Privacy Policy

Last updated: September 1, 2026

Limestone Hills Orthodontics (“we,” “us,” or “our”) respects your privacy. This Privacy Policy explains what information we collect when you use our website at https://limestonehillsorthodontics.com/ (the “site”) or contact our office by phone, text, email, or in person, how we use it, who we share it with, and the choices you have.

This policy covers our website and our everyday communications with you. Your medical and dental records are protected separately under HIPAA; see the section “Your health information (HIPAA)” below.

Who we are

Limestone Hills Orthodontics
7300 Ranch to Market Rd 2222, Building 5, Suite 217
Austin, TX 78730
Call or text: (512) 720-6399
Email: consultations@limestonehillsortho.com

The practice is led by Dr. Rodrigo Viecilli, DDS. If you have any question about this policy or about your information, contact us using the details above.

Information we collect

What you send through this website

Our contact form asks for:

First and last name
Email address
Phone number, and whether you prefer phone, text, or email
Whether you are a new patient, a current patient, transferring from another orthodontist, or a referring dentist
Your insurance provider, if you choose to enter it
How you heard about us
A message box, which invites you to describe your smile goals or ask a question

When you book through the scheduler on our consultation page, that booking is handled by OrthoSync rather than by the website itself. See “Who we share information with” below.

What you send through a website form is stored in our website system and emailed to the office so we can reply and prepare for your visit. Our website system is not the medical records system we use for your care, and it is not covered by HIPAA in the way your patient record is. So please keep website messages brief: do not send medical history, diagnoses, medication lists, images, or anything urgent through a website form. For anything urgent, or anything detailed about your health, call the office.

What we collect as your orthodontist

Your health and dental information, including dental and medical history, medications, allergies, diagnostic images, treatment plans, and insurance details, is collected in the office, on the patient intake forms you sign, or through our patient management system. That information is part of your patient record and is protected under HIPAA, as described in “Your health information (HIPAA)” below. We do not collect it through this website, beyond the insurance provider and the short questions listed above. The message box is there for a brief description of what you are looking for, not for your medical history.

Information collected automatically

When you visit the site, our hosting and security systems record basic technical data needed to deliver the pages and protect the site: your IP address, browser and device type, the pages you request, and the date and time of each request. This happens on every website and does not require your consent.

Beyond that, the site uses cookies and similar technologies only as described in the next section and in our Cookie Policy. Analytics cookies are never set unless you choose to accept them.

When you first visit the site you will see a cookie banner with two equal choices, Accept and Reject, plus a Preferences option to choose by category. Until you make a choice, the site sets only strictly necessary cookies and loads no analytics or advertising tools. Scrolling or continuing to browse is not treated as consent.

Strictly necessary: cookies that make the site work and keep it secure, such as the cookie that remembers your cookie choices and the Cloudflare cookie that protects the site from bots. These do not need consent.
Analytics (only if you accept): Google Analytics 4, which tells us how many people visit, which pages they read, and whether the site works well on their devices. Google Analytics runs through Google Tag Manager and is configured with Google Consent Mode so that nothing is measured until you accept. We use it to improve the site, not to identify you.

Our contact, consultation request, and payment calculator pages load no analytics or advertising tags at all, even if you accepted cookies.

You can change or withdraw your choice at any time by clicking Cookie Preferences in the footer of any page. If your browser sends a Global Privacy Control (GPC) signal, we treat it as a rejection of all non-necessary cookies. We keep a record of the choice you made (date, time, and the categories you allowed) so we can show that we honored it.

We do not currently run advertising pixels, session recording, or heat mapping tools on the site. If we ever add a tool of that kind, we will update this policy and the Cookie Policy first, and it will only run with your consent.

The full list of cookies, who sets them, and how long they last is in our Cookie Policy.

How we use your information

We use the information we collect to:

Provide orthodontic care and manage your treatment
Schedule, confirm, and remind you about appointments, including by text message or email
Respond to your requests, questions, and feedback
Verify insurance and process claims and payments
Understand how visitors use the site so we can improve it (only with your analytics consent)
Keep the site secure and prevent abuse of our forms
Comply with legal and regulatory obligations

We do not sell your personal information, and we do not share it with third parties for their own marketing. Your mobile phone number and text message consent will not be shared with third parties or affiliates for marketing or promotional purposes.

