Privacy policy

Last updated: October 2, 2026

1. Introduction

Fill My Calendar ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our appointment recovery and calendar management service.

By using Fill My Calendar, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Information You Provide

  • Account Information: Name, email address, phone number, business name, and billing information when you create an account.
  • Calendar Data: Appointment information, scheduling data, and calendar events when you connect your calendar.
  • Contact Information: Patient/client contact details that you upload or that we extract from your calendar for appointment recovery purposes.
  • Communications: Messages, support requests, and feedback you send to us.

2.2 Information Collected Automatically

  • Usage Data: How you interact with our service, features used, and actions taken.
  • Device Information: Browser type, IP address, device type, and operating system.
  • Cookies: We use cookies and similar technologies to improve your experience and analyze usage.
  • Links in our emails: If you reach this website from a link in an email we sent you, the link can carry an identifier for you, and our website analytics (PostHog) records your visit under that identifier, so we can tell which email it came from.

3. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve our services
  • Detect cancelled appointments and facilitate appointment recovery
  • Send notifications to patients/clients on your behalf (SMS, email)
  • Use AI models for specific processing tasks, as described in section 6
  • Process payments and billing
  • Provide customer support and respond to inquiries
  • Send service-related communications and updates
  • Analyze usage patterns to improve our product
  • Comply with legal obligations

4. SMS/Text Message Communications

When you provide your phone number and consent to receive SMS messages from a practice that uses Fill My Calendar, you agree to receive text messages from that practice, sent through our platform. These messages may include:

  • Appointment availability offers
  • Scheduling confirmations and reminders
  • Waitlist updates

An offer text names the practice, the open appointment time, the treatments available in that slot with their prices, any discount, and a link to claim the slot. Texts are sent through our SMS provider, Twilio.

Message Frequency

Message frequency varies with how often the practice has openings. To stop all texts, reply STOP. To change what you receive, ask the practice.

Message and Data Rates

Standard message and data rates may apply depending on your mobile carrier and plan.

Opting Out

You can opt out of SMS messages at any time by replying STOP to any message you receive. You will receive a confirmation message and will no longer receive SMS notifications.

Help

For assistance, reply HELP to any message or contact the healthcare practice directly.

Important: We do not share your mobile phone number or SMS opt-in consent with third parties or affiliates for marketing or promotional purposes. Your opt-in data and consent will not be shared with any third parties.

5. Health Information

Fill My Calendar is built for appointment businesses, including med spas and other healthcare practices. Offer texts name the treatments available in an open slot and their prices (see section 4). They don't include clinical notes or a recipient's own visit history.

  • We limit access to customer data to authorized personnel
  • We keep audit logs of messages sent and consent decisions
  • We do not currently enter into Business Associate Agreements (BAAs)

If your practice is a HIPAA covered entity and needs a BAA, do not import patient information into Fill My Calendar. Questions: ben@fillmycal.com.

6. Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

  • Service Providers: With third-party vendors who help us run the service, listed in section 10 (for example our SMS, email, payment, hosting and AI model providers)
  • With Your Consent: When you authorize us to share information
  • Legal Requirements: When required by law, court order, or governmental authority
  • Business Transfers: In connection with a merger, acquisition, or sale of assets

AI models

Some features send limited data to AI model providers (Anthropic and OpenAI) to do a specific task:

  • reading appointment titles and notes from a connected calendar to pick out the client's name and the service;
  • suggesting how spreadsheet columns map when you import a client list;
  • ordering a waitlist for an opening, and drafting a recovery plan that refers to clients by first name;
  • working out a client's preferred times and treatments from their past appointments;
  • sorting a client's text reply (for example, the reason they gave for declining), which sends the reply's text;
  • suggesting wording for offer and campaign texts when a practice asks for it;
  • answering your questions in the in-app assistant and writing your weekly digest, using your practice's appointment, opening and outreach data.

Before calendar text is sent to a model, email addresses and phone numbers in it are replaced with placeholders, and the contact details are read on our side instead. Sample rows from an imported spreadsheet are redacted before they are sent.

7. Data Retention

We retain your information for as long as your account is active or as needed to provide you services. We will retain and use your information as necessary to:

  • Comply with legal obligations
  • Resolve disputes
  • Enforce our agreements

You may request deletion of your data at any time by contacting us.

8. Data Security

We take reasonable steps to protect your information, including:

  • Access controls and authentication requirements
  • When you delete a contact or your account, we delete that personal data from our application database; copies in backups expire on our hosting provider's schedule

No system is perfectly secure, and we can't guarantee the security of information you send us.

9. Your Rights

Depending on your location, you may have the following rights:

  • Access: Request a copy of the personal information we hold about you
  • Correction: Request correction of inaccurate information
  • Deletion: Request deletion of your personal information
  • Portability: Request transfer of your data to another service
  • Opt-out: Opt out of marketing communications

To exercise these rights, contact us at ben@fillmycal.com. If you're a client of a practice that uses Fill My Calendar, you can also ask the practice directly.

10. Third-Party Services

Our service uses or connects to these third-party services:

  • Calendar and booking systems that a practice chooses to connect
  • Twilio (text messages) and SendGrid (email)
  • Stripe (payments)
  • Render (hosting and database)
  • Anthropic and OpenAI (AI models, see section 6)
  • PostHog (analytics on this website)

These services have their own privacy policies, and we encourage you to review them.

11. Children's Privacy

Our service is not directed to individuals under 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.

13. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

Fill My Calendar
Email: ben@fillmycal.com