Terms of service

Last updated: October 2, 2026

1. Acceptance of Terms

By accessing or using Fill My Calendar ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, do not use the Service.

These Terms apply to all users, including healthcare practices, administrators, and any other individuals accessing the Service.

2. Description of Service

Fill My Calendar is a SaaS platform that helps med spas and other appointment businesses, including healthcare practices, fill cancelled appointments by:

  • Detecting cancelled appointments from calendars you connect
  • Offering open slots to clients on your waitlist and to clients who opted in to hear from you
  • Sending those offers by SMS and email, after your approval or within rules you set
  • Letting clients claim an open slot through a link
  • Reporting on openings and fills

3. Account Registration

To use the Service, you must:

  • Provide accurate, current, and complete registration information
  • Maintain the security of your account credentials
  • Promptly update your information if it changes
  • Accept responsibility for all activities under your account

You must be at least 18 years old and have the authority to bind your organization to these Terms.

4. Fees and Payments

4.1 Pricing

Current pricing is shown on our website. We reserve the right to modify pricing with 30 days notice.

4.2 Billing

  • Fees are billed monthly, for the filled slots in the previous month, up to the monthly cap shown on our pricing page
  • All fees are non-refundable except as expressly stated
  • You authorize us to charge your payment method on file

4.3 Free Period

We may offer a free period, such as a first month free. Filled slots during the free period are not billed. After it ends, filled slots are billed as described in 4.2. There is no monthly fee, so if nothing is filled, nothing is billed.

4.4 Cancellation

  • You may cancel at any time from your account settings or by emailing ben@fillmycal.com. There is no cancellation fee
  • Filled slots confirmed before you cancel are billed on the next monthly invoice, up to the monthly cap. Nothing is billed after that
  • There is no monthly fee, so there is nothing to prorate or refund for a partial month

5. Your Responsibilities

You agree to:

  • Use the Service only for lawful purposes
  • Obtain proper consent from patients/clients before adding them to the system
  • Comply with all applicable laws, including HIPAA, TCPA, CAN-SPAM, and state privacy laws
  • Ensure all patient communications comply with your legal and ethical obligations
  • Not use the Service to send spam or unsolicited messages
  • Not attempt to reverse engineer, hack, or compromise the Service
  • Not share your account credentials with unauthorized parties

6. Patient/Client Consent

You are solely responsible for:

  • Obtaining appropriate consent from patients/clients to receive communications
  • Maintaining records of consent as required by law
  • Honoring opt-out requests promptly
  • Complying with TCPA requirements for SMS communications

We provide tools to help manage consent and opt-outs, but the legal responsibility remains with you.

7. Healthcare Compliance

If you are a healthcare provider subject to HIPAA:

  • We do not currently enter into Business Associate Agreements (BAAs). If you require one, do not import protected health information into the Service
  • You remain the covered entity responsible for your compliance obligations
  • You must configure the Service appropriately for your compliance needs
  • You are responsible for determining what information can be shared via SMS/email

8. Intellectual Property

The Service, including all software, designs, text, graphics, and other content, is owned by Fill My Calendar and protected by intellectual property laws.

You are granted a limited, non-exclusive, non-transferable license to use the Service for your internal business purposes while your account is active.

You retain ownership of your data. By using the Service, you grant us a license to use your data solely to provide and improve the Service.

9. Service Availability

We strive to maintain high availability but do not guarantee uninterrupted service. We may:

  • Perform scheduled maintenance with reasonable notice
  • Experience unplanned outages due to circumstances beyond our control
  • Modify, suspend, or discontinue features with notice

10. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

  • THE SERVICE IS PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND
  • WE ARE NOT LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES
  • OUR TOTAL LIABILITY IS LIMITED TO THE AMOUNT YOU PAID IN THE 12 MONTHS PRIOR TO THE CLAIM
  • WE ARE NOT RESPONSIBLE FOR MISSED APPOINTMENTS, LOST REVENUE, OR PATIENT COMMUNICATIONS

11. Indemnification

You agree to indemnify and hold harmless Fill My Calendar and its officers, directors, employees, and agents from any claims, damages, losses, or expenses arising from:

  • Your use of the Service
  • Your violation of these Terms
  • Your violation of any third-party rights
  • Your failure to obtain proper patient consent
  • Content or data you provide through the Service

12. Termination

We may suspend or terminate your access to the Service if:

  • You violate these Terms
  • Your payment fails and is not resolved promptly
  • Your use poses a security risk or legal liability
  • Required by law or legal process

Upon termination, your right to use the Service ends. You may request export of your data within 30 days of termination.

13. Dispute Resolution

Any disputes arising from these Terms or the Service shall be:

  • First attempted to be resolved through good-faith negotiation
  • Subject to binding arbitration under the rules of the American Arbitration Association
  • Governed by the laws of the State of Delaware

You waive any right to participate in class action lawsuits against us.

14. Changes to Terms

We may modify these Terms at any time. We will provide notice of material changes via email or through the Service. Continued use after changes constitutes acceptance of the new Terms.

15. General Provisions

  • Entire Agreement: These Terms constitute the entire agreement between you and Fill My Calendar.
  • Severability: If any provision is found unenforceable, the remaining provisions remain in effect.
  • Waiver: Failure to enforce any right does not waive that right.
  • Assignment: You may not assign these Terms without our consent.

16. Contact Us

If you have questions about these Terms, please contact us at:

Fill My Calendar
Email: ben@fillmycal.com