Privacy Policy

Last updated: March 4, 2026

Introduction

SGC Office Helper ("Company," "we," "us," "our," or "Service Provider") is committed to protecting the privacy and security of information entrusted to us by dental and medical practices. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services.

As a healthcare service provider handling Protected Health Information (PHI) and practice operational data, we maintain strict compliance with applicable privacy laws, including HIPAA, HITECH Act, and other relevant regulations.

Information We Collect

Information Provided Directly by You

When you contact us through our consultation form or communicate with our team, we may collect:

• Contact information (name, email, phone number, practice name)
• Practice location and service area
• Information about your practice's operations and needs
• Details about your interested services (Revenue Cycle Management, Administrative Support, Job Board)

Automatically Collected Information

When you visit our website, we may automatically collect:

• Browser type and device information
• IP address and geolocation data
• Pages visited and time spent on our site
• Referral source and navigation patterns
• Cookies and similar tracking technologies

How We Use Your Information

We use the information we collect for the following purposes:

• To respond to consultation requests and provide service quotes
• To communicate about our services and offerings
• To improve our website functionality and user experience
• To comply with legal and regulatory requirements
• To analyze website performance and user behavior
• To send marketing communications (with your consent where required)
• To prevent fraud and protect the security of our systems

HIPAA Compliance & Protected Health Information

When SGC Office Helper provides Revenue Cycle Management, Administrative Support, or Job Board services, we act as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA). In this capacity:

• We maintain strict safeguards for all Protected Health Information (PHI)
• We only use PHI to the extent necessary to perform contracted services
• We implement administrative, physical, and technical security measures
• We comply with HIPAA Security Rule and Privacy Rule requirements
• We maintain audit controls and access logs for all PHI handling
• All staff members receive HIPAA training and understand confidentiality obligations

Practices will execute a Business Associate Agreement (BAA) prior to services commencing to formalize our HIPAA compliance obligations.

Data Security

We implement comprehensive security measures to protect your information:

• Encrypted data transmission using SSL/TLS protocols
• Secure servers with firewalls and intrusion detection systems
• Role-based access controls limiting data access to authorized personnel only
• Regular security audits and penetration testing
• Secure disposal procedures for sensitive information
• Backup systems and disaster recovery protocols
• Monitoring and logging of all data access activities

While we maintain reasonable security measures, no system is completely secure. We encourage you to use strong passwords and report any security concerns immediately.

Information Sharing & Disclosure

We do not sell, trade, or rent your personal information. We may share information only in these circumstances:

• Service Providers: With vendors and contractors who assist us in providing services, subject to confidentiality agreements
• Legal Compliance: When required by law, court order, or regulatory authority
• Your Consent: With other parties when you explicitly authorize it
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Practice Operations: Within your practice's management structure as necessary for service delivery

Cookies & Tracking Technologies

Our website uses cookies and similar technologies to enhance your browsing experience. These may include:

• Essential Cookies: Required for website functionality
• Analytics Cookies: To understand how visitors use our site
• Marketing Cookies: To deliver relevant advertisements and track campaign performance

You can control cookie settings through your browser preferences. Disabling cookies may affect website functionality.

Your Privacy Rights

Depending on your location and applicable laws, you may have the following rights:

• Right to Access: Request access to your personal information we hold
• Right to Correction: Request correction of inaccurate or incomplete information
• Right to Deletion: Request deletion of your information (subject to legal retention requirements)
• Right to Opt-Out: Opt out of marketing communications and certain data uses
• Right to Data Portability: Request your information in a portable format
• HIPAA Rights: Access, amendment, accounting of disclosures, and other HIPAA-specific rights

To exercise these rights, contact us using the information in the "Contact Us" section below.

Data Retention

We retain your information for as long as necessary to:

• Provide our services and fulfill contractual obligations
• Comply with legal, regulatory, and tax requirements
• Resolve disputes and enforce agreements
• Maintain business records and audit trails

Healthcare-related information is retained according to HIPAA requirements and applicable state laws. Once retention periods expire, information is securely destroyed.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of external sites. We encourage you to review their privacy policies before sharing information.

Children's Privacy

Our services are not directed to children under 13 years of age. We do not knowingly collect personal information from children. If we become aware that a child has provided us with information, we will take steps to delete such information and terminate the child's account.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, and legal requirements. We will notify you of material changes by updating the "Last updated" date and posting the revised policy on our website. Your continued use of our services indicates acceptance of the updated policy.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us: