Privacy Policy

1. Scope

This Privacy Policy applies to SlotSwoop at slotswoop.com, our provider workspace, and the appointment claim and unsubscribe experiences we operate. A practice may separately have its own privacy obligations and policies for information it enters into SlotSwoop.

2. Information we collect

Provider and practice information

We collect provider names, work email addresses, practice names, roles, account status, practice time zone, authentication and session records, Google account identifiers used for Google Sign-In, and settings needed to operate the provider workspace.

Subscriber information

Practices may provide subscriber names, email addresses, phone numbers, consent status, provider relationships, unsubscribe status, and delivery status. Subscribers do not create SlotSwoop accounts.

Opening and claim information

We collect public appointment labels, date and time, duration, delivery mode, public location, public logistics, selected audience, alert status, claim status, and the contact details needed to notify the winning subscriber and provider.

Security and service information

We process request timestamps, hashed network or device identifiers, audit events, message delivery records, and similar technical information needed to authenticate users, protect bearer links, enforce limits, troubleshoot delivery, and keep the service reliable.

Billing information

Practice admins provide payment details directly to Stripe. SlotSwoop does not receive or store full card numbers. We store Stripe customer and subscription identifiers, billing mode and status, configured rates, billable seat counts, confirmed-booking usage, and billing audit records needed to operate and reconcile practice billing.

3. Google user data

Google Sign-In is an optional authentication method for provisioned SlotSwoop accounts. It provides a verified email address and stable Google account identifier, which SlotSwoop uses only to match and authenticate an existing account. It does not create an uninvited account or grant Calendar access.

Connecting Google Calendar is a separate optional action available only to provider-side users. SlotSwoop requests the Google Calendar free/busy scope, together with basic Google account identity information used to verify the connected account.

How we access and use Google data

When a provider asks to view availability, SlotSwoop accesses free/busy time intervals for the provider's primary calendar. We use those intervals only to show availability guidance and to let an authorized provider select a displayed period to prefill an opening's start time and duration.

What we do not access or do

SlotSwoop does not request or read calendar event titles, descriptions, attendees, locations, attachments, or other event details. SlotSwoop does not create, change, or delete Google Calendar events.

How Google data is stored and protected

For Google Sign-In, we store the stable Google account identifier linked to the existing SlotSwoop user; we do not store the Google ID token. Calendar OAuth access and refresh credentials are separately encrypted at rest and remain on the server. We store the Google account identifier, primary-calendar selection, connection status, and last connection activity needed to maintain the Calendar integration. Free/busy results are requested on demand; we do not store Google event content. If a provider selects a displayed busy period, the selected start time and duration become ordinary SlotSwoop opening details.

How Google data is shared

Free/busy intervals may be displayed only to authorized teammates in the same practice as part of creating an opening. We do not sell Google user data, use it for advertising, or share it with data brokers. We share it with service providers only as necessary to operate and secure SlotSwoop, when required by law, or with the user's explicit consent.

Disconnecting Google Calendar

A provider can disconnect Google Calendar at any time in SlotSwoop Settings. SlotSwoop removes usable stored credentials and asks Google to revoke access. A user can also revoke access from their Google Account permissions.

4. How we use information

We use information to provide and secure SlotSwoop, authenticate providers, create and distribute opening alerts, award and confirm claims, provide calendar downloads, administer practice subscriptions and usage billing, honor unsubscribe choices, notify providers, maintain consent and audit records, support users, prevent abuse, comply with law, and improve service reliability.

SlotSwoop does not use personal information for third-party advertising and does not sell personal information.

5. How we share information

We may share information in these limited circumstances:

• Within a practice: authorized practice users can access information appropriate to their role. The provider who owns a claimed opening receives the claimant's name and available contact information.
• With service providers: vendors that host, secure, deliver, and bill for SlotSwoop, including Cloudflare and Stripe, process information on our behalf under appropriate restrictions.
• For legal and safety reasons: when reasonably necessary to comply with law, protect rights and safety, or investigate abuse.
• In a business transaction: as part of a merger, financing, acquisition, reorganization, or sale, subject to applicable confidentiality and notice requirements.
• With consent: when the person or responsible practice directs us to share information.

6. Data choices and rights

Practice admins can update practice information, manage billing through Stripe, manage subscriber status, disconnect Google Calendar, and sign out active sessions. Subscribers can use the unsubscribe link in each opening alert. Depending on location, individuals may have rights to access, correct, delete, restrict, or object to certain processing of their personal information.

A subscriber should first contact the practice that added their information because that practice controls its subscriber relationships. Anyone may also contact us at support@slotswoop.com for privacy help.

7. Data retention

We retain information for as long as reasonably necessary to provide SlotSwoop, maintain security and audit history, honor consent and unsubscribe choices, resolve disputes, and meet legal obligations. Retention depends on the type of record and the relationship with the practice. We delete or de-identify information when it is no longer needed, subject to lawful backup and recordkeeping requirements.

8. Security

We use administrative, technical, and organizational safeguards appropriate to the information we process. These include tenant-scoped access controls, single-use magic links, signed Google identity-token verification, hashed bearer credentials, encrypted Google Calendar credentials, secure session cookies, limited OAuth scopes, and controls against unauthorized requests. No method of transmission or storage is completely secure.

9. Sensitive records

SlotSwoop is designed for public scheduling details and does not serve as a clinical, treatment, insurance, intake, or primary booking record. Practices and providers must not enter diagnoses, treatment notes, insurance details, private intake information, or other sensitive service records into SlotSwoop.

10. International processing

SlotSwoop and its service providers may process information in countries other than the one where a user lives. Where required, we use safeguards intended to protect personal information during those transfers.

11. Children

SlotSwoop is a business scheduling service and is not directed to children. Provider accounts are intended for adults authorized by a practice. Practices are responsible for ensuring that subscriber information is collected and used lawfully.

12. Changes to this policy

We may update this policy as SlotSwoop or applicable requirements change. We will post the updated policy here, revise the effective date, and provide additional notice when required. Material changes to how we use Google user data will be reflected in this policy and relevant in-product disclosures.

13. Contact us

Questions or requests about this Privacy Policy or SlotSwoop's data practices can be sent to support@slotswoop.com.