Privacy Policy

Introduction

AiCare Orthodontics ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you visit our website https://www.aicareortho.com/ (the "Site"), including any related media forms, channels, mobile websites, or applications. Optional website analytics is controlled by your privacy choices, described below.

Contact Information

If you have any questions about this Privacy Policy, please contact us:

Why We Collect Your Information

We collect your information to:

• Provide orthodontic services, appointment reminders, and updates.
• Improve your experience on our Site.
• Personalize content and recommendations.
• Conduct analytics and enhance business operations.
• Respond to inquiries and customer service requests.

What We Collect

AiCare Orthodontics may collect personal information, including your name, email address, and phone number, when you provide it to us through our website, in-office forms, or other communication channels. If you provide your mobile number, you consent to receive SMS messages from us regarding appointment reminders, treatment updates, promotions, and other relevant notifications.

You can opt in to receive SMS messages through:

• Completing an online or in-office registration form
• Checking an opt-in box on our website or patient portal
• Confirming via a double opt-in SMS verification message (if applicable)

You can opt out of receiving SMS messages at any time by:

• Replying “STOP” to any text message you receive from us.
• Contacting our office by the contact information provided above
• Updating your communication preferences in our patient portal (if applicable)

After opting out, you will no longer receive SMS messages from AiCare Orthodontics, except for responses confirming your opt-out request.

How We Use Your Information

Your information helps us:

• Schedule and confirm appointments.
• Send important notifications related to your treatment.
• Provide updates about new services, promotions, or policy changes.
• Ensure the security and proper functioning of our Site.
• Perform internal research and business improvements.

We do NOT share your information with third parties for marketing purposes

Data Security

We take the security of your personal information seriously and implement safeguards to prevent unauthorized access, disclosure, or misuse. While we take reasonable measures to protect your data, no security system is completely foolproof. You acknowledge that any information shared online carries some risk.

Data Retention and Deletion

We retain your contact information for as long as necessary to provide services to you. If you wish to have your personal data removed from our records, please contact us using the contact information provided above. Deletion requests will be processed in accordance with applicable regulations.

Your Rights Over Your Data

You have the following rights regarding your personal data:

• Access: Request a copy of the information we hold about you.
• Correction: Request corrections to inaccurate or incomplete data.
• Deletion: Request the deletion of your personal data.
• Restriction: Request that we limit processing of your data in certain circumstances.

To exercise these rights, please contact us using the contact information provided above.

Cookies and Tracking Technologies

We use a preference cookie to remember your analytics choice for six months. If you allow optional analytics, PostHog uses local storage for random browser and session identifiers, and Google Analytics uses first-party _ga cookies to distinguish browsers and sessions. Our Google cookies expire after six months without extending their original expiration on each visit. You can change your choice using Privacy choices in the website footer. Declining does not prevent you from using the website or scheduling an appointment.

When you explicitly accept or decline, we also count that privacy choice separately from optional browsing analytics. We send PostHog only the choice, whether it is an initial choice or a later change, and the California calendar day, without a browser or session identifier, page address, language, device details or location. All choices share the same reporting identifier. Re-selecting the same saved choice is not counted again. These statistics count choices rather than identifiable people and do not enable browsing analytics when you decline. Delivery is best effort; ignoring the prompt or a browser privacy signal alone does not generate a choice count.

Previous Basic Website Request Counts

On September 18, 2026, we briefly counted eligible California webpage requests before optional analytics permission. We have discontinued this collection. Our website no longer sends these basic page-request counts to PostHog. Optional browsing and performance analytics require permission, and the separate explicit privacy-choice counts described above remain in use.

The previous request counts used a shared reporting identifier and separate daily increments for total requests, known public pages or articles, language, broad device categories, recognized referrals and approved campaign labels. We did not send visitor or session identifiers, visitor IP addresses, form contents or appointment information with those counts. Previously received counts remain subject to the PostHog retention target below; stopping collection does not automatically delete them. Our hosting provider continues to process connection information needed to serve and secure the website.

Optional Website Analytics

With your permission, we send limited website-use events to PostHog to understand page views, section views, button clicks and estimated time spent viewing content. Events include the page or article, interface language, broad screen-size category, time, random browser and session identifiers, and approximate city and country derived by our hosting provider from your network connection. This is approximate network location, not GPS location or proof of where you live. Counts describe measured browsers, not an exact count of people.

Our analytics collector does not forward your raw IP address, form contents, contact details, appointment details, chat messages, page text or photographs to PostHog. We do not enable session replay, automatic element capture, advertising profiles or cross-device identity matching. Our hosting and security providers necessarily process connection information to deliver and protect the website.

With the same permission, we also use Google Analytics 4 to understand traffic sources, visits, public page views, scroll depth, content interactions and contact-link clicks. Google receives a separate pseudonymous cookie identifier, browser/device information and approximate geography; it necessarily processes your IP address to provide the service and derive location, but states that GA4 does not log or store individual IP addresses. We send only known public page paths, approved marketing labels and recognized referral sources, removing other query strings, fragments and referral paths. We do not send form fields, contact details, appointment information, search terms or the identifiers used by PostHog. Google Signals, advertising personalization, user-provided data collection and cross-domain appointment tracking are not enabled. Google Analytics is not used on patient records or appointment forms.

With analytics permission, we also use Vercel Speed Insights to measure loading speed, responsiveness and visual stability on public website pages. We remove URL query strings and fragments and exclude unknown pages before sending performance events. Performance collection respects the same privacy choices and browser privacy signals as our optional browsing analytics. Withdrawing consent stops further performance-event delivery. These measurements help us improve website performance.

The optional browsing and performance analytics in this section start only after you choose Allow analytics. We honor Global Privacy Control and Do Not Track signals by not collecting optional analytics. Withdrawing permission stops future collection and removes analytics identifiers from your browser; it does not automatically erase previously received events. Contact the clinic about access or deletion of previously collected information. Clearing browser storage may make earlier pseudonymous events difficult to associate with you. The discontinued basic request counts are described separately above.

Our PostHog project uses US hosting. Our PostHog retention target is one year. Google Analytics has its own event-data retention settings; aggregate reports can persist longer. Each service provider’s retention settings govern deletion. We use this information to improve the website. A click on a phone or booking link is not confirmation of a call or appointment.

International Data Transfers

Our website and service providers may process information in the United States and other countries where they operate, where privacy laws may differ from those in your jurisdiction. Optional analytics is sent to Google, PostHog and Vercel only with the analytics permission described above. Contact us for information about our service providers and international processing.

Changes to This Privacy Policy

AiCare Orthodontics reserves the right to update this Privacy Policy at any time. Changes will be posted on our Site, and we encourage you to review this policy periodically.