Delta Dental of Virginia and its affiliated companies (“Delta Dental” or “we” or “us”) are committed to protecting the privacy of all individuals who utilize the DeltaDentalVA.com website (“Our Services”). Please read the following policy to understand how we collect, use and safeguard the information you, as an individual consumer (as opposed to a provider, employer or others) may provide to us via Our Services. This statement may be revised from time to time, so please revisit this page often to remain fully informed of our policies.
By using Our Services, you acknowledge that you have read and understand the practices contained herein. By using any of Our Services, whether by visiting deltadentalva.com and/or voluntarily providing your personally identifiable information to us, you acknowledge that we collect and use your information as set forth in this Privacy Policy.
 

Applicability of this privacy policy

This Privacy Policy is subject to our Terms of Use. This Privacy Policy applies only to information submitted and/or collected online through Our Services and does not apply to information that we may collect offline or other than through Our Services (including through any Delta Dental social media websites or channels). In addition, this Privacy Policy is applicable regardless of the device used to access Our Services (e.g., personal computer, mobile device, consumer electronics device, or any other technology or software known today or developed in the future). However, certain terms of this Privacy Policy apply only to individuals who seek or have sought or obtained coverage underwritten or administered by DDVA (such individuals are herein referred to as “Members”) and/or who register for the Our Services. 

When you interact with this website, including by registering for Our Service, Delta Dental may collect your Personally Identifiable Information pursuant to the terms set forth herein. This Privacy Policy describes the processing of Personally Identifiable Information that is provided, collected, or disclosed while providing this website. “Personally Identifiable Information” is information that uniquely identifies, relates to, describes, or is reasonably capable of being associated with or linked to you.

We are also required to protect certain information under the standards of the Health Insurance Portability and Accountability Act or the Health Information Technology for Economic and Clinical Health Act (collectively, “HIPAA Protected Health Information”). We use, disclose, and protect such HIPAA Protected Health Information in accordance with our Notice of Privacy Practices. Please note that this Policy does not apply to HIPAA Protected Health Information and is distinct from our Notice of Privacy Practices.

This Privacy Policy does not apply to information about you collected by any third parties, including any third party services, applications, or websites or advertisements associated with, linked to or otherwise accessible from Our Services. The information collected or received by such third parties is subject to their own privacy policies, statements, and practices and under no circumstances are we responsible or liable for any third party’s compliance therewith. Please refer to the privacy statements or policies for such third-party services for information about how they collect, use, and process personal information. This Privacy Policy also does not apply to information collected on sites linking to a different privacy notice.
 
 

What information do we collect from you?

We collect a variety of information from and about you through the Our Services, including both directly from you and automatically as a result of your use of and access to Our Services.

You have choices about the information we collect. When you are asked to provide information, you may decline; but if you choose not to provide information that is necessary to provide a service or feature, you may not be able to use that service or feature. For example, registering for an account is optional and requires you to provide additional information, which may include but is not limited to insurance information, your email address, your mobile phone number, and your name; similarly, if you request information about your coverage or claims through Our Services, you will need to provide certain information as part of the request. In addition, as noted below in the section captioned “Cookies and Web Tracking,” it is possible to change your browser setup to block the automatic collection of certain information.

Information Collected Automatically — We utilize commonly-used automated information gathering tools on Our Services. When you browse deltadentalva.com, we collect information about the type of device you use to access Our Services, as well as information about your use of Our Services. In addition, information may also be collected as website event activity. For example, event entries are generated every time a user visits a particular page or clicks an image on our website, and collects information on how many "hits" a particular web page is getting (a.k.a. "click-through data"), the dates and times that you use Our Services, the pages you visit, the amount of time spent on specific pages, and other similar usage information, and general data (including the name of the web page from which you entered deltadentalva.com). See also the section below captioned “Cookies and Web Tracking. 

Account Registration — If you choose to become a registered user of Our Services, we request that you provide us your first name, last name, Member ID, social security number, date of birth, ZIP code, and email address.

Find A Dentist — As a convenience, Our Services permit you to search for participating dentists and oral health professionals (“Providers”) in your geographic area. When you choose to search for Providers, you may be asked to provide basic information regarding your dental insurance and either access to your device’s location information, your physical address, or your ZIP code in order to provide you with information regarding nearby Providers.

Dental Care Cost Estimator — Our Services permit you to receive cost estimates for certain common categories of dental treatment. To take advantage of this tool, you are asked to enter your ZIP code and the type of treatment sought. 

Contact Us — Our Services also permit you to contact us via email. Please note that the email functionality provided by Our Services is not a completely secure and confidential means of communication. It is possible that your email communication may be accessed or viewed by another internet user while in transit to us. If you wish to keep your communication private, do not use the email functionality. In such case, please contact us by phone. Should you contact us via email, your email address and any other information you provide in such email will be collected and retained in accordance with this Privacy Policy. Such emails may not be secure and you may not want to include any personal information in such emails.

Mobile App — Individuals who download or use the Delta Dental mobile app should refer to the specific terms of use and/or privacy statement applicable to the mobile app.

