Privacy Policy

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.

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)
• Process payments and manage your subscription
• 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 through our platform, you agree to receive text notifications from healthcare practices using Fill My Calendar. These messages may include:

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

Message Frequency

Message frequency varies based on appointment availability and your notification preferences. You control how many alerts you receive through your preference settings.

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. HIPAA Compliance

Fill My Calendar is designed to support healthcare practices. We understand the importance of protecting Protected Health Information (PHI) and maintaining HIPAA compliance.

• We implement appropriate administrative, physical, and technical safeguards to protect PHI
• We will enter into a Business Associate Agreement (BAA) with covered entities as required
• We encrypt data in transit and at rest
• We limit access to PHI to authorized personnel only
• We maintain audit logs of access to sensitive information

For BAA requests, please contact us at hello@fillmycalendar.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 assist us in operating our service (e.g., payment processors, SMS providers, email services)
• 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

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 implement industry-standard security measures to protect your information, including:

• SSL/TLS encryption for data in transit
• AES-256 encryption for data at rest
• Regular security assessments and audits
• Access controls and authentication requirements
• Employee training on data protection

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 hello@fillmycalendar.com.

10. Third-Party Services

Our service integrates with third-party services including:

• Google Calendar, Microsoft Outlook, and other calendar providers
• SMS and email delivery services
• Payment processors (Stripe)
• Analytics services

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: hello@fillmycalendar.com