Privacy Policy

FillOS (“FillOS,” “we,” “us,” or “our”) helps appointment-based businesses detect late cancellations on their calendar and automatically fill the vacated slot from a waitlist. This Privacy Policy explains what information we collect, how we use it, and the choices you have. It covers — and explicitly addresses — data we access from Google APIs, including your Google Calendar.

Information we collect

• Account information — your name, email address, and authentication identifiers, created when you sign in.
• Google Calendar data — event times and cancellation status read from the Google Calendar you connect (see below).
• Waitlist data — the contacts and preferences you add to your waitlists so we can offer them open slots.
• Usage and device data — basic logs and analytics we use to operate and improve the service.

How we access and use Google Calendar data

When you connect Google Calendar, you grant FillOS the read-only calendar events scope (calendar.events.readonly). We use this access for a single purpose: to read your events and detect when an appointment is cancelled so we can help you fill the open slot from your waitlist.

• Access. We read events on the calendar you connect — their start and end times and whether they have been cancelled. We request only the read-only scope.
• Use. We use this data solely to detect cancellations and surface analytics and recovery suggestions to you.
• No write-back. At launch FillOS does not create, edit, or delete any events on your calendar. We only read. If we ever add the ability to write events, we will request additional permission from you and re-verify with Google before doing so.
• Storage. We store only the minimal event metadata needed to detect cancellations and show your recovery history. Access and refresh tokens are used only to maintain your connection.
• Sharing. We do not sell your Google Calendar data and do not share it with third parties, except with the infrastructure subprocessors that run the service on our behalf under confidentiality obligations (see How we share data below), or where required by law.

You can revoke FillOS’s access at any time from your Google Account permissions page or by disconnecting the calendar in your FillOS settings.

Waitlist and guest data

If you are a host, you may add the contact details of your clients (“guests”) — such as name, email address, and phone number — to a waitlist so FillOS can offer them an open slot. When you do, you are the controller of that data and you confirm you have the right and any necessary consent to share it with us. FillOS processes guest data only to operate the waitlist on your behalf.

We contact guests by email and SMS only to offer or confirm an available slot, never for our own marketing. Standard message and data rates may apply. Guests can opt out at any time by replying STOP to an SMS or using the unsubscribe link in an email, and may contact us at the address below to request access to or deletion of their information.

How we share data

We do not sell your personal information. We share data only with the service providers (“subprocessors”) that help us run FillOS, each bound by confidentiality and data-protection obligations and permitted to use the data only to provide their service to us:

• Google Cloud — hosting and infrastructure.
• Google Identity Platform — authentication and sign-in.
• PostHog — product analytics.
• Resend — transactional and waitlist email.
• Twilio — SMS notifications.
• Stripe — payment processing. FillOS does not store full payment-card numbers; card details are handled directly by Stripe.

We may also disclose data where required by law, and personal information may be transferred as part of a merger, acquisition, or sale of assets. Our infrastructure is hosted in the United States; if you access FillOS from outside the U.S., your data may be processed there.

Cookies and analytics

We use cookies and similar technologies to keep you signed in and to understand how FillOS is used. We use PostHog for privacy-conscious product analytics (such as page views and feature usage) to improve the service; we do not use this data for advertising. You can control cookies through your browser settings, though some features may not work without them.

Data retention

We retain your information for as long as your account is active. When you disconnect your calendar or close your account, we delete the associated Google Calendar data and revoke stored tokens, except where we must retain limited records to comply with legal obligations.

Security

We protect your data with encryption in transit and at rest, access controls, and standard operational safeguards. No method of transmission or storage is completely secure, but we work to protect your information using industry best practices.

Your choices

You can disconnect Google Calendar, edit or delete your waitlist data, and request deletion of your account at any time. To exercise these rights, use the controls in your FillOS settings or contact us at the address below.

Children’s privacy

FillOS is a business tool and is not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us data, contact us and we will delete it.

Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above and, for material changes, provide a more prominent notice. Your continued use of FillOS after an update means you accept the revised policy.

Contact us

If you have questions about this Privacy Policy or how we handle your data, email us at privacy@fillos.io.