Terms & Conditions

By creating an account or using ESB Scheduling at app.esbscheduling.com, you agree to these Terms and Conditions in full. If you do not agree, do not use the platform. These terms apply to all therapists who register and use ESB Scheduling to manage their practice.

ESB Scheduling is a practice management platform for independent therapists. It provides:

• Session scheduling and calendar management
• Client record management
• Payment tracking and balance management
• Automated SMS appointment reminders and two-way SMS booking
• Interactive voice response (IVR) phone system for client and therapist use
• Voicemail recording and inbox
• Session notes and clinical record keeping

The platform is intended for professional use by licensed or practicing therapists only.

By using ESB Scheduling's SMS features, you agree to the following:

• You will only add client phone numbers for individuals who have given explicit verbal or written consent to receive SMS messages from your practice.
• You are responsible for obtaining, documenting, and maintaining client SMS consent before enabling messaging for any client.
• SMS messages sent through ESB Scheduling are limited to appointment reminders, booking confirmations, cancellation notices, and balance notifications. You may not use the SMS system for promotional, marketing, or non-appointment-related messages.
• Clients may opt out at any time by replying STOP. You must honor all opt-out requests and must not re-add opted-out numbers without new explicit consent.
• Message and data rates may apply to your clients depending on their carrier plan.
• You acknowledge that SMS delivery is subject to carrier routing and is not guaranteed. ESB Scheduling is not liable for undelivered messages.

By using ESB Scheduling's phone and IVR features, you agree to the following:

• The IVR system allows clients to hear their appointment details, balances, and office information by phone. You are responsible for ensuring the information presented is accurate.
• Voicemail recordings left by clients are stored in your account and are your responsibility. You must handle voicemail content in compliance with all applicable privacy and professional confidentiality laws.
• You acknowledge that phone calls and voicemails may be processed and stored by Twilio as a third-party service provider.
• You must not use the phone system to mislead callers or misrepresent your practice.

As an account holder, you are solely responsible for:

• Keeping your login credentials secure and confidential
• The accuracy of all client information, session records, and notes you enter
• Obtaining proper SMS and communications consent from clients
• Complying with all applicable federal, state, and local laws regarding client data, communications, and professional practice
• Ensuring clinical notes and records meet your professional and regulatory obligations
• Properly managing and deleting voicemail recordings in accordance with your practice policies

ESB Scheduling is a tool to assist your practice — it does not replace your professional judgment or legal obligations as a licensed practitioner.

Each therapist account is fully isolated. Your client data, sessions, payments, notes, and voicemails are private to your account and are not accessible by other therapists or third parties.

You may request full account deletion and data removal at any time by contacting us. All data will be permanently removed from our systems within 30 days of your request.

You retain ownership of all data you enter into ESB Scheduling. By using the platform, you grant ESB Scheduling a limited license to store and process that data solely for the purpose of providing the service to you.

ESB Scheduling uses Stripe to process credit card payments. By using payment features, you also agree to Stripe's Terms of Service. ESB Scheduling does not store full card numbers or payment credentials. Payment processing fees are governed by your agreement with Stripe and are separate from any ESB Scheduling subscription.

You may not use ESB Scheduling to:

• Send spam, unsolicited messages, or non-appointment-related communications
• Store or transmit illegal, harmful, or defamatory content
• Impersonate another person, therapist, or business
• Attempt to access, probe, or interfere with another therapist's account or data
• Reverse engineer, scrape, or exploit the platform in any unauthorized manner
• Violate any applicable laws or professional regulations

ESB Scheduling is provided on a best-effort basis. We do not guarantee 100% uptime or uninterrupted access to the platform. Scheduled maintenance, third-party outages (Twilio, Stripe, Vercel, Supabase), or unforeseen technical issues may temporarily affect service availability.

We will make reasonable efforts to notify users of planned downtime in advance.

ESB Scheduling is provided "as is" without warranties of any kind, express or implied. ESB Scheduling and its operators are not liable for:

• Missed appointments due to undelivered SMS or system unavailability
• Data loss resulting from technical failures beyond our control
• Any clinical, professional, or legal consequences arising from your use of the platform
• Unauthorized access to your account resulting from your failure to maintain secure credentials

In no event shall ESB Scheduling's total liability exceed the amount paid by you for the service in the three months preceding the claim.

We may update these Terms and Conditions from time to time. Changes will be posted on this page with a revised "Last updated" date. Continued use of the platform after changes are posted constitutes your acceptance of the updated terms.

These Terms are governed by and construed in accordance with the laws of the State of New York, United States, without regard to its conflict of law provisions.

Questions about these Terms? office@esbscheduling.com