Privacy Policy

FillCue ("we," "us," or "our") is a substitute-finding platform that helps professionals and organizations fill coverage gaps by running automated cascade outreach to contact qualified substitutes. FillCue serves multiple professional industries including court reporting, interpreting, orchestras, photography, and other fields where reliable substitute coverage is essential. This Privacy Policy describes how we collect, use, and protect your information when you use our service.

• Account information: Name, email address, and organization details provided during registration.
• Contact information uploaded by users:Names, email addresses, and phone numbers of professional contacts added to your substitute lists. See "Information About Your Contacts" below for how this data is handled.
• Phone number: Provided voluntarily in your profile settings for SMS notifications.
• Assignment and scheduling data: Event details, positions, dates, venues, section assignments, and cascade configurations you create or interact with.
• Availability data: Availability calendars, recurring patterns, and blackout dates set by users or their contacts.
• Usage data: How you interact with the platform, including cascade outreach responses, offer history, response times, and reliability metrics.
• Payment data:Billing information is processed by Stripe. We do not store credit card numbers. See Stripe's privacy policy for details on how payment data is handled.

When you use FillCue, you may upload contact information (names, email addresses, and phone numbers) for professional colleagues who are not FillCue account holders. These individuals ("Contacts") receive communications through FillCue on your behalf.

What we collect about Contacts:

• Name, email address, and phone number as provided by the FillCue user who added them
• Response history (whether they accepted, declined, or did not respond to coverage requests)
• Availability preferences (if the Contact chooses to set them via their availability page)
• Profile updates (if the Contact chooses to update their own information)

How Contact data is used:

• To deliver coverage request notifications (email and/or SMS) on behalf of the FillCue user who added them
• To track response history for reliability scoring
• To enable Contacts to manage their own availability and profile information

Contact rights:

• Contacts can opt out of SMS notifications by replying STOP to any FillCue message or by using the opt-out form
• Contacts can opt out of email notifications via the unsubscribe link in any FillCue email
• Contacts can update their own name, email, and phone number via their personalized availability page
• Contacts can request deletion of their data by emailing [email protected]
• Contacts who opt out are immediately removed from future cascade outreach

User responsibility:

If you add contacts to FillCue, you represent that you have a pre-existing professional relationship with each contact and that you have informed them they may receive SMS text messages and emails through FillCue. You are responsible for ensuring you have a legitimate basis to share their contact information with us.

• Provide and operate the FillCue service, including running cascade outreach and delivering coverage requests
• Send transactional notifications about assignment offers, acceptances, and cascade status via email and SMS
• Improve and maintain the platform
• Respond to support requests

We do not sell your personal information. We share data only with the following service providers who act as data processors on our behalf:

• Twilio — SMS delivery
• Clerk — authentication and identity management
• Postmark — transactional email delivery
• Stripe — payment processing and subscription management

We may also disclose information if required by law or to protect our legal rights.

We use Sentry for error monitoring and performance tracking. Sentry may collect technical information about your browser, device, and interactions with the platform to help us identify and fix issues. We do not use advertising trackers or sell analytics data.

We use industry-standard security measures to protect your data, including encryption in transit (TLS), secure token handling for outreach response links (HMAC-signed), and access controls on our infrastructure.

• Account data is retained for the duration of your active account plus 30 days after deletion.
• Contact data uploaded by users is retained as long as the uploading user's account is active. When a user deletes their account, their uploaded contact data is deleted within 30 days.
• Contacts who opt out of communications are immediately removed from future outreach but their opt-out preference is retained to prevent re-enrollment.
• Cascade history and response data is retained for 2 years for compliance and audit purposes.

You have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete data
• Delete your account and associated data
• Export your data in a portable format

To exercise any of these rights, email [email protected].

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page with a revised effective date.

Last updated: March 19, 2026

If you have questions about this Privacy Policy, contact us at [email protected].

FillCue
Philip Browne, #1519
700 El Camino Real Suite 120
Menlo Park, CA 94025