Privacy Policy

This Privacy Policy explains how Fill My Lesson Schedule ("FMLS", "we", "us", or "our") collects, uses, and shares information when you use the FMLS platform at fillmylessonschedule.com and any coach-owned website operated by us on behalf of a coach (collectively, the "Service"). By using the Service, you agree to the practices described here.

1. Who we are

Fill My Lesson Schedule is a software platform that helps independent private lesson businesses attract students and clients through automated content publishing, lead capture, intake, and review collection. FMLS is currently operated as Fill My Lesson Schedule. The data controller for the coach account information described in this policy is FMLS.

You can reach us at [email protected] for any privacy-related question, request, or complaint.

2. Scope and the two roles you may have

This policy describes two distinct relationships:

• Coach account. When a coach signs in to FMLS to use the platform, we collect information about them as a coach. For this data, FMLS is the data controller and this policy governs how we handle it.
• Student and parent intake. When students or parents use FMLS to inquire with, enroll with, or receive messages from a coach, the coach is the data controller for that student/parent information and FMLS acts as a data processor on the coach's behalf. The coach is responsible for having a lawful basis for collecting and using that information. See Section 12.

3. Information we collect

3.1 Information coaches provide to us

• Account identity. Name, email address, phone number, business name, city, state, specialty, headline, bio, and brand assets such as headshot and logo.
• Service configuration. Content brief responses (FAQs, differentiators, misconceptions, success stories, persona hypotheses) used to generate the coach's content.
• Domain and phone configuration. The primary domain we operate on the coach's behalf, and the dedicated phone numbers associated with the coach's site.
• Coach-uploaded media. Photos, videos, voice memos, lesson notes, and other content the coach uploads or records for use in generated articles and social posts.

3.2 Information students and parents provide

• Intake form responses. First/last name, email, phone, parent contact, age range, skill level, goals, availability, how the student found the coach, US ZIP code, and state.
• Consent records. SMS consent, media-likeness consent, and parental consent (for students aged 13-17), along with the timestamp, IP address, and exact policy text consented to.
• Lead and review submissions. Public lead form submissions, lead-magnet download requests, and review submissions submitted through the coach's site.

3.3 Information we collect automatically

• Authentication and session cookies. A Rails session cookie identifying the signed-in coach account, plus a CSRF token for form protection.
• First-party site analytics. IP address, user agent, device/browser/operating system, referrer, first-touch UTM parameters, landing path, exit path, session duration, and page view count for sessions on coach sites. Used to give the coach reporting on how their site is performing. We do not use third-party trackers like Google Analytics on coach sites by default.
• SMS message history. The body, direction, status, timestamps, and delivery metadata of SMS messages sent or received through the Service. See Section 5.
• Inbound call metadata. Caller number, direction, duration, and timestamps for calls placed to or from numbers FMLS provisions on the coach's behalf.

3.4 Information we collect from third parties

• AI providers. When generating coach content, we send the coach's brief, lesson recaps, and content prompts to AI providers (OpenAI, Anthropic, and Google). The resulting articles, social posts, images, and audio transcripts are stored in the coach's workspace.
• Telephony provider. Twilio returns message status, delivery receipts, and inbound message contents to us when we send or receive SMS on the coach's behalf.

4. How we use information

• Operate the Service. Generate content, publish the coach's website, capture leads, send intake invitations and review requests, run analytics, and process insights.
• Account communications. Send coaches transactional notifications (content ready for review, leads captured, account changes, etc.).
• Student/parent communications on the coach's behalf. Send transactional SMS and email to students and parents who have provided their contact information and applicable consent. See Section 5.
• Product improvement and security. Investigate bugs, prevent abuse, monitor reliability, and develop new features.
• Legal and safety. Comply with applicable law, respond to lawful requests, enforce our Terms, and protect our and others' rights.

We do not sell your personal information.

5. SMS messaging

This section describes how we collect, use, and disclose information related to SMS (text message) communications. It applies to every recipient of an SMS sent through the Service, including coaches, students, and parents.

5.1 Categories of SMS messages we send

• Student intake invitations. A link to a coach's intake form, sent at the coach's request to a student or parent who has provided their phone number to the coach.
• Review requests. A link to leave a review of the coach, sent only to students or parents who have completed the intake form and granted SMS consent.
• Lesson and account notifications. Reminders, follow-ups, and notifications related to lessons, leads, and account activity. These are transactional, not promotional.

5.2 How we collect SMS opt-in

We collect mobile phone numbers and SMS consent through one of the following mechanisms:

• The student or parent submits the coach's intake form and explicitly checks an SMS consent checkbox confirming they agree to receive text messages from their coach via Fill My Lesson Schedule. The checkbox is unchecked by default. A sample of the consent form is available at fillmylessonschedule.com/sample-intake.
• The coach manually adds a student/parent's phone number to their FMLS dashboard and sends an intake invitation. Subsequent transactional messaging requires the recipient to provide SMS consent through the intake form.

