Effective date October 19, 2026
Sanctuary Functional Medicine explains in this Privacy Policy how we collect and use information when you visit our website, submit an inquiry, or participate in our communications. In this policy, Sanctuary, we, us, and our refer to that practice.
This policy applies to sanctuaryfunctionalmedicine.com, landing.sanctuaryfunctionalmedicine.com, and other Sanctuary pages and forms that link to it. Our HIPAA Notice of Privacy Practices separately explains how we use and disclose protected health information and describes your rights concerning that information.
Information you provide
When you submit a form or contact us, we collect the information you choose to provide. This may include your name, email address, phone number, program interests, scheduling information, communication preferences, and the contents of your inquiry.
If you subscribe to text messages, we collect your mobile number, your messaging preferences, and information documenting your consent. We also process messages you send us and delivery, response, and opt-out information needed to operate the messaging program.
If you enroll in care, make a payment, or access an educational course, the systems used for those services may collect additional information relevant to that service. Patient records are also subject to our HIPAA Notice of Privacy Practices. For clinical records and patient-care questions, use the patient portal or the communication methods your care team provides.
Website information and tracking tools
Our website uses cookies, tags, and similar technologies, including tools from Google Analytics, Google Ads, and Meta. These tools can receive technical and browsing information such as your IP address, browser and device information, pages visited, referring pages, and interactions with website content.
We use website information to understand how people find and use our website, measure advertising results, and improve the website and our outreach. The information collected depends on the page, the tool, and its configuration.
You can manage cookies through your browser settings and use the privacy or advertising controls offered by Google and Meta. Blocking cookies may affect some website features. Changing cookie preferences does not enroll you in, or unsubscribe you from, our email or SMS programs.
How we use information
We use information relevant to your interaction with us to respond to inquiries, explain our services, help with scheduling and enrollment, maintain communication preferences, and administer the services you request.
When you choose to receive marketing communications, we use the appropriate contact information to send the communications you agreed to receive. We also use information to maintain our systems, understand website performance, prevent misuse, document consent, honor opt-outs, and meet applicable legal obligations.
Providing a phone number, submitting an inquiry, or reading this policy does not by itself enroll you in recurring marketing texts.
Systems and service providers
We use service providers to support our website and practice operations. These include ActiveCampaign for contact management and email communications, Call Loop for text messaging, Stripe for payment processing, Mailchimp for newsletters, Calendly for scheduling, and Kajabi for optional educational courses. We also use a patient-record and portal system for patient services.
Depending on the service you use, a provider may process the information needed to deliver that service for us. Visiting an independently operated third-party service may also be subject to that provider’s own privacy policy.
We may disclose information when required by applicable law or legal process. Information used for website analytics and advertising is described above. Mobile information and SMS consent are handled as described in the following section.
Your mobile information and SMS consent
We do not sell or rent your mobile information, SMS opt-in data, or consent. We do not share this information with third parties, affiliates, or lead generators for their own marketing or promotional purposes.
Service providers such as our text messaging and contact management providers may process this information only as needed to operate Sanctuary’s messaging program on our behalf, including delivering messages, documenting consent, providing support, and honoring opt-outs. They are not permitted to use this information for their own marketing or promotional purposes or to transfer your SMS consent to another sender.
Your SMS consent applies to communications from Sanctuary. We do not transfer that consent to another sender or treat consent to email or telephone contact as consent to recurring marketing texts.
Your communication choices
You choose whether to receive text messages and which available messaging categories to join. Depending on the choice you make, texts may include responses and follow-up about your inquiry, appointment or enrollment reminders, and promotional or educational messages about Sanctuary’s services and programs. Messages may be sent using automated technology.
Message frequency varies with the messaging program and your interactions with us. Message and data rates may apply. Your wireless provider may charge you for sending or receiving messages. Agreeing to receive marketing texts is not a condition of purchasing services or receiving care.
Reply STOP to a Sanctuary text to opt out of our SMS messaging. You may receive a final message confirming your request. We will not send additional texts after that confirmation unless you opt in again.
Reply HELP for assistance, email info@sanctuaryfm.org, or call 615-721-2001. You can unsubscribe from marketing emails using the unsubscribe link in those emails. If you want to change more than one communication preference, contact us and tell us which preferences you want to update.
Our Terms of Service provide additional details about the SMS program.
Retention and protection
We retain information for the purposes described in this policy and for applicable legal, recordkeeping, and compliance needs. Retention depends on the information and the reason we hold it. We may retain a limited record of an opt-out to help prevent further unwanted messages.
We take reasonable steps intended to protect information from unauthorized access, loss, or misuse. No website, communication channel, or storage system can guarantee absolute security.
Privacy requests
You may contact us to ask about information you have provided, request a correction, or request deletion where applicable. We may need information to verify your identity and understand your request. Some information must be retained to meet legal or other applicable obligations.
Requests concerning patient records and protected health information are handled under the procedures and rights described in our HIPAA Notice of Privacy Practices. This policy does not limit rights you have under applicable law.
Changes to this policy
We may update this policy as our services, systems, or applicable requirements change. The effective date at the top identifies the current version. Any new consent required for a changed use will be obtained separately.
Contact us
Sanctuary Functional Medicine
4085 Mallory Lane, Suite 200
Franklin, TN 37067
Email info@sanctuaryfm.org
Phone 615-721-2001