This Privacy Policy explains how Handpiece Parts & Products, Inc. (“we,” “us,” or “our”), operating under the trade name HandpieceMD, collects, uses, discloses, and safeguards your personal information when you visit our website at handpiecemd.com (the “Site”) or use our dental handpiece repair services (the “Services”). By accessing the Site or using our Services, you acknowledge that you have read and understood this Privacy Policy.

1. Entity Information

The data controller responsible for your personal information is:

Handpiece Parts & Products, Inc.
operating the HandpieceMD website
707 W. Angus Ave, Orange, CA 92868
Email: privacy@handpiecemd.com
Phone: (714) 997-4331

2. Categories of Personal Information We Collect

Information you provide directly: Full name, dental practice or business name, email address, phone number, mailing and shipping address, handpiece brand/model/serial number, and any information included in free-text form fields (such as issue descriptions or messages).

Information collected automatically: IP address, browser type and version, operating system, referring URL, pages visited, date and time of access, and device identifiers. This information is collected through server logs and the technologies described in Section 6 below.

We do not collect Social Security numbers, financial account numbers, health or medical information, biometric data, or precise geolocation data.

3. How We Use Your Information

We use personal information for the following business purposes: processing and fulfilling repair orders and mail kit requests; providing free estimates; communicating about the status of your repair; generating and sending shipping labels; responding to inquiries submitted via our contact form; improving our Site and Services; preventing fraud and spam through security tools; complying with legal obligations; and enforcing our Terms of Service.

We do not use personal information for automated decision-making or profiling.

4. Legal Basis for Processing

We process your personal information on the following legal grounds: performance of a contract (when you submit a repair request); legitimate business interests (improving our Services, preventing fraud); your consent (where applicable); and compliance with legal obligations.

5. Disclosure of Personal Information

We do not sell, rent, or trade your personal information to third parties for their marketing purposes. We have not sold or shared personal information in the preceding 12 months.

We may share personal information with the following categories of service providers solely to fulfill our Services: shipping carriers (UPS, FedEx, USPS) for processing shipments; email infrastructure providers for delivering transactional messages; Google (reCAPTCHA v3) for spam prevention; Google Analytics (GA4) for website traffic analysis; and Microsoft (Clarity) for anonymized website usage analytics. These service providers are contractually obligated to use your information only for the purposes for which it was disclosed.

We may also disclose personal information when required by law, regulation, legal process, or governmental request, or to protect the rights, property, or safety of our company, customers, or the public.

6. Cookies and Tracking Technologies

Essential cookies: PHP session cookies (PHPSESSID) to maintain form security (CSRF protection) and site functionality. These are strictly necessary and cannot be disabled.

Third-party cookies: Google reCAPTCHA v3 may set cookies to distinguish human visitors from automated bots on pages containing forms. Google Analytics (GA4) sets cookies (including _ga and _ga_*) to measure website traffic, page views, and user engagement. These cookies are subject to Google’s Privacy Policy. Microsoft Clarity may set cookies to collect anonymized usage data including clicks, scrolls, and session recordings to help us improve site usability. These cookies are subject to Microsoft’s Privacy Statement.

Web fonts: Google Fonts are loaded from Google servers, which may log your IP address. No cookies are set by this service.

We do not use advertising cookies or social media tracking pixels.

You may configure your browser to refuse all or some cookies. However, disabling essential cookies may impair your ability to submit forms on our Site.

7. Data Retention

We retain personal information collected through repair requests and contact forms for up to three (3) years after your last interaction with us, unless a longer retention period is required by law or necessary to fulfill our warranty obligations. Server logs containing automatically collected information are retained for up to twelve (12) months. You may request deletion of your data at any time, subject to our legal and contractual obligations.

8. Data Security

We implement industry-standard technical and organizational measures to protect personal information, including SSL/TLS encryption for data in transit, secure server infrastructure with restricted access, CSRF token validation on all forms, Content Security Policy and HTTP Strict Transport Security headers, and role-based access controls limiting employee access to personal data. No method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

9. Your Privacy Rights

Depending on your jurisdiction, you may have the following rights regarding your personal information:

Right to know/access: Request what personal information we have collected about you.
Right to delete: Request deletion of your personal information, subject to certain exceptions.
Right to correct: Request correction of inaccurate personal information.
Right to portability: Receive your personal information in a commonly used, machine-readable format.
Right to opt out: Opt out of the sale or sharing of personal information (note: we do not sell or share personal information).
Right to non-discrimination: We will not discriminate against you for exercising any of your privacy rights.

To exercise any of these rights, contact us at privacy@handpiecemd.com or (714) 997-4331. We will verify your identity before processing your request and respond within the timeframes required by applicable law (45 days under CCPA/CPRA, 30 days under GDPR). You may also designate an authorized agent to make a request on your behalf by providing written authorization.

10. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have rights under the California Consumer Privacy Act as amended by the California Privacy Rights Act (collectively, “CCPA/CPRA”). In the preceding 12 months, we have collected the categories of personal information described in Section 2 above for the business purposes described in Section 3. We have not sold or shared personal information as defined by the CCPA/CPRA. You have the right to request disclosure, deletion, and correction of your personal information, and the right to limit the use of sensitive personal information. We do not collect sensitive personal information as defined by the CCPA/CPRA.

11. International Visitors (GDPR)

If you access this Site from the European Economic Area, the United Kingdom, or Switzerland, your personal information may be transferred to and processed in the United States, which may not provide the same level of data protection as your home jurisdiction. We rely on your explicit consent and, where applicable, Standard Contractual Clauses approved by the European Commission to ensure adequate protection for transferred data. You have the right to access, rectify, erase, restrict processing of, object to processing of, and port your personal data. You also have the right to lodge a complaint with your local data protection supervisory authority.

12. Children’s Privacy

Our Site and Services are designed for dental professionals and businesses and are not directed at individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have inadvertently collected such information, we will take prompt steps to delete it. If you believe a child under 16 has provided personal information to us, please contact us immediately.

13. Do Not Track Signals

Our Site does not respond to “Do Not Track” (DNT) browser signals, as there is no universally accepted standard for interpreting such signals. Regardless, we do not engage in cross-site tracking of our visitors.

14. Changes to This Privacy Policy

We reserve the right to update this Privacy Policy at any time. When we make material changes, we will update the “Last Updated” date at the top of this page. We encourage you to review this Privacy Policy periodically. Your continued use of the Site or Services after any changes constitutes your acceptance of the updated Privacy Policy.

15. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us: