Privacy Policy
How we handle the information you share with us
Plain English. No fine print games. Last updated May 5, 2026.
The short version
If you don’t have time to read the whole thing, here is what matters:
- We don’t sell your information. Not now, not ever.
- This website doesn’t use cookies or tracking pixels.
- The only personal info we collect through the site is what you choose to send us via our contact form.
- If you’re a client, the patient data we handle is governed by our Business Associate Agreement, not this page.
- You can ask us what we have on file, change it, or have us delete it. Just email us.
A quick note on patient data
Smart Dental Billing is a HIPAA-compliant dental billing service. When we work with a dental practice, we sign a Business Associate Agreement (BAA) before we touch anything inside your practice management software.
Patient data, claim information, and protected health information (PHI) are governed by that BAA and by HIPAA – not by this privacy policy. This page covers the personal information you share with us through this website (smartdentalbilling.com), like contact form submissions and basic site usage.
If you want the full picture on how we handle PHI, ask us and we’ll walk you through it.
What we collect on this website
Two categories. Both small.
Information you give us
When you fill out our contact form, request a free billing audit, or email us directly, we receive whatever you choose to send. Usually that’s your name, practice name, email, phone number, and a short description of what’s going on with your billing. That’s it. We don’t pre-fill, we don’t enrich, we don’t pull extra data about you from anywhere else.
Information collected automatically
We use a cookieless analytics tool to understand which pages people visit and how they got to the site. It doesn’t use cookies, doesn’t track you across other websites, and doesn’t collect personal information. It just counts visits and tells us which guides are getting read.
Our hosting provider also keeps standard server logs – things like IP address, browser type, and timestamp. Those help us keep the site secure and online. Logs are kept for a short window and then rotated out.
What we use it for
We use the information you share with us to:
- Reply to your message or set up a free billing audit
- Send you the information you asked for, like pricing or a service overview
- Follow up if you’ve reached out about working together
- Improve the website (which pages need a better explanation, which guides people actually read)
- Keep the site running, secure, and free of spam
That’s the whole list. We don’t add you to a marketing newsletter you didn’t ask to be on. We don’t pass your details to anyone trying to sell you something.
Who sees the information
Inside Smart Dental Billing, only the people who need to see your message see it. Usually that’s the person responding to you and a billing specialist if your question is technical.
Outside our team, we use a small number of trusted service providers to run the website itself:
- Our hosting provider, which stores the website and standard server logs
- Our cookieless analytics provider, which receives anonymous page-view data
- Our email service, which delivers messages between us and you
Each one handles only what’s needed to do its job, under its own privacy and security commitments. We don’t sell, rent, or trade your information to anyone. Full stop.
The only exception is if a court or law enforcement agency legally requires us to share something, or if it’s needed to investigate a real security threat. Both are rare and we’d push back where we reasonably can.
Cookies and tracking
This website doesn’t use cookies. No analytics cookies, no advertising pixels, no third-party trackers following you around the internet. We use a privacy-friendly, cookieless analytics tool that gives us enough information to run the site well, without watching individual visitors.
If your browser ever asks you about a cookie consent banner on this site, something has gone wrong. Let us know.
Your rights over your information
You have a few simple rights when it comes to the information we hold about you:
- See it. Ask us what we have on file for you and we’ll show you.
- Correct it. If something we have is wrong or out of date, tell us and we’ll fix it.
- Delete it. Ask us to delete your information and we will, unless we’re legally required to keep something (for example, a contract you’ve signed with us, or tax records).
- Opt out. If we’ve ever sent you a follow-up email and you don’t want any more, just reply and say so. One word is fine.
To exercise any of these rights, email info@smartdentalbilling.com. We’ll respond within a reasonable timeframe – usually a few business days, often the same day.
Children
This website is intended for dental practice owners, office managers, and the adults running them. We don’t knowingly collect information from anyone under 13. If you think a child has sent us information through this site, email us and we’ll delete it.
Changes to this policy
If we change how we handle information, we’ll update this page and update the date at the top. For meaningful changes (not typo fixes or word swaps), we’ll do our best to flag it more visibly – usually a notice on the homepage for a couple of weeks.
The current version was last updated on May 5, 2026.
Contact us about privacy
If anything on this page is unclear, or you want to make a request about your information, here is how to reach us:
Smart Dental Billing
2574 Roseglen Way
Aurora, Illinois 60506
United States
Email: info@smartdentalbilling.com
Phone: (630) 449-2889
Still have questions about how we handle data?
No sales pitch. Just a straight conversation about how we work and what we’d be doing with your practice’s information.