Website Privacy & Cookie Policy

360 Dental Lounge
3550 East Broad Street, Suite 112, Mansfield, Texas 76063
Phone: (682) 888-0488
Email: care@360dentallounge.com

Last Updated: August 5, 2026

This Website Privacy & Cookie Policy explains how 360 Dental Lounge (“we,” “us,” or “our”) collects, uses, shares, and protects information gathered through our website at www.360dentallounge.com and any related online services.

This policy applies to data collected through our website, forms, scheduling tools, and digital advertising. It does not replace our HIPAA Notice of Privacy Practices, which separately governs how we handle your protected health information (PHI) as a healthcare provider. If you are an existing patient, both policies may apply to you.

1. Information We Collect

Information You Provide Directly

When you interact with our website, you may voluntarily provide personal information including:

  • Appointment request forms: name, phone number, email address, preferred appointment date/time, and a description of your dental concern
  • Doctor referral forms: referring provider name, patient name, and contact information
  • Contact forms: name, email, phone number, and message content
  • Online payment portal: when you use our “Pay Online” feature, payment processing is handled by a third-party payment processor; we do not store your credit card number on our servers
  • Chat or messaging: if you use any live chat or messaging feature, the content of your conversation

Information Collected Automatically

When you visit our website, certain information is collected automatically through cookies, pixels, and similar technologies:

  • Device and browser information: IP address, browser type and version, operating system, screen resolution, device type (mobile, tablet, desktop)
  • Usage data: pages visited, time spent on each page, referring URL (the site you came from), click paths, and exit pages
  • Location data: approximate geographic location derived from your IP address (city-level, not street-level)

2. Technologies We Use

Our website uses the following third-party technologies. Each operates under its own privacy policy, which we encourage you to review:

Analytics

  • Google Analytics 4 (GA4): We use GA4 to understand how visitors use our website, which pages are most visited, how users find us, and how we can improve the site experience. GA4 collects data using cookies and assigns a randomly generated client ID to distinguish between users without identifying you personally. GA4 data is retained for 14 months. Google Privacy Policy
  • Google Tag Manager (GTM): We use GTM to manage the deployment of analytics and advertising tags on our website. GTM itself does not collect personal data, but it triggers other tools listed in this section. Google Privacy Policy
  • Microsoft Clarity : captures behavioral metrics, heatmaps, and session replay so we can see how visitors interact with our pages. Session replay on our site is configured to mask text and form input. Google Privacy Policy
  • Google Business Profile and Bing Places — host our practice listings, directions, hours, and patient reviews. Interactions with those listings occur on Google’s and Microsoft’s platforms and are governed by their privacy policies. Google Privacy Policy

Scheduling

  • Appointment Request Forms: Our appointment request forms collect the information described in Section 1. Form submissions are transmitted to our practice management team for scheduling follow-up. These are requests, not confirmed bookings; a team member will contact you to confirm.

Accessibility

  • UserWay: We use the UserWay accessibility widget to improve website accessibility for visitors with disabilities. UserWay may collect anonymized usage data related to accessibility feature usage. UserWay Privacy Policy

reCAPTCHA

  • Google reCAPTCHA: Our forms may use Google reCAPTCHA to protect against spam and abuse. reCAPTCHA collects hardware and software information and sends it to Google for analysis. Google Privacy Policy

3. How We Use Your Information

We use the information we collect for the following purposes:

  • To respond to your appointment requests, inquiries, and form submissions
  • To return your phone calls and process referrals
  • To improve our website functionality, content, and user experience
  • To measure the performance of our advertising campaigns
  • To display relevant ads to previous website visitors (remarketing)
  • To attribute phone calls and form submissions to marketing channels
  • To detect and prevent spam, fraud, and abuse
  • To comply with legal obligations

4. How We Share Your Information

We do not sell your personal information. We may share information with:

  • Service providers: third-party companies that help us operate our website, process forms, manage advertising, track analytics, and handle call tracking (as listed in Section 2). These providers access your data only to perform services on our behalf and are contractually required to protect it.
  • Advertising platforms: aggregated or pseudonymous data (such as cookie identifiers or hashed email addresses) shared with Google Ads, Meta, or Simpli.fi to measure ad performance and serve relevant ads. This data does not directly identify you by name.
  • Legal compliance: we may disclose information when required by law, court order, or governmental regulation, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
  • Business transfers: if 360 Dental Lounge is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

5. Cookies and Your Choices

Cookies are small text files stored on your device when you visit a website. We use both first-party cookies (set by our domain) and third-party cookies (set by the services listed in Section 2).

