Privacy Policy

1. Information We Collect

We collect the following types of information:

• Account information: Name, email address, practice name, and subscription details when you register
• Client data: Names and phone numbers of waitlisted clients that you upload via CSV or enter manually
• Calendar data: Read-only access to calendar events (appointment titles, times, and cancellation status) from connected calendar services
• Usage data: How you interact with the Service, including outreach sessions and message templates used

2. How We Use Your Information

We use collected information to:

• Provide and maintain the Service, including sending SMS notifications on your behalf
• Detect cancelled appointments from connected calendars
• Improve the Service and develop new features
• Communicate with you about your account and service updates

3. Data Storage & Security

Your data is stored securely using Supabase, hosted on infrastructure with encryption at rest and in transit. Calendar OAuth tokens are stored encrypted and are used only to fetch appointment data. We implement industry-standard security measures to protect your information.

4. Third-Party Services

We integrate with the following third-party services:

• Google Calendar: To detect cancelled appointments (read-only access)
• Twilio: To deliver SMS messages to your waitlisted clients
• Stripe: To process subscription payments
• Supabase: For authentication and data storage

Each third-party service has its own privacy policy. We encourage you to review them.

5. SMS Communications

SMS messages are sent to users who have expressly opted in through our public waitlist form. Regarding SMS:

• Consent: Users provide prior express consent through a separate SMS checkbox on the public waitlist form. The checkbox is unchecked by default and optional, and users can continue without SMS consent
• Public opt-in page: The opt-in workflow is publicly documented at /waitlist-signup and /sms-consent
• Opt-out: Every SMS message includes opt-out instructions. Recipients can reply STOP at any time to stop receiving messages. Opt-out requests are processed immediately and the user is marked as opted out in our system
• Message frequency: Users receive appointment availability notifications, confirmations, reminders, and scheduling updates. Message frequency varies based on appointment activity and is typically 1 to 5 messages per week
• Message & data rates: Standard message and data rates may apply depending on the recipient's carrier and plan
• Carrier liability: Neither Fill The Hour nor mobile carriers are liable for delayed or undelivered messages

6. Client Data Responsibility

Practices using Fill The Hour remain responsible for their client records and healthcare compliance obligations. They are responsible for:

• Maintaining accurate patient information submitted through the waitlist process
• Ensuring compliance with HIPAA and other applicable healthcare privacy regulations
• The content of appointment-related messages sent through the platform

SMS & Data Privacy

We do not share your mobile phone number or SMS messaging consent with third parties or affiliates for marketing or promotional purposes. Your phone number is used exclusively for appointment notifications and service-related communications from Fill The Hour, operated by Natter LLC.

All SMS messages are transactional in nature—they notify you about appointment status, cancellations, confirmations, and waitlist updates. We do not use SMS for promotional marketing, newsletters, or advertising unless you explicitly opt in to additional services.

7. Data Retention

We retain your data for as long as your account is active. Upon account deletion or subscription cancellation:

• Account and client data is deleted within 30 days
• Calendar tokens are revoked and deleted immediately
• SMS logs are anonymized after 90 days

8. Your Rights

You have the right to:

• Access and export your data at any time
• Request deletion of your account and associated data
• Disconnect calendar integrations at any time
• Opt out of non-essential communications

9. Cookies

We use essential cookies for authentication and session management. We do not use advertising or tracking cookies.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or through the Service. Continued use after changes constitutes acceptance of the updated policy.

11. Contact

For privacy-related inquiries, contact us at support@fill-the-hour.com.