Privacy Policy

Information We Collect

When you submit information through our website, intake forms, or during a navigation call, we may collect:

Personal Information

• Name
• Email address
• Phone number
• City/State

Self-Reported Wellness Information

• Symptoms or concerns you voluntarily describe
• General wellness goals
• Preferences related to healthcare providers
• Information you share verbally during an optional navigation call

We do not request or collect:

• Medical records
• Diagnosis codes
• Insurance information
• Social Security numbers
• Other regulated identifiers

The information you provide is considered self-reported wellness and preference information. Any personal information or self-reported health or wellness information that you provide to us (including during a navigation call) will be used and maintained in accordance with this Privacy Policy and applicable law, including the Texas Health & Safety Code Chapter 181.

How Information Is Collected

Information is collected when you:

• Complete an intake form
• Submit a survey
• Interact with our website
• Participate in an optional navigation call conducted over video or phone

We may use third-party service providers to collect and process this information on our behalf. We require these providers to maintain appropriate contractual commitments to protect the confidentiality and security of your information.

Navigation Calls

FunctionalMatch offers an optional 15-minute navigation call to help you better understand provider options. During this call:

• A FunctionalMatch team member may ask questions about your wellness situation to better understand your preferences
• Notes may be taken and stored securely in our HIPAA-compliant workspace
• Calls may be recorded only with your explicit consent, obtained at the start of the call
• Recordings are stored securely, accessible only to authorized personnel, and used solely to accurately document your choices and preferences
• No medical advice is given during navigation calls
• FunctionalMatch does not recommend or direct you to any specific provider during these calls

Call logs are maintained to document that multiple provider options were discussed and that no recommendation was made.

How We Use Your Information

We use your information to:

• Review your submitted preferences and concerns
• Identify providers that may align with your inputs
• Present provider options for your independent review
• Communicate with you about your request
• Improve our platform and matching process
• Facilitate scheduling at your explicit request and direction

Platform Role & User Control

FunctionalMatch is not a healthcare provider, health plan, or healthcare clearinghouse, and is not acting as a "covered entity" or "business associate" as those terms are defined under HIPAA. Information submitted through our platform is self-reported wellness and preference information.

The information you provide is considered self-reported wellness and preference information. FunctionalMatch is not a covered entity or business associate as defined under HIPAA, and information collected through our platform is not treated as Protected Health Information (PHI) under HIPAA based on how the platform currently operates. That said, FunctionalMatch handles all personal and self-reported health information in accordance with applicable law, including the Texas Health & Safety Code Chapter 181, and implements reasonable safeguards to ensure the confidentiality and security of your data.

FunctionalMatch operates as a marketing and discovery platform. We:

• Do not provide medical advice
• Do not recommend or endorse providers
• Do not influence your healthcare decisions
• Do not direct, determine, or substitute for individual healthcare decision-making

You are presented with provider options and independently choose whether to contact or engage with any provider. You are solely responsible for evaluating providers and determining whether to engage with any provider identified through the platform.

Provider Selection & Scheduling

FunctionalMatch will only facilitate scheduling after you have independently selected a provider and provided explicit written authorization to do so. When you choose to move forward with a provider, you will be asked to confirm:

• Your independent selection of that provider
• Your authorization for FunctionalMatch to share your contact information (name, email, phone) with that provider's office solely for the purpose of arranging an appointment on your behalf

FunctionalMatch acts on your behalf and at your request when facilitating scheduling - not on behalf of the provider or practice you have selected.

AI and Matching Tools

We may use software tools, including artificial intelligence ("AI") systems, to support certain aspects of the platform, such as analyzing user-provided information, identifying potential provider matches, improving platform functionality, and enhancing user experience. By using the platform and submitting information, you consent to our use of automated tools, including AI, to process your information as described in this Privacy Policy.

