Privacy Policy

This Privacy Policy describes how Reflect Wellness (“we,” “us”) collects, uses, and shares information through the Reflect Wellness website and its booking and intake tools (the “Site”). It applies to visitors who browse the Site, book visits, or begin an intake through it.

It is important to understand what this policy does not cover. Your clinical records, including the medical information you share with a treating provider, are held in the practice and provider systems that deliver your care, not on this Site, and are handled under the healthcare privacy practices of those providers. This policy covers the marketing and operational data the Site itself collects.

We collect the following through the Site:

• Booking and contact information. Your name, phone number, and email address when you book a visit or contact us, along with your consent to receive text messages if you give it.
• National program intake information. If you begin an intake for our national telehealth program, we also collect your date of birth, gender, and address. This information is transmitted to the partner telehealth platform so that an independent licensed provider can conduct your medical assessment.
• Payment information. Payments for the national program are processed by our secure third-party payment processor, and in-clinic payments are processed through our in-clinic systems. We do not store your full payment card details on the Site.
• Usage and device information. If analytics tools are enabled on the Site (such as Google Analytics or Meta tools), they collect standard usage data such as pages viewed, device and browser type, and approximate location. See Section 6.

We do not store protected health information in our marketing CRM. Clinical records live with the treating providers and practice systems described in Section 7.

We use the information described above to:

• Schedule and manage your visits and respond to your inquiries.
• Transmit your national program intake to the partner provider platform so an independent licensed provider can evaluate you.
• Process payments through our payment processors.
• Send you service communications about your bookings and programs and, with your consent, marketing communications.
• Understand how the Site is used and improve it, using analytics data where analytics tools are enabled.
• Comply with legal obligations and protect our rights and the security of the Site.

We do not share your information except as described here:

• Provider platform (national program). Your intake information is shared with the partner telehealth platform whose independent licensed provider network conducts national program assessments. The treating provider, not Reflect Wellness, makes all medical decisions on that program.
• Pharmacies (via the provider). If an independent provider issues a prescription on the national program, fulfillment is handled by a licensed 503A compounding pharmacy through the provider network. Prescription information flows through the provider side of the program, not through this Site.
• Payment processors. A secure third-party payment processor processes national program payments and our in-clinic systems process in-clinic payments. Each processes your payment data under its own terms and privacy practices.
• SMS and communications vendors. The systems we use to send text messages and emails process your contact information on our behalf.
• Analytics and advertising vendors. If enabled, tools such as Google Analytics and Meta receive the usage data described in Section 6.
• Legal and safety. We may disclose information if required by law, or as needed to protect the rights, safety, or property of Reflect Wellness, our patients, or others.

We do not sell your personal information. See Section 8.

If you provide your phone number and give your express written consent, for example by checking the consent box when booking, you agree to receive calls and text messages from Reflect Wellness, including by automated technology, at the number provided. Consent is not a condition of purchase. Message and data rates may apply. Message frequency varies.

You can opt out at any time by replying STOP to any text message. Reply HELP for help. Opting out of texts does not affect service communications we are required to send you or your ability to receive care.

The Site may use cookies and similar technologies, including analytics and advertising tools such as Google Analytics (GA4) and Meta tools, when those are enabled. These technologies collect usage data such as pages visited, device information, and interactions with the Site, and in the case of advertising tools may be used to measure and improve our advertising.

When our advertising measurement is enabled, the Site also sets two first-party cookies of its own, called rw_fbp and rw_fbc, to help us measure whether our advertising is working. When you complete certain actions on the Site, such as booking a visit or starting our national program intake, we share information about that action with Meta through its Conversions API, a server-to-server connection Meta provides for advertisers. Before we send anything, we hash your personal identifiers, such as your name, email address, and phone number, turning them into a non-reversible code so Meta never receives the identifiers themselves. We never include any health or treatment information in what we send to Meta. This sharing happens only when our advertising measurement is enabled on the Site. To decline, you can clear or block the rw_fbp and rw_fbc cookies in your browser settings. Questions about this can be sent to info@reflect-wellness.com.

You can control cookies through your browser settings, and you can limit ad-related tracking through the opt-out tools offered by the vendors themselves and by your device platform. Disabling cookies may affect some Site features.

The Site is a marketing and booking surface, not a medical records system. Two things follow from that:

• What stays with your providers. Your clinical records, including assessments, prescriptions, and treatment information, are created and held by the treating practice and provider systems, including the independent provider network and pharmacies on the national program. Those records are governed by the healthcare privacy practices of the entities that hold them.
• What the Site holds. The Site and our marketing CRM hold the booking, contact, and intake-transmission data described in Section 2. We do not store protected health information in our marketing CRM.

If you have questions about the privacy practices covering your clinical records, ask your treating clinic or, for the national program, the provider platform that conducted your assessment.

We do not sell your personal information, and we have not sold personal information. We do not share your personal information with third parties for their own independent marketing use.

We keep the information described in this policy for as long as we need it for the purposes described here, for example while you remain a patient or an active contact, and afterward as needed to meet legal, accounting, or record-keeping obligations. When information is no longer needed, we delete it or de-identify it. Retention of clinical records is governed by the treating providers and applicable medical record requirements, not by this policy.

We use reasonable administrative and technical safeguards to protect the information the Site collects, including limiting access to systems that hold your information and using established third-party providers for payment processing and communications. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we learn of a breach affecting your information, we will notify you as required by law.

• Text messages. Reply STOP to any text to opt out, or HELP for help. See Section 5.
• Email. Use the unsubscribe link in any marketing email to stop marketing emails.
• Phone calls. Ask us to stop marketing calls at any time by telling the caller or contacting us at the address below.
• Cookies and analytics. Use your browser settings and vendor opt-out tools as described in Section 6.
• Access and deletion. You may request access to, correction of, or deletion of the personal information we hold about you by emailing info@reflect-wellness.com. We will respond to verified requests and honor them except where we must keep information to meet a legal obligation. Requests concerning clinical records should go to your treating clinic or provider, since we do not hold those records.

Depending on the state where you live, you may have additional rights under state privacy law, such as the right to know what personal information we hold about you, to request its deletion or correction, to opt out of certain uses, and not to be discriminated against for exercising those rights. To exercise any right you believe applies to you, email info@reflect-wellness.com with your request and the state where you live, and we will review it under the law that applies.

The Site is not directed to anyone under 18, and we do not knowingly collect personal information from anyone under 18. If you believe someone under 18 has provided us personal information through the Site, contact us at info@reflect-wellness.com and we will delete it.

We may update this policy from time to time, including after attorney review of this draft. When we do, we will post the updated policy on this page and update the effective date. Material changes will be flagged on this page.

For privacy questions or requests:

Reflect Wellness
Email: info@reflect-wellness.com
Murfreesboro: 1034 N. Highland Suite C, Murfreesboro, TN 37130
Franklin: 339 Main Street Suite 100, Franklin, TN 37064