Privacy Policy — highlandfamilymedicine.com

Effective date: August 27, 2026
Last updated: August 27, 2026

Note: this policy is pending review by our legal counsel and may be updated following that review.

Highland Family Medicine ("Highland Family Medicine," "we," "us," "our," or "the Practice") is a primary-care medical practice with two locations in Murfreesboro, Tennessee. This Privacy Policy explains what information we collect through highlandfamilymedicine.com (the "Site"), how we use it, and who we share it with.

We believe in being straightforward with you about this. Below is a plain description of exactly what happens when you use the appointment-request form on this Site — no more, no less.

Important: this is not our HIPAA Notice of Privacy Practices

This Privacy Policy governs only this marketing website and its appointment-request form. It is separate from, and does not replace, Highland Family Medicine's HIPAA Notice of Privacy Practices, which governs your protected health information (PHI) — such as your medical records, diagnoses, treatment history, lab results, and insurance claims — once you are a patient of the Practice.

If you are looking for information about how we handle your medical records as a patient, please ask our front desk for our HIPAA Notice of Privacy Practices, or see it posted at either office location.

This Site's appointment-request form is designed so that no clinical or insurance information you might mention ever reaches this marketing system — see "Information We Do Not Collect Through This Site" below.

Information You Provide to Us

When you use the appointment-request form on this Site, you may provide:

• Patient status — whether you're a new or existing patient
• Reason for your visit — a general category you select (e.g., annual/wellness visit, sick visit, a specific health concern, or "not sure — just need to be seen"). We do not ask for, and this field does not capture, your diagnosis or symptoms.
• First and last name
• Phone number
• Email address (optional). If you don't provide one, our system generates a non-functional placeholder address internally so our software can process your request — it is not a real address, nothing is sent to it, and we do not use it to contact you.
• Preferred appointment date and time (optional) — these are requests, not confirmations; see our Terms of Service.
• Preferred provider (existing patients only, optional)
• How you found us — general marketing attribution (e.g., which ad, search result, or link brought you to the Site), captured automatically from your browser's web address when available.

If you start the form but don't finish it: once you've entered your name and phone number, our system may save that information in the background so our staff can follow up with you, even if you close the page before submitting the full request. This lets us reach people who got interrupted partway through. If you'd rather we not do this, please call us directly instead of using the form.

Information We Do Not Collect Through This Site

To keep this marketing system separate from your medical record, the following never reach us through this Site, are never stored by us here, and are never sent to any of our vendors:

• Your insurance provider or member/policy ID. The insurance step on the form shows you an on-screen message (e.g., "we accept [carrier]") using only the selection in your own browser — that selection is never transmitted to our servers or to any vendor, and it is discarded the moment you move to the next step.
• Your diagnosis, symptoms in detail, medical history, treatment, or lab results.
• Any payment or billing information (this Site does not process payments).

How We Use Your Information

We use the information above to:

• Contact you to confirm your appointment request
• Route your request to the right staff member or provider
• Send you a confirmation email acknowledging that we received your request
• Understand, in aggregate, how visitors move through this Site so we can improve it
• Understand which marketing channels (ads, search, referrals) bring visitors to the Site

Who We Share Information With

We use a small number of outside services to run this Site. We do not sell your information. Each vendor below receives only the specific information necessary for its function:

• Attio (our customer-relationship system) receives your name, phone, email (if given), patient status, visit reason, preferred date/time/provider, and marketing-attribution data, so our staff can see and respond to your request.
• Resend (our email-delivery service) is used to send you a confirmation email and to alert our staff internally that a new request has come in. These emails contain the same non-clinical information listed above.
• Google Analytics 4 receives only aggregate, anonymous usage events — for example, that someone reached a certain step of the form, completed it, or clicked our phone number. Google Analytics never receives your name, email, phone number, or anything you typed into the form. See "Cookies & Analytics" below.

We may also disclose information if required by law (for example, in response to a valid subpoena), or in connection with a sale or transfer of the Practice's business, in which case this Privacy Policy would continue to apply to information already collected unless you're notified otherwise.

Cookies & Analytics

This Site uses Google Analytics 4, which may set cookies or use similar technologies in your browser to measure aggregate Site usage (for example, page views and whether the form was started or completed). These measurements are not tied to your name or contact information. Google's own privacy policy governs how Google Analytics itself processes this data.

As of the date of this policy, we do not run a Meta (Facebook/Instagram) advertising pixel or any other third-party advertising tracker on this Site.

Data Retention

We retain appointment-request information for as long as needed to respond to your request and manage our relationship with you. You may ask us to remove your information from our marketing systems at any time using the contact details below.

Your Choices

• To stop receiving follow-up contact about a request you submitted, call us at the number below and ask us to remove your information.
• To limit Google Analytics measurement, you can use your browser's cookie controls or a Google Analytics opt-out tool.
• To ask what information we hold about you from this Site, contact us using the information below.

Children and Family Submissions

Highland Family Medicine is a family practice, and we understand that a parent or guardian may use this form to request an appointment on behalf of a minor patient. This form is intended to be used by an adult patient, or by a parent/guardian submitting a request on behalf of their minor child — it is not intended for use directly by a child.

Security

We take reasonable measures to protect the information submitted through this Site. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Changes to This Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page reflects the most recent revision. Material changes will be reflected here before they take effect.

Contact Us

Highland Family Medicine
1027 N Highland Ave, Murfreesboro, TN 37130 — (615) 895-2527
1034 N Highland Ave, Murfreesboro, TN 37130 (North location) — (615) 890-4810

This policy is governed by the laws of the State of Tennessee.