Short version: SlotFill collects only what's needed to run the Service. We do not sell your data or your clients' data. We do not share it with third parties except where strictly necessary to operate (e.g., sending SMS via our delivery provider). You own your data and can request it or delete it at any time.
Contents
- Purpose of this Privacy Policy
- Contact Details
- Information We Collect
- How We Use Your Information
- Legal Bases for Processing
- Marketing & Communications
- SMS Messaging & TCPA
- Cookies
- Sharing Your Information
- Data Security & Retention
- Your Data Protection Rights
- Client Data — Your Responsibilities
- Third-Party Links & Services
- Children's Privacy
- Changes to This Policy
1. Purpose of this Privacy Policy
SlotFill ("Company," "we," "us," or "our") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard your information when you visit our website, purchase or use our services, or otherwise interact with SlotFill. It also outlines your rights and how the law protects you.
This website and our services are designed for use by businesses (B2B) and are not intended for children under the age of 18. We do not knowingly collect data from minors.
2. Contact Details
If you have any questions about this Privacy Policy or how we process your personal data, please contact us:
SlotFill
Email: slotfill@slotfill.io
Website: slotfill.io
We would appreciate the opportunity to resolve your concerns directly. If you feel your privacy rights have not been addressed, you have the right to lodge a complaint with your local data protection authority.
3. Information We Collect
Information you provide directly
- Full name and business name when creating an account
- Email address and password for authentication
- Billing and payment details when purchasing a subscription (processed by Stripe — we do not store card numbers)
- Information provided when completing onboarding, feedback forms, or support requests
Information from your booking system (Client Data)
- Client names and phone numbers from your waitlist
- Appointment types, service categories, and provider names
- Cancellation and booking events received via webhook from your booking system
Information collected automatically
- IP address, device identifiers, operating system, and browser type
- Usage data such as pages visited, features used, and session activity
- Analytics data to measure engagement and improve the Service
| Data Type | Why We Collect It | Retention Period |
|---|---|---|
| Account information | To operate your account and provide the Service | Until account deletion + 30 days |
| Client waitlist data | To match cancellations to waitlisted clients | Until you delete it or cancel your account |
| SMS message logs | To show recovery history and resolve issues | 12 months rolling |
| Payment records | Billing, tax, and dispute resolution | 7 years (legal requirement) |
| Usage analytics | To improve the Service | 24 months |
4. How We Use Your Information
We use personal data to:
- Register you as a customer and provide access to your account and the Service
- Send automated SMS messages to your waitlisted clients on your behalf
- Process payments, manage your subscription, and recover outstanding balances
- Improve the platform — monitoring performance, fixing bugs, and developing new features
- Communicate with you about your account, billing, product updates, and support
- Detect and prevent fraud and ensure platform security
- Comply with legal obligations or respond to lawful requests from authorities
We do not use your data or your clients' data for advertising. We do not sell data to third parties under any circumstances.
5. Legal Bases for Processing
We process your personal data under the following legal bases:
- Performance of a contract — to provide you with the SlotFill Service, process payments, and deliver support
- Compliance with legal obligations — such as tax, accounting, and regulatory requirements
- Legitimate interests — including service improvement, fraud prevention, maintaining accurate records, and platform security, where these interests are not overridden by your rights
- Consent — where required by law, such as certain marketing communications. You may withdraw consent at any time without affecting prior lawful processing
6. Marketing & Communications
Product updates and offers
We may use your contact information to send you relevant updates about SlotFill features, plans, or offers that may be of interest to you as an existing or prospective customer.
Third-party marketing
We will only share your personal data with third parties for marketing purposes if you have expressly opted in. We do not sell or rent your contact information to any third party.
Opting out
You can opt out of marketing communications at any time by clicking the unsubscribe link in any email we send, or by contacting us at slotfill@slotfill.io. Opting out does not affect essential service communications such as billing notices, account alerts, or security updates.
