Privacy Policy

Luxe Digital Collective LLC — SpotFill Effective Date: February 19, 2026

Effective Date: March 17, 2026Last Updated: March 17, 2026Luxe Digital Collective, LLC ("we," "us," "our") operates SpotFill, an automated notification service for medical spa owners. This Privacy Policy explains how we collect, use, and protect your personal information when you use SpotFill.---# 1. Information We Collect## 1.1 Information You ProvideWhen you create a SpotFill account, we collect:- Contact Information: Name, email address, business name
- Phone Number: Mobile phone number (optional - only if you opt-in to SMS notifications)
- Business Details: Medical spa name, address, logo, services offered
- Account Credentials: Username and password (encrypted)## 1.2 Information Collected AutomaticallyWhen you use SpotFill, we automatically collect:- Usage Data: Pages viewed, features accessed, time spent
- Device Information: IP address, browser type, device type
- Appointment Data: Cancellation details, treatment types, time slots (submitted by you)## 1.3 Information From Third PartiesWe may receive information from:- Payment Processors: Stripe (for subscription billing)
- Email Services: SendGrid (for email delivery)
- SMS Services: Twilio (for SMS delivery)
- Analytics: Google Analytics (aggregated usage data)---# 2. How We Use Your InformationWe use your information to:- Provide SpotFill Services: Generate branded Instagram Story graphics for your appointment openings
- Send Notifications: Deliver Story download links via SMS and email (only if you opt-in)
- Process Payments: Handle subscription billing through Stripe
- Improve Our Service: Analyze usage patterns to enhance features
- Customer Support: Respond to your questions and technical issues
- Legal Compliance: Meet regulatory requirements (HIPAA, TCPA, SMS carrier guidelines)---# 3. SMS Notifications & Consent## 3.1 Opt-In ProcessSMS notifications are completely optional. You can use SpotFill with email-only delivery.If you choose to opt-in to SMS, you will:1. Check a clearly labeled opt-in box during registration
2. See consent language: "I agree to receive SMS notifications from SpotFill including Story download links and service updates. Reply STOP to opt out anytime."
3. Receive a confirmation message## 3.2 What SMS Messages You'll ReceiveIf you opt-in, you will receive:- Story Download Links: Links to your generated Instagram graphics
- Submission Confirmations: Confirmation that your appointment opening was received
- Service Updates: Important account notificationsMessage Frequency: Varies based on your usage (typically 1-10 messages per month)Standard messaging rates apply from your mobile carrier.## 3.3 How to Opt-OutYou can opt-out anytime by:- Texting STOP to our Twilio number
- Updating settings in your SpotFill account at spotfill.co/settings
- Emailing us at [email protected]You will receive a confirmation of your opt-out.## 3.4 HelpFor SMS help, text HELP or email [email protected]## 3.5 SMS Data PrivacyText messaging originator opt-in data and consent will not be shared with any third parties. Your phone number and SMS consent information are used solely to deliver SpotFill service notifications and will never be sold, rented, or disclosed to third-party marketers.---# 4. How We Share Your Information## 4.1 We DO NOT Sell or Share Your Data for MarketingYour phone number, email, and personal data are NEVER:- Sold to third parties
- Shared with advertisers
- Used for marketing by other companies
- Disclosed to affiliates for promotional purposes## 4.2 Service Providers We UseWe share limited data with trusted service providers who help operate SpotFill:- Twilio: SMS delivery (if you opt-in) - receives phone number
- SendGrid: Email delivery - receives email address
- Stripe: Payment processing - receives billing information
- Placid: Graphic generation - receives business branding details
- Google Cloud: Data storage and hostingAll providers are contractually required to protect your data and use it only for SpotFill services.## 4.3 Legal RequirementsWe may disclose information if required by law, court order, subpoena, or to:- Protect rights, property, or safety
- Prevent fraud or abuse
- Comply with regulatory investigations---# 5. Data SecurityWe implement industry-standard security measures:- Encryption: All data transmitted via SSL/TLS
- Secure Storage: Encrypted databases on Google Cloud
- Access Controls: Role-based permissions for team members
- Regular Audits: Security reviews and penetration testing
- Password Protection: Bcrypt hashing for account credentialsHowever, no system is 100% secure. We cannot guarantee absolute security.---# 6. HIPAA Compliance## 6.1 Is SpotFill HIPAA Compliant?SpotFill is designed to minimize PHI (Protected Health Information) collection.We recommend you:- Do NOT include patient names in appointment opening details
- Do NOT include medical history in submitted data
- Use generic treatment names (e.g., "Botox" not "Jane Smith's Botox for migraines")SpotFill processes:- ✅ Treatment type (Botox, Fillers, Laser)
- ✅ Time slot (2:00 PM)
- ✅ Business name and location
- ❌ NOT patient names, birthdates, SSNs, or medical records## 6.2 Business Associate Agreement (BAA)If your med spa is a HIPAA Covered Entity and requires a BAA, contact us at [email protected]---# 7. Your Data RightsYou have the right to:- Access: Request a copy of your data
- Correct: Update inaccurate information
- Delete: Request deletion of your account and data
- Export: Download your data in a portable format
- Opt-Out: Stop SMS or email notifications anytimeTo exercise these rights: Email [email protected]We will respond within 30 days.---# 8. Data Retention- Active Accounts: Data retained while your subscription is active
- Canceled Accounts: Data deleted within 90 days of cancellation
- Billing Records: Retained for 7 years (tax/legal compliance)
- Backups: May exist in backups for up to 90 days after deletion---# 9. Children's PrivacySpotFill is NOT intended for users under 18. We do not knowingly collect data from minors.---# 10. California Privacy Rights (CCPA)If you are a California resident, you have additional rights:- Right to Know: What data we collect and how it's used
- Right to Delete: Request deletion of your data
- Right to Opt-Out: Stop sale of data (we don't sell data)
- Right to Non-Discrimination: Equal service regardless of privacy choicesContact us at [email protected] to exercise these rights.---# 11. International UsersSpotFill is based in the United States. If you access from outside the US:- Your data will be transferred to US servers
- US privacy laws will apply
- By using SpotFill, you consent to this transfer---# 12. Cookies & TrackingWe use cookies and similar technologies:- Essential Cookies: Required for login and core functionality
- Analytics Cookies: Google Analytics to understand usage (anonymized)
- Preference Cookies: Remember your settingsYou can disable cookies in your browser, but some features may not work.---# 13. Third-Party LinksSpotFill may link to third-party websites (e.g., Instagram, booking systems). We are NOT responsible for their privacy practices. Review their policies before providing data.---# 14. Changes to This PolicyWe may update this Privacy Policy. Changes will be posted at spotfill.co/privacy with a new "Last Updated" date.Material changes will be communicated via:- Email to registered users
- Notice in your SpotFill dashboardContinued use after changes means you accept the updated policy.---# 15. Contact UsQuestions about this Privacy Policy?Email: [email protected]Mail:Luxe Digital Collective, LLCAttn: Privacy Team9100 Wilshire Blvd., East TowerSuite 333 PMB 1119Beverly Hills, CA 90212Website: spotfill.co---By using SpotFill, you acknowledge that you have read and understood this Privacy Policy.