Cookies; Web and Web Usage Tracking — In order to personalize and enhance your experience on Our Services, we may also automatically collect information through “cookies.” Cookies are small strings of text that are sent by Our Services to your browser and then stored by your browser on your computer’s hard drive or other device. We may also use cookies to help diagnose problems with our servers, to administer Our Services, to gather information about the how Our Services are used (including information gathered anonymously from users’ clicks, taps, mouse movements, keystrokes and scrolling behavior), and to gather broad demographic information. For additional information on the types of cookies we may use, see the section below captioned “How Is Your Information Used? – Sharing Information – Analytics” as well as our cookie preference center at the bottom of this page under the Company info section. Most web browsers automatically accept cookies, but it is possible to change your browser setup so that it does not accept cookies. However, rejecting certain cookies may prevent you from taking advantage of certain portions, functionality or features of Our Services.

Do Not Track —  We comply with and adhere to any web browser’s “do not track” (DNT) signal or other mechanisms that provide consumers with the ability to exercise choice regarding the collection of personal information about your online activities over time and across third party websites.
Finally, we may collect data that is not considered “personal information.” To the extent such data is stored or associated with personal information, it will be treated as personal information; otherwise, such data may be used or distributed at our discretion.
 

How is your information used? 

Our Use of Information. We collect, retain, and use personal information as required or permitted by law; for legitimate business purposes; to perform functions or activities on behalf of, or provide services to you; with your consent, as required by applicable law; and/or as necessary to complete any transaction or provide you with information or services you have requested or authorized. These uses may include, without limitation: to provide you with information regarding us and/or our products and services; to provide you information regarding dental health Providers in your geographic area; to provide the functionality of or obtainable through Our Services; to respond to an inquiry from you or address a request submitted by you (including contacting you directly to request additional information to process your inquiry or request); to allow you to manage your benefits, including obtaining information regarding your benefits and/or claims submitted; for our proper management and administration or to fulfill our legal responsibilities; to perform data aggregation services in order to provide analysis relevant to the health care operations of Delta Dental; to create de-identified data; to operate and improve our services (including benefits offerings and services provided by Delta Dental); to operate or improve services we provide including Our Services; to monitor visitor traffic patterns and usage of Our Services in order to assess overall services activity, track interest in particular portions of Our Services, and troubleshoot technical concerns; to gather and analyze data for our internal studies so we can constantly improve our services; to comply with applicable laws, regulations and rules, and requests of relevant law enforcement and/or other governmental agencies; to enforce our Terms of Use; and/or to protect the rights, property, or safety of us, our users, and others. 

Note that our use, sharing, and processing of individually identifiable health information is described below in the “Individually Identifiable Health Information” section.

Text and Unencrypted Email Messages — With your consent, we and our subsidiaries and affiliated companies may send text and/or unencrypted email messages containing notifications, reminders, tips and links to surveys and information related to your dental insurance for treatment, payment and healthcare operations purposes at the phone number and/or email address you have provided. Messages sent by text and/or unencrypted email may include individually identifiable health information. Because these messages are not encrypted, there is some risk that the messages could be read by someone other than you. You are not required to provide this consent. We will not condition your eligibility for benefits, treatment, enrollment or payment of claims on whether you provide this consent. To stop receiving text messages, text “STOP” and for help, text “HELP”. Message and data rates may apply.

Sharing Information — We do not sell or rent your personal information to third parties for their marketing use. However, some of the above uses involve sharing collected personal information with third parties, including service providers, business associates, and affiliates. We share personal information; as required or permitted by law; for legitimate business purposes; with your consent, where required by law; as necessary to complete any transaction or provide you with information or services you have requested or authorized; to obtain your feedback on your dental appointment experience; for our proper management and administration or to fulfill our legal responsibilities; to perform data aggregation services in order to provide analysis relevant to the health care operations of Delta Dental; and/or to create de-identified data; in each case as provided in this Privacy Statement.

Examples include:

Google Maps — We make use of Google Maps services for geolocation, map, autocomplete and driving direction functions. When you access this functionality from Our Services, you do so through Google Maps services where certain information is collected directly by Google. Use of the Google Maps functionality is governed by Google’s own Privacy Policy located at https://www.google.com/policies/privacy/.

Analytics — We use and share information with Google Analytics in order to provide us and/or third parties who work for us with information about the use of Our Services and third party websites or applications, and to better understand how Our Services are used. Such information will not include your name, address, Member ID, or similar information. To better understand how Google Analytics collect and processes information, please review the following: https://policies.google.com/technologies/partner-sites

Also, we may share in aggregate, statistical form, non-personal information regarding the visitors to Our Services, traffic patterns, and Our Services usage with our partners, affiliates or advertisers. In addition, we will disclose information we maintain, including personal information: (i) when permitted or required to do so by law, or may disclose such information in response to a request from a law enforcement agency or authority or any regulatory authority; (ii) to protect the integrity of Our Services or the interests, rights, property, or safety of Delta Dental and its affiliates, our users and others; or (iii) to enforce our Terms of Use).
 