5.3 How recipients opt out

Recipients can opt out at any time by replying STOP, STOPALL, UNSUBSCRIBE, CANCEL, END, or QUIT to any FMLS-originated SMS. We honor opt-out requests immediately and add the phone number to a suppression list that blocks all future SMS sends from the Service. Reply HELP for help. Reply START to resubscribe.

Message frequency varies based on coach activity and the recipient's intake/review status. Message and data rates may apply.

5.4 What we do not do with SMS data

SMS opt-in data and consent records are not shared with third parties or affiliates for marketing purposes. Mobile information is only used to fulfill the transactional and operational purposes described above. We do not sell phone numbers, sell SMS message contents, or share SMS opt-in data with advertisers, data brokers, or marketing partners.

5.5 SMS data shared with our telephony provider

To deliver and receive SMS messages, we share the message body, sender and recipient phone numbers, and message metadata with our telephony provider, Twilio. Twilio processes this data as our sub-processor and is contractually prohibited from using it for its own marketing.

6. How we share information

We share information in these circumstances:

• With service providers and sub-processors who help us run the Service (listed below).
• At the coach's direction. Content the coach approves for publication is published to that coach's website. Messages the coach approves for sending are delivered to the recipient the coach selected.
• For legal reasons. If required by law, subpoena, or to protect rights, safety, or property.
• In a business transfer. If FMLS is acquired, merged, or its assets are sold, your information may transfer to the acquirer subject to this policy.
• With your consent for any other purpose.

We do not sell personal information.

7. Service providers and sub-processors

The Service uses these third parties to function. Each acts as our data processor under contract.

8. Cookies and tracking technologies

FMLS uses a small set of first-party cookies that are necessary or strongly tied to the Service:

• Rails session cookie — keeps a coach signed in. Cleared on sign-out.
• First-party site analytics — server-side visit counting on coach sites, without third-party trackers by default.
• CSRF token — a standard Rails security cookie.

Coach sites may also load social-platform pixels (such as the Meta Pixel) only when an individual coach explicitly opts in to that feature. We do not load advertising trackers on the FMLS marketing site or on coach sites by default.

9. Data retention

We retain information for as long as your account is active and for a reasonable period afterward to comply with our legal obligations, resolve disputes, and enforce our agreements.

• Coach account data persists until the coach asks us to delete it or the account is closed.
• Student, lead, and review records persist in the coach's workspace until the coach deletes them, the student exercises a deletion right, or our retention purge job removes records older than the configured retention window.
• SMS messages and consent events are retained for up to 24 months for compliance audit purposes, then purged in batches.
• Encrypted backups may contain copies of data for a rolling window after deletion.

10. Your privacy rights

Depending on where you live, you may have some or all of the following rights. To exercise them, email [email protected] from the address on your account, or use the privacy request endpoints on a coach site at /privacy/access, /privacy/delete, or /privacy/correct when available.

• Access the personal information we hold about you.
• Correct inaccurate information.
• Delete your personal information (subject to our right to retain data we need for legal, security, or contractual reasons).
• Export your personal information in a portable format.
• Opt out of SMS at any time by replying STOP to any message.

11. Children's privacy

The Service is not directed to children under 13. We hard-block self-signup for anyone under 13 on the public intake form. For students aged 13-17, we require verified parental consent before any data is processed beyond that initial intake. Coaches who wish to work with students under 13 must do so directly with the parent, off the public intake form. If you believe a child under 13 has provided us with personal information through the public form, contact [email protected] and we will delete it.

12. Coach responsibilities for student data

When a coach uses FMLS to reach their own students and parents, the coach is the data controller for that student/parent information and FMLS acts as their processor. The coach is responsible for:

• Having a lawful basis (consent, contract, or another applicable basis) for collecting and using the personal information of every student, parent, prospect, and lead they contact through the Service.
• Honoring opt-out, unsubscribe, deletion, and access requests promptly.
• Complying with applicable laws including the US TCPA, CAN-SPAM Act, COPPA, and any state-level laws that apply.
• Not using the Service for harassment, illegal targeting, or unlawful collection of contact information.

We provide tools to help — SMS consent capture, suppression handling, intake/review templates, and per-student consent state — but the legal compliance obligation rests with the coach. We may suspend or terminate accounts that violate this section.

13. Security

We protect your information with industry-standard practices including TLS encryption in transit, database encryption at rest for credentials and other sensitive fields, and role-scoped access to production systems. No security program is perfect; we cannot guarantee absolute security, but we take this responsibility seriously and will notify you of any incident that affects your data as required by law.

14. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we bump the version date at the top of this page. Material changes that affect your rights will be communicated to coaches by email. The most current version is always available at https://fillmylessonschedule.com/privacy.

15. Contact us

For privacy questions, requests under any of the rights listed above, or to ask about a Data Processing Addendum, email [email protected]. We aim to respond within 30 days.