Privacy & HIPAA Notice

hello plover is a covered healthcare entity subject to the Health Insurance Portability and Accountability Act (HIPAA). This notice describes how your protected health information (PHI) may be used and disclosed, and how you can access your own information.

Your protected health information includes: your name, contact information, dental X-rays, intraoral photographs, screening findings, and any notes associated with your appointment.

hello plover uses your health information only for the following purposes:

• Treatment: To perform your dental screening, analyze your images, produce your report, and communicate findings to you.
• Operations: To manage appointments, send confirmations, and maintain records of your screening for the legally required retention period.
• Referrals: With your consent, to refer you to a dental provider for follow-up care.
• Legal compliance: As required by Washington State law or applicable federal regulations.

• We do not sell your health information to any third party.
• We do not share your information with advertisers or marketing companies.
• We do not use your information to train AI models without your separate written consent.
• We do not share your information with your employer, insurance company, or family members without your explicit written authorization.

We share your protected health information only with:

• Pearl AI: Your de-identified radiographic images are analyzed by Pearl AI's FDA-cleared diagnostic platform. Pearl AI operates under a signed Business Associate Agreement (BAA) and is bound by HIPAA requirements.
• Modento: Our scheduling platform stores your appointment and contact information under a signed BAA.
• The supervising dentist: The licensed dentist who reviews your screening images and approves your report.
• You: Your report is delivered to the email address you provide at booking.

Under HIPAA, you have the following rights regarding your health information:

To exercise any of these rights, email us at admin@helloplover.health

hello plover uses encrypted storage and transmission for all patient health information. Your X-rays and screening data are stored in HIPAA-compliant systems. We do not transmit patient health information via unencrypted email.

In the event of a data breach that affects your protected health information, we will notify you within 60 days as required by HIPAA's Breach Notification Rule.

hello plover retains dental records for a minimum of 10 years from the date of service in compliance with Washington State dental record retention requirements. After the retention period, records are securely destroyed.

The hello plover website does not use advertising trackers, third-party analytics, or cookies beyond those necessary for the site to function. We do not collect personal information through the website beyond what you voluntarily provide when booking an appointment.

If you believe your privacy rights have been violated, you may file a complaint with hello plover by emailing admin@helloplover.health, or with the U.S. Department of Health and Human Services Office for Civil Rights at hhs.gov/ocr. You will not be retaliated against for filing a complaint.

Privacy Officer
hello plover
admin@helloplover.health
Seattle, WA