7. SMS Messaging & TCPA
SlotFill sends SMS messages to your clients on your behalf using our SMS delivery infrastructure. These messages are sent only to clients you have added to your waitlist, solely for the purpose of filling cancelled appointment slots.
By using SlotFill, you represent that you have obtained all required consents from your clients to receive SMS messages in compliance with the Telephone Consumer Protection Act (TCPA) and all applicable laws. You remain the responsible party for maintaining records of client consent.
Clients who reply STOP to any SlotFill SMS are automatically suppressed from future outreach. We log all opt-outs and honor them immediately. You are responsible for ensuring opted-out clients are also removed from your waitlist.
8. Cookies
We use cookies and similar technologies to keep you logged in, remember your preferences, and understand how the platform is used. You may disable cookies through your browser settings, though some features may not function properly without them.
- Authentication cookies — required to keep you logged into your account
- Preference cookies — remember settings such as your last-viewed dashboard state
- Analytics cookies — help us understand platform usage so we can improve it (anonymized data only)
We do not use third-party advertising cookies or track you across other websites.
9. Sharing Your Information
We do not sell your personal data. We may share it only in the following limited circumstances:
- Service providers — including Twilio (SMS delivery), Stripe (payments), and Supabase (database and authentication), each bound by confidentiality agreements and data processing terms
- Anonymized or aggregated form — where data cannot identify you or your clients, for internal analytics or platform improvement
- Legal requirements — when required by law, court order, or to protect the rights, property, or safety of SlotFill, our users, or the public
- Business transfers — in connection with a merger, acquisition, or restructuring of our business, where your data may be transferred as a business asset. We will notify you before your data becomes subject to a different privacy policy
10. Data Security & Retention
We implement technical and organizational measures designed to protect your personal data against unauthorized access, alteration, disclosure, or destruction. Our security practices include:
- All data in transit is encrypted via HTTPS/TLS
- Passwords are hashed and never stored in plain text
- Row-Level Security (RLS) ensures your data is isolated from other accounts
- Access to production systems is restricted to authorized personnel only
- We monitor for unusual access patterns and potential security incidents
We retain personal data only as long as necessary to fulfill the purposes described in this Policy, including legal, accounting, or reporting requirements. When data is no longer required, it is securely deleted or anonymized. Specific retention periods are detailed in the table in Section 3.
No system is completely secure. If you believe your account has been compromised, contact us immediately at slotfill@slotfill.io.
11. Your Data Protection Rights
Regardless of your location, you have the following rights regarding your personal data:
California residents have additional rights under the CCPA, including the right to know what personal information is collected, the right to opt out of the sale of personal information (we do not sell personal information), and the right to non-discrimination for exercising these rights.
To exercise any of these rights, email slotfill@slotfill.io. We will respond within 30 days. Where requests are complex, we may extend this period by up to two additional months and will notify you accordingly.
12. Client Data — Your Responsibilities
When you upload or sync client data (names, phone numbers) to SlotFill, you are the data controller and SlotFill acts as a data processor on your behalf. You are responsible for:
- Ensuring you have a lawful basis for sharing client data with SlotFill
- Obtaining required SMS consent from your clients before adding them to your waitlist
- Informing your clients that their data may be processed by third-party service providers as part of your appointment management process
- Promptly honoring client requests to be removed from your waitlist or to stop receiving messages
13. Third-Party Links & Services
Our website and platform may contain links to third-party websites or services, including your booking system (Boulevard, Mindbody, Jane App, Vagaro). We are not responsible for the privacy practices of those third parties. We encourage you to review the privacy policies of any third-party services you connect to SlotFill. Your use of those services is at your own risk.
14. Children's Privacy
SlotFill is a business-to-business service not directed at individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that we have inadvertently collected such data, we will delete it immediately. If you believe we have collected information from a minor, please contact us at slotfill@slotfill.io.
15. Changes to This Privacy Policy
SlotFill may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or with a prominent notice in the Service at least 14 days before the changes take effect. Continued use of our services after updates are posted indicates acceptance of the revised Policy.
We encourage you to review this page periodically to stay informed about how we protect your information.