Types of cookies we use:

  • Strictly necessary cookies: required for the website to function (e.g., form submissions, navigation). These cannot be disabled.
  • Analytics cookies: help us understand how visitors interact with our site (GA4).
  • Advertising cookies: used to deliver and measure the effectiveness of our ads (Google Ads, Simpli.fi, Meta Pixel).
  • Functional cookies: support features like the UserWay accessibility widget.

How to manage cookies:

You can control cookies through your browser settings. Most browsers allow you to block or delete cookies, though doing so may affect website functionality. You can also opt out of specific advertising cookies:

6. Data Retention

  • Form submissions: retained as long as necessary to fulfill the purpose for which they were submitted (e.g., scheduling your appointment) and for our legitimate business records, unless you request deletion.
  • Analytics data: GA4 data is retained for 14 months from the date of collection, after which it is automatically deleted.
  • Call tracking data: call metadata and recordings (if enabled) are retained in accordance with CallTrackingMetrics’ retention policies and our own records management practices.
  • Advertising data: remarketing audiences are maintained for up to 540 days (the Google Ads maximum) unless you opt out or clear your cookies.
  • Patient health information: retention of PHI is governed by our HIPAA Notice of Privacy Practices and applicable Texas and federal law, not this website policy.

7. Data Security

We implement reasonable administrative, technical, and physical safeguards to protect information collected through our website. Our site uses HTTPS (TLS encryption) to secure data transmitted between your browser and our servers. However, no method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.

8. Children’s Privacy

Our website is not directed to children under 13. We do not knowingly collect personal information from children under 13 through our website. If you believe a child under 13 has submitted personal information through our site, please contact us at care@360dentallounge.com and we will promptly delete it.

9. Your Rights Under Texas Law

Under the Texas Data Privacy and Security Act (TDPSA), effective July 1, 2024, Texas residents may have certain rights regarding their personal data, including:

  • The right to confirm whether we are processing your personal data
  • The right to access your personal data
  • The right to correct inaccuracies in your personal data
  • The right to delete personal data you have provided to us
  • The right to obtain a copy of your personal data in a portable format
  • The right to opt out of the processing of personal data for targeted advertising, the sale of personal data, or profiling

To exercise these rights, contact us at care@360dentallounge.com or call (682) 888-0488. We will respond to verified requests within 45 days. If we deny your request, you may appeal by contacting us using the same methods.

Note: rights related to your protected health information as a patient are governed by HIPAA, not the TDPSA. See our HIPAA Notice of Privacy Practices for those rights.

10. Do Not Track

Some browsers transmit a “Do Not Track” (DNT) signal. There is currently no industry standard for how websites should respond to DNT signals. Our website does not currently alter its data collection practices in response to DNT signals. You can manage tracking through the cookie opt-out methods described in Section 5.

11. Third-Party Links

Our website may contain links to third-party websites, including our social media profiles (Facebook, Instagram, YouTube), Google Maps, payment processing portals, and financing partner sites (CareCredit, Cherry, Sunbit). These external sites have their own privacy policies, and we are not responsible for their content or practices. We encourage you to review their policies before providing personal information.

12. Changes to This Policy

We may update this policy from time to time to reflect changes in our practices, technologies, or legal requirements. The “Last Updated” date at the top of this page indicates when the policy was most recently revised. We encourage you to review this policy periodically.

13. Relationship Between This Policy and HIPAA

This Website Privacy & Cookie Policy and our HIPAA Notice of Privacy Practices are separate documents serving different legal purposes:

  • This policy covers how our website collects and uses data from all visitors, whether or not they are patients.
  • Our HIPAA Notice covers how we use and disclose protected health information (PHI) in our capacity as a healthcare provider, as required by the Health Insurance Portability and Accountability Act.

If you submit health-related information through our website (for example, describing a dental concern in an appointment request form), that information may become part of your patient record and be governed by both this policy and our HIPAA Notice.

14. Contact Us

If you have questions about this policy or wish to exercise your privacy rights, contact:

Privacy Officer, 360 Dental Lounge
3550 East Broad Street, Suite 112, Mansfield, Texas 76063
Phone: (682) 888-0488
Email: care@360dentallounge.com