • Website analytics providers (Google Analytics)
  • Payment processing partners

Clinical Partners

If your care involves a referral to a specialist or coordination with another healthcare provider, we may share relevant information as permitted under HIPAA. Our full Notice of Privacy Practices, which governs how your clinical health information is handled, is available at HIPAA Notice of Privacy Practices.

Legal Requirements

We may disclose your information if required to do so by law, court order, or governmental authority, or if we believe in good faith that such disclosure is necessary to protect our rights, your safety, or the safety of others.

Business Transfers

In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you via a prominent notice on our Website if such a transfer occurs.

4. HIPAA Notice

Midwest Family Dental Care is a covered entity under the Health Insurance Portability and Accountability Act (HIPAA). Information you submit through this Website that relates to your health condition, treatment, or payment for healthcare services is considered Protected Health Information (PHI) and is governed by HIPAA in addition to this Privacy Policy.

Our full HIPAA Notice of Privacy Practices is available on this Website and is provided to all patients at their first visit. It describes in detail your rights regarding your health information and how we are permitted to use and disclose it.

For questions about HIPAA or to file a complaint, contact:

  • Privacy Officer: Midwest Family Dental Care Administration
  • Phone: (765) 233-6826
  • Email: [email protected]
  • Address: 2064 Baldwin St, Suite A, Jenison, MI 49428

You also have the right to file a complaint directly with the U.S. Department of Health and Human Services Office for Civil Rights at hhs.gov/ocr.

5. Cookies and Tracking Technologies

Our Website uses cookies and similar technologies to improve your browsing experience and to analyse website traffic. Cookies are small text files stored on your device when you visit a website.

Types of Cookies We Use

  • Functional cookies: Essential for the Website to operate correctly (e.g., remembering your preferences during a session). These are placed without requiring your consent.
  • Statistics cookies: Used to understand how visitors interact with our Website (e.g., Google Analytics — cookies _ga, _ga_*). These are only placed after you provide consent.
  • Marketing cookies: Used to track visitors across websites for advertising purposes (e.g., Google Ads conversion tracking — cookie _gcl_au). These are only placed after you provide consent.

Your Cookie Choices

When you first visit our Website, a cookie consent banner will appear. You may accept all cookies, reject non-essential cookies, or customise your preferences. You can change your choices at any time by visiting our Cookie Preferences page.

You may also control cookies through your browser settings. Note that disabling certain cookies may affect the functionality of our Website.

6. Third-Party Analytics

We use Google Analytics 4 (GA4), a web analytics service provided by Google LLC. GA4 collects information about your use of our Website using cookies and sends it to Google servers. Google uses this data to compile reports on website activity for us.

Google Analytics data is anonymised where possible. You can opt out of Google Analytics tracking at any time by:

Google’s privacy policy is available at policies.google.com/privacy.

7. Data Retention

We retain personal information collected through this Website for as long as necessary to fulfil the purposes described in this Privacy Policy, unless a longer retention period is required by law. Specifically:

  • Appointment request data: Retained for 7 years in accordance with Michigan and Indiana dental records retention requirements.
  • Website analytics data: Retained for 26 months as configured in Google Analytics.
  • Email correspondence: Retained for 3 years.

8. Data Security

We implement appropriate technical and administrative security measures to protect your personal information from unauthorised access, disclosure, alteration, or destruction. Our Website uses HTTPS encryption (SSL/TLS) for all data transmitted between your browser and our server.

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee its absolute security.

Important: Please do not send sensitive health information (such as medical records, diagnoses, or treatment details) via the Website contact form or general email. Use our secure patient portal or call us directly for sensitive communications.

9. Your Privacy Rights (Indiana ICDPA)

If you are a resident of Indiana, you have the following rights under the Indiana Consumer Data Protection Act (ICDPA) regarding your personal data:

  • Right to access: Request a copy of the personal data we hold about you.
  • Right to correction: Request correction of inaccurate personal data.
  • Right to deletion: Request deletion of your personal data, subject to legal retention requirements.
  • Right to data portability: Request your data in a portable, machine-readable format.
  • Right to opt out: Opt out of the sale or sharing of your personal data for targeted advertising purposes.

To exercise any of these rights, visit our Privacy Preferences page or contact us directly:

We will respond to verified requests within 45 days as required by Indiana law.

10. Children’s Privacy

Our Website is not directed at children under the age of 13. We do not knowingly collect personal information from children under 13 without verifiable parental consent. If you believe we have inadvertently collected information from a child under 13, please contact us immediately at [email protected] and we will promptly delete that information.

For minor patients (under 18), appointment requests and clinical communications must be submitted by a parent or legal guardian.

11. Links to Third-Party Websites

Our Website may contain links to third-party websites such as Google Maps, CareCredit, and insurance provider portals. These websites have their own privacy policies, which we do not control. We are not responsible for the privacy practices of any third-party websites. We encourage you to review the privacy policy of any website you visit.

12. Changes to This Privacy 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 changes, we will update the “Last Updated” date at the top of this page. We encourage you to review this Policy periodically.

Continued use of the Website after any changes constitutes your acceptance of the updated Privacy Policy.

13. Contact Us

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

Midwest Family Dental Care
Privacy Officer / Practice Administration
2064 Baldwin St, Suite A
Jenison, MI 49428
United States

Phone: (765) 233-6826
Email: [email protected]
Website: https://midwestfamilydentalcare.com

For HIPAA-specific complaints, you may also contact the U.S. Department of Health and Human Services:
Office for Civil Rights
hhs.gov/ocr/complaints
Phone: 1-800-368-1019

Scroll to Top