Privacy Policy
Effective Date: October 24, 2025
Last Updated: October 24, 2025
At Gaia Functional Wellness, your privacy is sacred. We respect your trust and are committed to protecting your personal information — whether you're engaging in a medical consultation or a wellness coaching session.
This Privacy Policy explains how we collect, use, and safeguard your information across our website, scheduling systems, and virtual session platforms.
A. Personal & Contact Information
When you book an appointment, fill out forms, or contact us, we may collect:
- Name, email, phone number, and address
- Date of birth or demographic details (if relevant for care)
B. Health & Wellness Information
If you engage in wellness coaching, we may collect health-related information such as:
- Health history, current supplements, and any existing lab results you share
- Lifestyle and health questionnaires
- Session notes
This information is stored securely and used only for your wellness coaching sessions.
C. Coaching Information (for Wellness Clients)
For coaching clients, we may collect lifestyle preferences, goals, and responses to questionnaires.
This information is used for educational and wellness purposes only — not medical care.
D. Technical Information
We may collect non-identifiable data such as:
- Browser type, IP address, and device type
- Site analytics (via cookies or third-party tools like Google Analytics)
This helps us improve your online experience.
We use your information to:
- Schedule and manage appointments
- Provide virtual coaching sessions
- Communicate with you about your care, progress, or updates
- Maintain accurate records and comply with state and federal laws
- Improve our website and service offerings
We do not sell, rent, or share your personal data with any third party for marketing purposes.
Your security is our priority. We use:
- Encrypted, secure software (such as Practice Better or other secure platforms)
- Secure email or portal communication
- Password-protected systems and limited staff access
All data is stored securely in accordance with applicable U.S. privacy laws.
You have the right to:
- Access your records and request corrections
- Withdraw consent for data processing (where applicable)
- Request deletion of non-medical data
- Receive a copy of this policy at any time
For questions about your data or to request deletion of your information, please contact us using the information below.
Our website may use cookies and analytics to improve usability and understand how visitors interact with content.
You may disable cookies in your browser settings at any time.
We may use trusted third-party tools such as:
- Practice Better (client management & secure video sessions)
- Rupa Health (lab ordering & integration)
- Stripe / Square (secure payment processing)
- Google Workspace (for email or documents)
Each provider maintains its own privacy and security policies, which we encourage you to review.
Coaching services are educational and wellness-based, not medical.
Information shared in coaching sessions is intended for general well-being and does not constitute medical advice, diagnosis, or treatment.
Always consult a qualified healthcare provider for medical concerns.
We may update this Privacy Policy periodically to reflect new legal requirements or technology updates.
The latest version will always be posted on our website with the effective date noted above.
For any privacy-related concerns or to request your records, contact: