Privacy Policy
Stillbook LLC · version draft-3 · Last updated August 19, 2026 (working draft)
How Stillbook LLC handles your information — and your clients'.
The short version
Stillbook is built for solo massage therapists, and protecting your clients' information is the whole point. We do not sell or rent your data or your clients' data to anyone, and we never will.
We do not place advertising or analytics trackers on any page that touches client information — not your provider dashboard, not your booking page, not the links your clients use. Third-party analytics live only on our public marketing pages (this site), and they are privacy-respecting and cookieless.
Information we collect
Account information you give us: your business name, email address, password (stored only as a salted hash), and time zone.
Practice data you create: your services, hours, availability, appointments, client records, charting notes, and intake responses. This may include Protected Health Information (PHI), which we handle under the Business Associate Agreement you accept at signup.
Operational metadata: log and audit records of who accessed which record and when (kept free of PHI by design), and basic device/usage information needed to run and secure the service.
How we use it
We use your information solely to provide Stillbook: to run your scheduling, charting, payments, reminders, and client management, to keep the service secure, and to support you.
We send your clients only the transactional messages your practice triggers — booking confirmations, reminders, and the links to manage their appointments. We do not market to your clients.
Clients who are minors
Stillbook is a tool for your practice; we do not knowingly collect information directly from children. If your practice serves clients who are minors, you are responsible for obtaining any parental or guardian consent your jurisdiction requires before entering their information.
Text messages (SMS)
If a client chooses to receive texts, Stillbook sends transactional appointment messages on your practice's behalf — booking confirmations, appointment reminders, reschedule and cancellation notices, and intake-form reminders — along with replies that let a client confirm or cancel an appointment. Stillbook LLC is the registered sender, and your practice is named in each message. We never send marketing or promotional texts.
Clients opt in on your practice's booking page through a separate checkbox that is not required to book — SMS consent is never a condition of booking or of any purchase. Message frequency varies with appointment activity, and message and data rates may apply. A client can reply STOP to any message to unsubscribe from all texts — or opt out by any other reasonable method, such as replying UNSUBSCRIBE, CANCEL, END, or QUIT, or contacting support — or reply HELP for help (we point them to support@stillbook.app).
Mobile phone numbers and SMS opt-in (consent) information are never shared with or sold to third parties or affiliates for marketing or promotional purposes. We share them only with the messaging subprocessors that deliver the texts your practice triggers, and only the minimum information needed to send each message.
Google Calendar sync
If you choose to connect your Google Calendar, Stillbook asks Google for a single permission — access to your calendar events — and uses it for exactly one feature: two-way availability sync between your calendar and your Stillbook schedule.
What we read and keep: we read your calendar events only to learn when you are busy, and we store only the busy time intervals (start and end times) so booked and blocked times can't be double-booked. We deliberately do not store event titles, descriptions, attendees, locations, or any other event content.
What we write: when an appointment is booked in Stillbook, we create a matching event on your Google Calendar. That event contains at most a client's initials and the service name — or simply "Busy", if you choose that setting — never a client's full name, contact details, notes, or any health information.
How this data is used, shared, and protected: Google user data is used solely to provide the calendar-sync feature described here. It is never sold, never shared with third parties, never used for advertising, and never used to develop, improve, or train artificial-intelligence or machine-learning models. Access credentials and synced data are encrypted in transit and at rest and protected by the same security controls as the rest of the service.
Retention and deletion: you can disconnect Google Calendar at any time from Settings → Sync — we ask Google to revoke our access and immediately delete the stored connection, its credentials, and every busy interval we synced. You can also revoke Stillbook's access from your Google Account's security settings at any time. Stored calendar data is likewise removed when you close your account.
Stillbook's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Security
We encrypt data in transit and at rest, isolate each practice's data from every other practice, require strong authentication, and keep record-level audit logs. See the Security page for details.
We process and store your data on infrastructure located in the United States.
If there's a data breach
If client or account information is ever exposed in a security incident, we investigate promptly and notify the affected practice(s) without undue delay, along with any individuals or regulators the law requires us to inform.
Where we act as your Business Associate, we follow the breach-notification duties set out in the Business Associate Agreement. In all cases we follow the federal and state breach-notification laws that apply.
How long we keep your data
We keep your practice data for as long as your account is active so you can run your practice. When you delete a client record, it leaves your active workspace immediately and is permanently purged from our systems within 30 days. Clinical records may be subject to retention periods under your state's laws — you are responsible for exporting or retaining what your license requires before deleting.
When you close your account, we return or securely destroy the practice data we hold within 30 days — except for the limited records we must keep to meet a legal, tax, or security obligation. Backups are encrypted and cycle out on a rolling schedule.
Your choices & data rights
You can export your practice's data at any time, and delete individual client records or your whole account from within the app.
Questions about privacy, or want to exercise a data right? Email support@stillbook.app.
State privacy rights
Depending on where you and your clients live, state laws may grant additional rights over personal and health-related information — for example, Washington's My Health My Data Act, California's CMIA and CCPA/CPRA, and the Texas Data Privacy and Security Act. These can include rights to access, correct, or delete information, and the right not to have health data sold or shared. We do not sell or share it.
Stillbook usually handles client information as a service provider acting on your practice's behalf, so a client's request is generally directed to your practice — the business that collected the information — and we help you respond. For information we hold about you as our customer, email support@stillbook.app to make a request.
Who we are & how to reach us
Stillbook is operated by Stillbook LLC, a limited liability company formed in Utah, USA, which is the entity responsible for the information described in this policy.
Privacy questions or requests: email support@stillbook.app or call (801) 923-8008. Mailing address: Stillbook LLC, 7533 S Center View Ct, Ste N, West Jordan, UT 84084.
We may update this policy from time to time. We post changes here and, for material changes, notify you.