When used:

• Personal identifiers (such as name, email, phone) are not included in AI processing unless you explicitly provide them for a specific action
• Only anonymized, de-identified, or limited information is used for AI processing where possible

These tools assist in processing information based on user inputs and predefined criteria. AI-supported processes are used solely for informational and operational purposes and do not provide medical advice, make clinical determinations, or replace professional judgment by a qualified healthcare provider.

Data Sharing

FunctionalMatch:

• Does not sell your information
• Does not share your personal information with providers by default
• Does not transmit your submitted personal information or wellness information to providers on your behalf by default

Any sharing of your information with a healthcare provider occurs only at your direction and with your explicit written consent. We do not disclose your information to providers unless and until you request or authorize such disclosure in writing.

Provider Compensation Transparency

Providers pay FunctionalMatch a flat monthly fee for marketing and visibility services. Providers are included in our matching database after meeting our qualifications and enrolling in our platform. This compensation does not involve sharing your personal information by default, and it does not affect your control over which providers you choose to contact. Provider matches are determined by fit criteria - not by payment amount or priority.

Third-Party Services

We may use third-party providers to:

• Host forms
• Store data
• Manage communications
• Conduct video calls

We require third-party vendors who access, store, or process your information to provide contractual commitments to maintain the confidentiality and security of your data in accordance with applicable law, including the Texas Health & Safety Code Chapter 181. By using the site, you acknowledge that your information may be processed by these providers subject to such protections.

Data Security

We implement reasonable measures to protect your information, including:

• Limiting internal access to authorized personnel
• Requiring privacy training for all staff who handle patient information
• Avoiding unnecessary sensitive data collection
• Using anonymization and de-identification where appropriate
• Requiring contractual data protection commitments from vendors
• Using secure, encrypted storage for call recordings and notes

However, no system can guarantee complete security.

Texas Privacy Law

FunctionalMatch complies with applicable Texas privacy laws, including the Texas Health & Safety Code Chapter 181 and the Texas Data Privacy and Security Act, with respect to the collection, use, storage, and disclosure of sensitive personal and health-related information. We implement reasonable safeguards to ensure the confidentiality and security of your information consistent with these requirements.

Cookies & Tracking Technologies

We may use cookies and similar technologies to:

• Improve website functionality
• Analyze usage
• Enhance user experience

These may collect non-identifiable data such as browser type, device information, and pages visited. You may disable cookies in your browser settings, though some features may not function without them. We will request your consent before placing non-essential cookies or tracking technologies on your device.

Your Rights and Choices

You may:

• Request access to your information
• Request correction or deletion of your information
• Opt out of communications
• Withdraw consent for data use where applicable

To make a request, contact us at the address below. We will respond in accordance with applicable law.

Limitations on Information You Share

You are encouraged not to submit sensitive personal or medical information unless it is necessary for your own purposes. FunctionalMatch does not require medical records, diagnoses, or detailed health history. If you later choose to engage a healthcare provider, you may decide what information to share with that provider directly.

We ask that you do not upload medical records or detailed clinical documentation through our forms. If, in limited circumstances, you choose to share such records, we will handle them using heightened privacy and security safeguards consistent with applicable law.

Children's Privacy

Our services are intended for individuals 18 years or older. We do not knowingly collect data from minors. If we become aware of such data, we will delete it.

SMS Communications

FunctionalMatch may send SMS text messages to users who have explicitly opted in via our website forms. Messages may include intake confirmations, appointment reminders, and follow-up coordination. Message and data rates may apply. You can opt out at any time by replying STOP. We do not sell, rent, or share your SMS opt-in data or phone number with third parties for their marketing purposes.

Changes to This Policy

We may update this Privacy Policy periodically. Continued use of the site after changes are posted constitutes acceptance of those changes. We will post the "Last Updated" date at the top of this Policy.

Governing Law

This Privacy Policy is governed by the laws of the State of Texas, without regard to conflict-of-laws principles.

Contact Us

Rootmatch LLC d/b/a FunctionalMatch
Email: jake@functionalmatch.com

Please also review our Terms of Service.