Privacy Policy + SMS Terms & Conditions Templates
Updated: September 30, 2026
Why These Pages Are Required
Healthcare practices often already have a HIPAA Notice of Privacy Practices (NPP). However, mobile carriers also require a publicly accessible Website Privacy Policy and SMS Terms & Conditions before approving business texting through 10DLC or toll-free messaging.
These website documents are separate from your HIPAA Notice of Privacy Practices.
Before You Begin
- Replace all [bracketed] placeholders with your practice information.
- Publish both pages on your website.
- Link both pages from your website footer.
- Make sure the Privacy Policy and SMS Terms & Conditions reference each other.
- Use the same practice name consistently throughout your website, policies, consent process, and SMS registration.
- Identify how your practice collects SMS consent. This may be through a website form, phone call, in-person conversation, paper form, text message, QR code, or another approved method.
- Use consent language that matches the method your practice actually uses.
- If marketing messages are sent, collect separate marketing consent.
SMS Consent Requirements
Patients must affirmatively agree to receive SMS messages. Providing a mobile phone number alone does not constitute consent.
A website checkbox is only needed when the website is used to collect SMS consent.
If Consent Is Collected Through a Website
Use a separate, unchecked SMS consent checkbox:
☐ I agree to receive SMS messages from [Practice Name] related to appointment reminders, appointment confirmations, scheduling updates, office notifications, account notifications, and other practice-related communications. Message frequency may vary. Message and data rates may apply. Reply STOP to opt out and HELP for assistance. Consent is not a condition of receiving care or services. View our Privacy Policy and SMS Terms & Conditions.
Link the Privacy Policy and SMS Terms & Conditions next to the checkbox.
If Consent Is Collected by Phone or In Person
Use a clear consent script:
Do you agree to receive text messages from [Practice Name] about appointment reminders, confirmations, scheduling updates, and other practice-related communications at this mobile number? Message frequency may vary. Message and data rates may apply. Reply STOP to opt out and HELP for assistance. Consent is not a condition of receiving care or services.
The practice should record the patient’s mobile number, the date and method of consent, the disclosure provided, and the patient’s affirmative response.
Privacy Policy Template
[Practice Name] Privacy Policy
Effective Date: [Insert Date]
SMS Communications
You must affirmatively opt in through one of our available consent methods to receive SMS messages from [Practice Name]. Consent may be collected through a website form, phone call, in-person conversation, paper form, text message, QR code, or another approved method.
Providing your mobile phone number without affirmatively opting in does not constitute consent.
Messages may include appointment reminders, appointment confirmations, scheduling updates, office notifications, account notifications, and other practice-related communications. Marketing messages will only be sent if you have separately opted in to receive them.
Message frequency may vary. Message and data rates may apply.
Reply STOP to opt out of SMS messages at any time. Reply HELP for assistance.
No mobile information will be shared, sold, or provided to third parties or affiliates for marketing or promotional purposes. Information sharing with subcontractors that provide support services, such as customer service, is permitted. Text messaging originator opt-in data and consent will not be shared for marketing or promotional purposes or transferred to another business, affiliate, or sender.
For additional information about our SMS program, please review our SMS Terms & Conditions.
SMS Terms & Conditions Template
[Practice Name] SMS Terms & Conditions
Effective Date: [Insert Date]
- Program Description: By affirmatively opting in through one of our available consent methods, you agree to receive SMS messages from [Practice Name].
- Message Types: Appointment reminders, confirmations, scheduling updates, office notifications, account notifications, and marketing messages only if separately opted in.
- Message Frequency: Message frequency may vary.
- Fees: Message and data rates may apply.
- Opt-Out: Reply STOP to unsubscribe at any time.
- Help: Reply HELP or contact [Practice Phone] / [Practice Email].
- Consent: Providing a mobile phone number alone does not constitute consent. Consent to receive SMS messages is not a condition of receiving care or services.
- Carrier Disclaimer: Carriers are not liable for delayed or undelivered messages.
- Privacy: Your use of SMS communications is governed by our Privacy Policy: [Insert Privacy Policy URL].
Final Compliance Checklist
☐ Privacy Policy is publicly accessible.
☐ SMS Terms & Conditions page is publicly accessible.
☐ Both pages are linked from the website footer.
☐ Both pages reference each other.
☐ The practice name is consistent throughout the website, consent process, policies, and SMS registration.
☐ The practice has identified its actual SMS consent method.
☐ Consent is affirmative; providing a phone number alone is not treated as consent.
☐ If consent is collected through a website, the SMS checkbox is separate and unchecked by default.
☐ If consent is collected by phone, in person, or on paper, the practice uses a documented consent script or form.
☐ Marketing consent is collected separately, if applicable.
☐ STOP/HELP instructions are included.
☐ Message frequency disclosure is included.
☐ Message and data rates disclosure is included.
☐ Mobile information sharing statement is included.
☐ Practice contact information is current.
☐ The actual consent method is described during SMS registration.
☐ Supporting consent documentation is available if requested.
☐ The exact Privacy Policy and SMS Terms URLs are included in the registration submission.