We share information only with service providers who help us run the practice and the site, and only for the purpose we engaged them for. Each is bound by contract. Vendors that handle information from your patient record are also covered by a HIPAA business associate agreement. The services used by the site today are:

Cloudflare: delivers the site and protects it from attacks. Processes IP addresses and sets one strictly necessary cookie.
Complianz: shows the cookie banner, blocks tracking until you choose, and stores your consent choice. It runs on our own server as part of this website; your choice is not sent to a third party.
Google Tag Manager and Google Analytics 4: site analytics, only after you accept analytics cookies. Google’s privacy policy applies: policies.google.com/privacy.
Google reCAPTCHA: protects our online forms from spam. This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.
OrthoSync: the online scheduling calendar on our consultation page and the Payment Portal linked from every page are hosted by OrthoSync. What you enter there goes to OrthoSync and to our office.
YouTube: two videos on our About page open in a pop-up player when you click them. Nothing loads from YouTube until you do. Once the video plays, Google’s privacy policy applies.
Google Maps: the maps on our contact page and our area pages. Loading a map sends your IP address to Google and may set Google cookies.
InLinks: adds related links between our own pages. Its script loads from jscloud.net and receives the page address and your IP address. In our testing it set no cookies.
Practice management and appointment scheduling software: stores patient records, appointment data, and billing information on HIPAA-compliant servers, and sends our appointment confirmations and reminders.
Grin: if you join our remote monitoring program, the Grin app processes the scans you take under Grin’s own HIPAA-compliant privacy policy.

We may also disclose information when the law requires it, to protect the rights and safety of our patients and staff, or as part of a sale or reorganization of the practice, in which case this policy continues to apply.

We do not transfer your information outside the United States. Some of the providers above are global companies that may process technical data on servers elsewhere under their own privacy policies.

Text messages (SMS)

By providing your mobile number, you consent to receive text messages from Limestone Hills Orthodontics, such as appointment reminders, confirmations, and replies to your questions. Message frequency varies. Message and data rates may apply.

How to opt in: give us your mobile number on a form on this site, on a patient form in the office, or by asking a team member.

How to opt out: reply STOP to any message, call or text (512) 720-6399, or email consultations@limestonehillsortho.com. After you opt out, you will not receive further texts from us except a single message confirming your opt-out. Reply HELP for help.

Your mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are not shared with any third parties.

Your health information (HIPAA)

As a healthcare provider, Limestone Hills Orthodontics is subject to the Health Insurance Portability and Accountability Act (HIPAA). Your protected health information, including your records, treatment plans, diagnostic images (including CBCT scans), and insurance information, is handled under HIPAA’s Privacy Rule and Security Rule and is described in our Notice of Privacy Practices, which is a separate document. You may request a copy at any time by calling (512) 720-6399 or asking at the front desk.

We may use and disclose protected health information without your written authorization for treatment (for example, sharing records with a referring dentist or oral surgeon), payment (for example, submitting claims to your insurer), and healthcare operations (quality improvement, staff training). Any other use or disclosure requires your written authorization, which you may revoke at any time.

Your choices and rights

You can:

Accept, reject, or change cookie categories at any time through the Cookie Preferences link in the site footer
Ask what personal information we hold about you and request a copy
Ask us to correct information that is inaccurate or out of date
Ask us to delete your information, as allowed by law (Texas law requires us to keep patient records for a set period)
Opt out of text messages or marketing communications at any time
Request a copy of our HIPAA Notice of Privacy Practices

To exercise any of these rights, call or text (512) 720-6399, email consultations@limestonehillsortho.com, or use the contact page. We will respond within 45 days. We will never treat you differently for exercising a privacy right.

Texas residents. Under the Texas Data Privacy and Security Act, Texas residents may have the right to confirm whether we process their personal data, to access, correct, or delete it, to obtain a copy in a portable format, and to opt out of the sale of personal data, targeted advertising, or profiling. We do not sell personal data, we do not use it for targeted advertising, and we do not profile you. Health information covered by HIPAA is governed by HIPAA and our Notice of Privacy Practices rather than by this section. If we decline a request, you may appeal by replying to our response; we will answer the appeal in writing, and you may then contact the Texas Attorney General.

We honor Global Privacy Control browser signals as an opt-out of non-necessary cookies. We do not respond to other “Do Not Track” browser settings because there is no common standard for them.

Data security

We use administrative, technical, and physical safeguards to protect your information. The site is served over HTTPS, forms are protected against automated abuse, and patient records are kept in HIPAA-compliant systems with role-based access. No system is completely secure, but we take reasonable steps to protect your data and we review our vendors regularly.

How long we keep information

We keep patient records for as long as Texas law and our professional obligations require. Website form submissions are kept only as long as needed to respond to you and are then deleted or moved into your patient record. Cookie lifetimes are listed in the Cookie Policy. Consent records are kept for as long as needed to demonstrate your choice.

Children’s privacy

We treat children, teens, and adults. When a patient is under 18, a parent or legal guardian provides the information and consent for treatment and signs all intake forms. We do not knowingly collect personal information from children under 13 through the site without a parent’s consent. If you believe a child has sent us information through the site, contact us and we will delete it.

Links to other websites

The site links to other websites, such as our social media pages, review sites, and orthodontic organizations. We are not responsible for their privacy practices. Please review the privacy policy of any site you visit.

Changes to this policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top shows the most recent revision. If we add a new cookie or third-party tool, we will update this policy and the Cookie Policy before it goes live. Changes are posted at https://limestonehillsorthodontics.com/privacy-policy/.

Contact Limestone Hills