Privacy Notice
Effective Date: April 12, 2026
This Privacy Notice explains how your personal information is collected and used when you book an appointment with [Organization Name] ("your service provider") through the Stillway platform.
[Organization Name] is the service provider you are booking with. Stillway, Inc. ("Stillway") provides the online scheduling and practice management technology that [Organization Name] uses to accept bookings, manage appointments, and communicate with clients. Stillway processes your information on behalf of [Organization Name] as a technology provider.
1. Information Collected
When you book an appointment, the following information may be collected:
Information you provide: Your name, email address, phone number, appointment preferences, service selections, and any information you submit through intake forms.
Payment information: If prepayment is required, your payment is processed securely by Stripe or Square. Neither [Organization Name] nor Stillway stores your full credit card number.
Information collected automatically: Device information (browser type, IP address), cookies necessary for the booking system to function, and basic usage data to maintain and improve the service.
2. How Your Information Is Used
Your information is used to:
- Complete and confirm your appointment with [Organization Name].
- Send you appointment confirmations, reminders, and follow-up messages via SMS and email.
- Send you marketing messages (via SMS or email) about [Organization Name]'s services, promotions, or availability, but only if you have opted in. You may unsubscribe from marketing emails by clicking the unsubscribe link in any marketing email, or opt out of marketing SMS by replying STOP.
- Process payments related to your booking.
- Enable [Organization Name] to manage their schedule and serve you.
- Maintain, improve, and secure the booking platform.
- Comply with legal obligations.
3. Who Receives Your Information
[Organization Name] receives your name, contact information, appointment details, and any intake form responses so they can provide your service.
Stillway processes your information on behalf of [Organization Name] to operate the booking platform. Stillway does not sell your personal information or use it for advertising.
Service providers: Stillway uses third-party services to operate the platform, including Amazon Web Services (hosting), Stripe and Square (payment processing), Twilio (SMS messaging), and SendGrid (email delivery). These providers process data only as necessary to deliver their services and are bound by data processing agreements.
AI-assisted booking: Stillway's booking system includes AI-assisted features powered by OpenAI. When you use conversational booking, your request is processed by OpenAI to interpret your preferences and find available appointments. Stillway does not use your data to train AI models, and OpenAI is contractually prohibited from using data submitted through Stillway for model training. See Stillway's AI Policy at stillway.ai/trust for details.
4. SMS and Email Communications
4.1 Transactional Messages
When you provide a phone number and complete a booking, you may receive transactional messages including appointment confirmations, reminders, and cancellation notices via SMS and email. These messages are sent to fulfill your booking.
4.2 Marketing Messages
[Organization Name] may send you marketing messages (via SMS or email) about their services, promotions, or availability, but only if you have opted in.
4.3 Opt-Out
You may opt out of marketing SMS at any time by replying STOP to any marketing message. You may unsubscribe from marketing emails by clicking the unsubscribe link in any marketing email. Opting out of marketing messages will not affect transactional messages related to your confirmed appointments.
4.4 Message Frequency and Rates
Message frequency varies based on your appointment activity. Standard message and data rates may apply for SMS.
5. Cookies
The booking platform uses cookies and similar technologies for the following purposes:
Necessary cookies maintain your session and enable core booking functionality. These cannot be disabled without preventing the booking system from working.
Analytics cookies help us understand how booking pages are used so we can improve the experience. [Organization Name] may also use analytics services (such as Google Analytics) on their booking pages to understand visitor activity. Analytics data is used to measure and improve service — it is not used for advertising or cross-site tracking.
We do not use advertising cookies on booking pages. You can manage cookies through your browser settings; disabling necessary cookies may prevent you from completing a booking.
6. Your Rights
You may request access to, correction of, or deletion of your personal information by contacting [Organization Name] directly or by contacting Stillway at privacy@stillway.ai.
California residents: Stillway does not sell personal information or share it for cross-context behavioral advertising. For additional information about your rights under the California Consumer Privacy Act (CCPA/CPRA), see Stillway's Privacy Policy at stillway.ai/privacy.
7. Data Retention
Your booking and contact information is retained while [Organization Name] maintains an active account on the Stillway platform. You may request deletion by contacting [Organization Name] or Stillway at privacy@stillway.ai.
8. Children's Privacy
You must be at least 18 years old (or the age of majority in your jurisdiction) to book an appointment. If you are under 18, a parent or legal guardian must complete the booking on your behalf.
9. Changes to This Notice
This Privacy Notice may be updated from time to time. The current version is always available at this URL with an updated effective date.
10. Contact
Your service provider: [Organization Name] Address: [Organization Address]
Technology provider: Stillway, Inc. — privacy@stillway.ai
For Stillway's complete Privacy Policy, visit stillway.ai/privacy.