Privacy Policy

1. Who We Are

Clearbook ("we," "us," or "our") is a scheduling and client-communication platform for independent professionals and small service businesses. Our website is useclearbook.app and you can reach us at hello@useclearbook.app.

Clearbook is not intended for storing sensitive medical information or protected health information. Practitioners who maintain clinical records should use a system designed for that purpose.

2. Information We Collect

a) Information you provide

• Account registration: full name, email address, password (hashed)
• Practice profile: practice name, phone number, biography, booking page URL slug
• Availability settings: days, hours, session length preferences
• Billing configuration: session fee and cancellation policy (text only; card details are handled by Stripe)
• Client booking data entered by clients: name, email, phone, appointment type, and optional intake notes

b) Information collected automatically

• Server logs: IP address, browser type, pages visited, timestamps
• Authentication tokens stored in secure HttpOnly cookies by Supabase
• Your cookie consent preference (stored in your browser's localStorage)

c) Payment information

We do not store credit card numbers or bank account details. Payments are processed by Stripe, Inc. When you connect Stripe to receive client payments, you interact directly with Stripe's secure OAuth flow. We only store Stripe-issued account identifiers.

3. Sensitive Health Information

Clearbook is designed for scheduling and practice management, not as a clinical record system. It is not intended for storing sensitive medical information such as clinical notes, diagnoses, or treatment plans. Clearbook:

• Applies appropriate administrative, physical, and technical safeguards to client data
• Uses client data only to provide the Clearbook service and as required by law
• Does not sell, rent, or share client data with third parties except as described in this policy or required by law
• Notifies you of any breach of unsecured data affecting your account without unreasonable delay

Practitioners using Clearbook remain responsible for their professional record-keeping obligations and for obtaining appropriate authorizations from clients.

4. How We Use Your Information

• Operate and improve the Clearbook platform
• Send appointment confirmation and reminder emails and SMS messages to clients (via Resend and Twilio)
• Process payments and payouts through Stripe Connect
• Authenticate users and maintain session security
• Respond to support inquiries
• Comply with legal obligations

We do not use client data to train AI models, build advertising profiles, or sell data to data brokers.

5. Third-Party Service Providers

We share data only with vendors necessary to provide the service:

• Supabase — database and authentication hosting
• Stripe, Inc. — payment processing and Stripe Connect for practitioner payouts
• Twilio Inc. — SMS appointment reminders
• Resend Inc. — transactional email delivery
• Vercel Inc. — application hosting and edge infrastructure

Each provider processes information under its own service terms, privacy policy, and security commitments.

6. Data Retention

We retain account and appointment data while your account is active and as reasonably necessary to provide the service, resolve disputes, meet legal obligations, and prevent abuse. You may request deletion by contacting hello@useclearbook.app, subject to any applicable legal retention requirements.

7. Cookies

We use essential session cookies to keep you logged in. We do not use third-party advertising or tracking cookies. See our Cookie Policy for details.

8. Your Rights

Depending on your location, you may have rights to access, correct, port, or delete your personal data. To exercise any of these rights, email us at hello@useclearbook.app. We respond within 30 days.

If you are a client whose information was entered into Clearbook by a practitioner, please contact that practitioner directly. We process client data at the direction of the practitioner.

9. Security

Clearbook uses TLS encryption in transit, managed database protections, row-level security policies, and secure authentication controls. No system is 100% secure; if you discover a vulnerability, report it to hello@useclearbook.app.

10. Children's Privacy

Clearbook practitioner accounts are intended for adults. Practitioners who schedule services involving minors are responsible for obtaining any consent required by law. If you believe a child's information was submitted without appropriate consent, contact us immediately.

11. Changes to This Policy

We may update this policy from time to time. Material changes will be communicated via email or an in-app notice at least 7 days before taking effect. Continued use of Clearbook after changes constitutes acceptance.

12. Mobile Communications & SMS Data Protection

1. Information Collection and Opt-In

We only collect mobile phone numbers when platform users (clients and therapists) explicitly opt in to receive transactional text notifications, booking updates, and account alerts. This consent is collected via clear, opt-in checkboxes during onboarding or booking, and is never enabled by default.

2. Strict Non-Sharing Policy

We do not share, sell, rent, or lease your mobile phone number, SMS opt-in consent data, or mobile messaging information to third parties, affiliates, or partner networks for marketing, promotional, or any other purpose. Your phone number is used solely to deliver transactional platform updates. We use a third-party SMS delivery provider (Twilio) strictly as our messaging infrastructure to send these messages on our behalf — they do not use your data for their own purposes.

3. Message Frequency and Rates

Message frequency varies based on your booking activity. Message and data rates may apply, as determined by your mobile carrier.

4. Opt-Out and Support

You may opt out of receiving text messages from us at any time. To stop receiving SMS alerts, reply “STOP” to any text message you receive from us. For help, reply “HELP” or contact us at hello@useclearbook.app.

13. Contact

Questions about this Privacy Policy? Email us at hello@useclearbook.app. We're a small team and aim to respond within 2 business days.