Privacy Policy
Last updated: August 19, 2026
The short version
- We collect what you type into the evaluation form, and any X-ray or photo you choose to upload afterwards.
- We use it to review your case and contact you about it. That is all.
- We do not sell your information, and we never send your X-rays or clinical photos to advertising platforms.
- This website sets no cookies and runs no trackers.
- You can ask us to delete everything we hold about you, at any time, by emailing contact@drcarlosaguilardds.com.
Who is responsible for your information
This website belongs to the dental practice of Dr. Carlos Aguilar León at Oral Hospital - Galería Dental, Heredia, Costa Rica. The practice decides what is collected here and why, and is responsible for looking after it.
A marketing agency runs the website and the enquiry system on the practice's behalf. They act on the practice's instructions and may not use your information for anything else.
What we collect
Only what you give us. There is no hidden collection on this site.
| What | When | Required? |
|---|---|---|
| Your name, email address and phone number | Step 1 of the evaluation form, with your consent | Yes — otherwise we cannot reply |
| The treatment you are considering, and whether you can travel | Step 2 | Yes |
| Anything you write in the message box | Step 3 | No |
| X-rays, CBCT scans or photos of your smile | Only after you send the form, if you choose to add them | No |
| Which page you were on when you wrote to us, and the date and time | Automatically, with your enquiry | — |
The form saves each step as you go. Once you have agreed and moved past step 1, your name, email address and phone number are already recorded — closing the tab at step 2 does not undo that. We do it this way so that a patient we could help does not disappear over a half-finished form, and it is why the consent box sits on the first step rather than the last: nothing is kept until you have ticked it. Enquiries that stop partway are marked as incomplete, and you can ask us to delete one exactly as you would a finished one.
Our hosting provider also keeps short-lived server logs, which include the IP address that made the request. These are a normal part of running a website securely and are not used to build any profile of you.
Why we collect it
- To answer you. Contact details exist so the international patient team can reply about your evaluation.
- To review your case. Your treatment interest, message and any images you send let Dr. Aguilar prepare a preliminary recommendation and an itemized estimate before you travel.
- To keep the practice's own records of who enquired and what was answered.
We do not use what you send here to target advertising at you, and we do not build advertising audiences out of it.
Where it goes, and who can see it
Your enquiry is stored in tools the practice and its agency use to manage patient enquiries:
| Service | What it holds |
|---|---|
| Vercel (website hosting) | Passes your enquiry through; keeps short-lived server logs |
| Google Workspace — Sheets and Drive | The enquiry record, and any X-rays or photos you uploaded |
| GoHighLevel (patient contact system) | Your contact details and treatment interest, so the team can follow up |
Access is limited to named people who need it: the practice's marketing administrator and the web developer who maintains the system. It is not shared with anyone else, and it is never published or made available through a public link.
Your X-rays and clinical photos are handled more narrowly than the rest. They stay inside the practice's own Google Drive and the clinical review. They are not copied into the contact system, not sent to any advertising or messaging platform, and not used to train or feed any AI system.
What we never do
- We do not sell your information, and we do not trade or rent it.
- We do not send your health information — including which treatment you asked about — to advertising platforms.
- We do not add you to unrelated marketing lists. When you send the form, you are agreeing to be contacted about your evaluation, not to receive promotions.
Cookies and tracking
This website sets no cookies and contains no analytics, advertising pixels or third-party trackers. Nothing here follows you to other sites. Fonts are served from this site rather than from a third party, so simply reading a page contacts nobody but us.
The one exception is the patient video. It shows as a still image until you click it; only then does YouTube load, in its no-cookie mode. If you never press play, YouTube is never contacted.
If the practice later adds advertising measurement, this page will say so before it is turned on, and where the law requires your permission first, you will be asked for it rather than told about it afterwards.
How long we keep it
- Enquiries are kept for up to 24 months after we last spoke, then deleted.
- X-rays and photos from people who do not become patients are deleted within 12 months.
- If you become a patient, your clinical records are kept by the clinic under Costa Rican rules for medical records, which are separate from this website.
You do not have to wait for those periods to run out — you can ask us to delete your information sooner.
Your choices
Whoever you are and wherever you live, you may ask us to:
- tell you what we hold about you, and give you a copy;
- correct anything that is wrong;
- delete what we hold; or
- stop contacting you.
Email contact@drcarlosaguilardds.com and say what you want done. We reply within 30 days, and we do not charge for this. We may need to confirm you are the person the information is about before we act — which is a protection for you, not an obstacle.
If you live in Washington or Nevada, you have additional rights over health-related information, described in our Consumer Health Data Privacy Policy.
Because the practice is in Costa Rica, information you send is handled there as well as in the United States, under Costa Rica's data protection law (Ley 8968).
Some things worth being plain about
This site is not a medical record, and we are not a U.S. provider
Dr. Aguilar's practice is in Costa Rica and does not bill U.S. health insurance, so it is not a HIPAA covered entity and this website is not a HIPAA-covered service. We hold your information carefully because it is yours, not because a U.S. statute forces us to.
Nothing here is a diagnosis
A recommendation based on photos or an X-ray is preliminary. A final treatment plan always requires clinical evaluation in person.
Children
This site is meant for adults. We do not knowingly collect information from anyone under 18. If you believe a child has sent us something, write to us and we will delete it.
Changes to this policy
If we change how we handle your information, we update this page and change the date at the top. Material changes will be described here rather than made quietly.
Contact
Questions about this policy, or about anything we hold on you:contact@drcarlosaguilardds.com
Oral Hospital - Galería Dental · Heredia, Costa Rica