Privacy Policy

Overview

SpotFillr ("we," "us") provides a tool coaches use to notify their club members when a private lesson slot opens up due to a cancellation. This policy describes what information we collect, how we use it, and the choices you have.

Information We Collect

We collect two categories of information:

• Coach account information: name, email address, and club details provided when creating a SpotFillr account.
• Club member information: name, email address, and (optionally) phone number, entered by the coach or provided directly by the member when managing their own alert preferences.

How We Use Information

Member contact information is used solely to:

• Send email notifications when a lesson slot opens up.
• Send SMS text notifications, but only to members who have explicitly opted in.
• Let a member manage their own notification preferences via a personal link.

We do not use member data for advertising, do not build profiles for marketing purposes, and do not contact members for any reason unrelated to the lesson-slot notification service the coach has set up.

What We Never Do

• We never sell or rent member lists or contact information to anyone.
• We never contact members on behalf of anyone other than their own club's coach.
• We never share member data with other clubs or coaches using SpotFillr.

SMS Communications

Phone numbers are only used to send text alerts about open lesson slots to members who have opted in themselves and verified their mobile number with a one-time code. We do not send marketing or promotional text messages.

Mobile numbers and consent information are never shared with third parties or affiliates for marketing or promotional purposes, and are never sold. Mobile numbers are shared only with the telecommunications provider required to deliver the message.

Messages are sent only when a lesson is canceled at the member's club, so message frequency varies. Most members receive fewer than 10 messages per month. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages.

A member can stop text alerts at any time by replying STOP to any message, by disabling text alerts on their preferences page, or by asking their coach to turn them off. Reply HELP to any message for assistance. Opting out of text alerts does not affect email notifications. Full program details are available on our Text Alerts page.

Data Storage & Security

Data is encrypted in transit and at rest, and stored with a managed database provider. Access is restricted to what each coach needs to operate their own club roster; coaches cannot see or access another club's member data.

Third-Party Services

We use third-party providers to operate SpotFillr, including hosting, database, email delivery, and SMS delivery providers. These providers process data only as necessary to deliver the service and are not permitted to use it for their own purposes.

Data Retention & Deletion

Member data is retained for as long as a coach's account is active. A coach can remove a member from their roster at any time, which deletes that member's contact information from SpotFillr.

Contact

Questions about this policy can be sent to privacy@getspotfillr.com.

Changes to This Policy

We may update this policy from time to time. Material changes will be reflected by updating the effective date above.