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Home Privacy Policy

Privacy Policy

Effective Date: 11-03-2025

At DMROYAL LLC, your privacy is our priority. We understand that the protection of your personal, professional, and patient information is fundamental to the trust you place in us. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website, use our services, or communicate with us.

We are committed to maintaining the confidentiality, integrity, and security of all information we manage — whether it pertains to our clients, their patients, or visitors to our website.

  1. Who We Are

    2. DMROYAL LLC is a U.S.-based dental billing service provider specializing in dental revenue cycle management, insurance processing, credentialing, and related administrative support services. We operate in strict compliance with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable privacy laws to protect all sensitive health and personal information entrusted to us.

    By using our website or engaging our services, you agree to the terms of this Privacy Policy.

  2. Information We Collect

    3. We collect information to provide and improve our services. The types of information we may collect include:

    • Personal Information

      • Information that identifies or can be used to identify you, such as:

      • Name, address, email address, and phone number
      • Business or practice name
      • Job title or role within your organization
      • Billing and payment details (when applicable)
    • Patient Information (Protected Health Information - PHI)

      • When providing billing and revenue cycle services, we may process Protected Health Information (PHI) as defined under HIPAA, which includes:

      • Patient names, addresses, and contact information
      • Insurance information and policy numbers
      • Treatment details, diagnostic codes, and billing data
      • Payment history and claim information

      All PHI is handled with the highest degree of confidentiality and in accordance with HIPAA regulations.

    • Technical Information

      • When you visit our website, we may automatically collect:

      • IP addresses
      • Browser type and version
      • Device information and operating system
      • Pages visited, duration, and referring URLs
      • Cookies and tracking technologies (see Section 6 below)
  3. How We Use Your Information

    4. We use the collected information for legitimate business and service-related purposes, including:

    1. Service Delivery:

      2. To perform billing, insurance verification, claim submission, credentialing, and other contracted services.

    2. Account Management:

      3. To create, maintain, and manage client accounts and service access.

    3. Communication:

      4. To respond to inquiries, provide support, send updates, and share service-related information.

    4. Compliance and Legal Obligations:

      5. To comply with HIPAA, regulatory, or contractual requirements and to prevent fraud or misuse.

    5. Website Improvement:

      6. To analyze website traffic and enhance user experience.

    6. Marketing and Updates (Optional):

      7. With your consent, we may send newsletters, service updates, or educational content relevant to dental billing and practice management. You may opt out at any time.

  4. How We Protect Your Information

    5. Protecting your information is central to our operations. DMROYAL LLC employs multiple layers of security controls, including:

    • HIPAA-Compliant Infrastructure: All PHI is transmitted and stored using HIPAA-compliant systems and encryption standards.
    • Encryption: Data in transit and at rest is encrypted using secure protocols (e.g., SSL/TLS, AES-256).
    • Access Controls: Only authorized personnel with verified credentials have access to sensitive information.
    • Regular Audits: We conduct internal audits, vulnerability scans, and compliance reviews to maintain data integrity.
    • Confidentiality Agreements: All employees and contractors sign strict confidentiality and HIPAA compliance agreements.
    • Secure Data Disposal: When information is no longer required, it is securely deleted or destroyed following approved data destruction protocols.

    Despite our best efforts, no online transmission or storage system is entirely foolproof. However, DMROYAL LLC maintains the highest possible standards to minimize risk.

  5. How We Share Information

    6. We value your trust and do not sell, rent, or trade your personal information. However, we may share information under specific circumstances, such as:

    • With Service Providers

      • We may work with trusted vendors (e.g., IT support, payment processors, or compliance platforms) who assist in our operations. These vendors are bound by confidentiality and HIPAA-compliant agreements.

    • For Legal and Compliance Reasons

      • We may disclose information when required by law, subpoena, or regulatory request, or when necessary to:

      • Protect our rights, property, or safety
      • Prevent fraud or misuse
      • Comply with healthcare or insurance regulations
    • Business Transfers

      • If DMROYAL LLC undergoes a merger, acquisition, or restructuring, information may be transferred under strict confidentiality agreements and with notice to affected parties.

  6. Cookies and Tracking Technologies

    7. Our website uses cookies and similar tracking tools to enhance user experience and analyze performance.

    Cookies may collect anonymous information such as session duration, page views, and navigation patterns. These cookies help us understand how visitors use our website and improve its functionality.

    You can modify your browser settings to refuse or delete cookies. However, doing so may limit certain website functionalities.

    We do not use cookies to collect or store personal or health-related data.

  7. Data Retention

    8. We retain data only as long as necessary to fulfill service obligations, legal requirements, or contractual terms.

    • Client Data: Retained as long as the business relationship exists or as required by law.
    • PHI: Stored and disposed of according to HIPAA retention guidelines.
    • Website Data: Anonymous usage data may be retained for analytics purposes.

    When data is no longer needed, it is securely deleted or anonymized.

  8. Your Rights and Choices

    9. Depending on applicable laws (such as HIPAA or CCPA), you may have the right to:

    • Access: Request a copy of your personal or account-related information.
    • Correction: Request corrections to inaccurate or outdated data.
    • Deletion: Request the deletion of personal data (subject to legal or contractual obligations).
    • Restriction: Limit how your data is used for non-essential purposes.
    • Opt-Out: Unsubscribe from promotional communications at any time.

    To exercise these rights, please contact us at:

    Email: support@dmroyal.com

    Phone: 1-888-677-4276

    We respond to all legitimate requests within a reasonable timeframe, as required by law.

  9. Third-Party Links

    10. Our website may contain links to third-party sites for educational or reference purposes. Please note that we are not responsible for the privacy practices or content of those websites. We encourage you to review their privacy policies before sharing any personal information.

  10. Children’s Privacy

    11. Our services are intended for professional dental practices and not for children under 18. We do not knowingly collect personal information from minors. If we learn that we have inadvertently collected such data, we will promptly delete it.

  11. HIPAA Compliance Statement

    12. DMROYAL LLC operates as a Business Associate under HIPAA regulations. We maintain Business Associate Agreements (BAAs) with all covered entities and vendors to ensure full compliance.

    Our HIPAA compliance includes but is not limited to:

    • Secure handling of all PHI
    • Access controls and audit trails
    • Breach notification procedures
    • Workforce training and certification

    We are dedicated to protecting the confidentiality and integrity of patient data at every step.

  12. Updates to This Privacy Policy

    13. We may update this Privacy Policy periodically to reflect changes in laws, technologies, or our services. The “Effective Date” at the top of this document will indicate when the policy was last revised.

    Significant changes will be communicated through email or website notices.

  13. Contact Us

    14. If you have any questions, concerns, or requests regarding this Privacy Policy or our data handling practices, please contact us:

    DMROYAL LLC

    Phone: 1-888-677-4276
    Email: support@dmroyal.com
    Address: 1989 Country Pl, Ojai, CA 93023, USA
  14. A Commitment to Trust

    15. At DMROYAL LLC, your confidence means everything to us. We recognize the sensitivity of the information you share — both personal and professional — and we take that responsibility seriously. Every policy, every process, and every system we implement is designed with one goal in mind: to protect your privacy and empower your practice to thrive with peace of mind.