17.3 Effect of Termination
Upon termination of your account:
Your right to access and use the Service ceases immediately
We will retain your data for 90 days following termination, after which it will be deleted in accordance with our Privacy Policy
Provisions of these Terms that by their nature should survive termination — including Sections 7, 11, 13, 14, 15, 19, and 20 — will remain in full force and effect18. Privacy
Your use of SpotFill is also governed by our Privacy Policy, available at spotfill.co/privacy, which is incorporated into these Terms by reference. By using the Service, you consent to the collection, use, and sharing of your information as described in the Privacy Policy.19. Governing Law and Dispute Resolution
19.1 Governing Law
These Terms are governed by and construed in accordance with the laws of the State of Nevada, without regard to its conflict of law principles.
19.2 Dispute Resolution
Before initiating formal legal proceedings, you agree to contact us at [email protected] and attempt to resolve any dispute informally for at least 30 days. If informal resolution is unsuccessful:
For claims under $10,000: Either party may elect binding arbitration through a mutually agreed arbitration service. Arbitration will be conducted in Clark County, Nevada, or remotely by mutual agreement.
For claims over $10,000: Disputes shall be resolved exclusively in the state or federal courts located in Clark County, Nevada. You consent to the personal jurisdiction of those courts.
19.3 Class Action Waiver
YOU AGREE THAT ANY DISPUTE RESOLUTION PROCEEDINGS WILL BE CONDUCTED ONLY ON AN INDIVIDUAL BASIS AND NOT AS A CLASS, CONSOLIDATED, OR REPRESENTATIVE ACTION. You waive any right to participate in a class action lawsuit or class-wide arbitration against Luxe Digital Collective LLC.
19.4 Time Limitation
Any claim arising under or related to these Terms must be brought within one (1) year of the date the cause of action accrued, or it will be permanently barred.20. General Provisions
20.1 Entire Agreement
These Terms, together with our Privacy Policy and any order forms or plan-specific terms, constitute the entire agreement between you and Luxe Digital Collective LLC regarding the Service and supersede all prior agreements, understandings, and communications on this subject.
20.2 Severability
If any provision of these Terms is found to be invalid, illegal, or unenforceable, that provision will be modified to the minimum extent necessary to make it enforceable, and the remaining provisions will continue in full force and effect.
20.3 Waiver
Our failure to enforce any provision of these Terms on one occasion does not constitute a waiver of our right to enforce that provision or any other provision in the future.
20.4 Assignment
You may not assign, transfer, or sublicense your rights or obligations under these Terms without our prior written consent. We may assign our rights and obligations under these Terms in connection with a merger, acquisition, or sale of assets, or by operation of law.
20.5 Force Majeure
We will not be liable for any failure or delay in performance resulting from causes beyond our reasonable control, including natural disasters, acts of government, internet or infrastructure outages, third-party service failures, or labor disputes.
20.6 No Agency
Nothing in these Terms creates a partnership, joint venture, agency, employment, or franchise relationship between you and Luxe Digital Collective LLC. You have no authority to bind us to any obligation.
20.7 Headings
Section headings are for convenience only and do not affect the interpretation of these Terms.21. Changes to These Terms
We reserve the right to update or modify these Terms at any time. When we make material changes, we will:
Update the "Last Updated" date at the top of these Terms
Notify active subscribers via email at least 14 days before changes take effect
Post the updated Terms at spotfill.co/terms
Your continued use of SpotFill after the effective date of updated Terms constitutes your acceptance of the revised Terms. If you do not agree to the updated Terms, you must stop using the Service and cancel your subscription before the effective date.22. Contact Information
For questions about these Terms, billing inquiries, or legal matters, please contact us:
Luxe Digital Collective LLC
9100 Wilshire Blvd., East Tower Suite 333 PMB 1119 Beverly Hills, CA 90212
Email: [email protected]
Website: spotfill.coWe aim to respond to all inquiries within 2 business days.