RETENTION OF COLLECTED INFORMATION

We retain personal information collected through Our Services for a reasonable period of time consistent with the purpose for the collection (e.g., to provide the services you request), or for other essential purposes including compliance with applicable laws, dispute resolution, and business operations. These retention periods can vary significantly depending on the type of information collected and the context.
 

Communications opt out

You may opt out of receiving materials or other communications from us by following the opt-out link or other unsubscribe instructions provided in any email or text message received, or by contacting us as provided at the end of this Privacy Policy. You may also be able to customize the communications you receive from us through preferences in your user account if you have registered for such an account, such as by activating or deactivating push notifications through your mobile device’s settings. If you do business with us, you may not opt out of automated notifications based on business transactions (e.g., e-commerce).
 

Children

In compliance with the Children’s Online Privacy Protection Act, 15 U.S.C. §§ 6501-06 and 16 C.F.R. §§ 312.1-312.12, we do not permit children under 13 years of age to become registered users of Our Services, and we do not knowingly collect information from children. By using Our Services, you represent that you are 13 years of age or older.

 

Protecting your personal information

Because security is important to both us and you, we employ reasonable safeguards designed to promote the security of our systems and protect your personal information from unauthorized destruction, use, modification, or disclosure. Personal information is protected using various physical, administrative and/or technical safeguards in transit and at rest.

However, it is important to note that no method of safeguarding information is 100% secure. While we try to ensure the protection of your personal information, we cannot guarantee that our safeguards will be effective or sufficient. In addition, you should be aware that Internet data transmission is not always secure and we cannot warrant that information you transmit utilizing Our Services is secure. The email functionality provided by Our Services is not a completely secure and confidential means of communication. It is possible that your email communication may be accessed or viewed by another internet user while in transit to us. If you wish to keep your communication private, do not use such email functionality. In such case, please contact Delta Dental by phone.
 

Business transfer

Delta Dental may, in the future, sell or otherwise transfer some or all of its assets to a third party. Your personal information we obtain from you via Our Services may be disclosed to any potential or actual third party purchasers of such assets and/or may be among those assets transferred.

 

Individually identifiable health information

Many of the services offered on Our Services, e.g., account registration, Find a Dentist, our Dental Care Cost Estimator, and Member-facing domains on our websites regard your individually identifiable health information. We consider your individually identifiable health information to be private and confidential. We collect, use, and disclose your individually identifiable health information in accordance with applicable law and the terms of applicable HIPAA business associate agreements.

To the extent applicable, HIPAA business associate agreements generally permit us to use and disclose your individually identifiable health information (1) to perform functions or activities on behalf of, or provide services to, your dental and/or vision benefit programs and claims, or as otherwise permitted or required by law including HIPAA; (2) for our proper management and administration or to fulfill our legal responsibilities; (3) to perform data aggregation services in order to provide analysis relevant to the health care operations of DDVA; or (4) to create de-identified data. 
 

Your rights and choices

Depending on where you live, you may have the below rights with respect to your personal data.
Please note, this section does not apply to your individually identifiable health information, including when you register for an account and use such registered account, use Find a Dentist, and use our Dental Care Cost Estimator as a registered user. 

• Right to Know. You may have the right to confirm that we process your personal information and to request information we have collected about you.
   
• Right to Data Portability. You may have the right to receive copies of your personal information that we have collected in a commonly used and machine-readable format
   
• Right to Delete. You may have the right to request that we delete your personal information.
   
• Right to Correct. You may have the right to request that we correct inaccurate personal information that we maintain about you.
   
• Right to Opt-Out. You may have the right to opt out of the sale of your personal information, targeted advertising, and profiling in furtherance of decisions that produce legal or similarly significant effects on you. Please, note, however, we do not use your personal information for these purposes.

You or your authorized agent may exercise the Right to Know, Right to Delete, and Right to Correct, if you have these rights, by calling us at (540) 989-8000.

We will not discriminate against you, in any manner prohibited by applicable law, for exercising these rights.
In order to process your requests, we may need to obtain information to locate you in our records or authenticate and verify your identity, depending on the nature of the request. In most cases, we will collect some or all of the following data elements: Date of Birth and Member ID. In some cases, we may request different or additional information, including a signed declaration that you are who you say you are, and will inform you if we need such information.

Authorized agents may exercise rights on behalf of consumers. We may require the agent to demonstrate authority to act on behalf of you by providing signed permission from you. We may also require you to verify your own identity directly with us or to directly confirm with us that you provided the authorized agent permission to submit the request.

If you would like to appeal any action taken in response to your requests, please contact us at the information below.
 

Effectiveness and changes to our Privacy Policy

This Privacy Policy is effective as of June 1, 2025. We reserve the right, at any time, to modify, alter, or update this statement, and any such modifications, alterations, or updates will be effective upon posting. We encourage you to periodically review this Privacy Policy. In the event we modify this Privacy Policy, we will post a notice to our website that it has been updated, and your continued use of Our Services will signify your acceptance of the modified Privacy Policy.
 

Questions?

Questions regarding this Privacy Policy should be directed to:
Delta Dental of Virginia Attention: Privacy Officer