Terms of Service

Effective October 6, 2026

1. About these terms

These terms are an agreement between Steadfill ("Steadfill", "we", "us") and the practice that uses Steadfill ("you"). By using steadfill.com or the Steadfill service, you agree to them. If you sign up for a practice, you confirm that you are allowed to accept these terms for it. You and Steadfill may also sign a separate agreement or order form. If it conflicts with these terms, the signed agreement controls.

2. The service

Steadfill texts your patients on your behalf. It sends reminders, handles confirmations, cancellations and rescheduling, offers open slots to patients on your waitlist and follows up after missed visits. Messages that need a person go to your staff. A patient is told they are booked only after your staff confirm the booking.

Steadfill does not replace your front desk, your scheduling system or your clinical judgment.

3. Not medical advice, not for emergencies

Steadfill never gives medical or clinical advice, and it is not an emergency service. If a message suggests a crisis, Steadfill sends an automatic reply with 988 and 911 information and alerts your staff. Follow-up is your practice's responsibility, under your own policies. Steadfill staff do not monitor patient messages.

4. Your responsibilities

• Get each patient's consent to receive text messages before you add them, and keep a record of that consent.
• Give us accurate contact and appointment information, and only what the service needs. Do not upload diagnoses, clinical notes or insurance ID numbers.
• Keep logins secure, use two-factor authentication and give access only to staff who need it. You are responsible for activity in your account.
• Follow the laws that apply to you, including HIPAA and texting laws such as the Telephone Consumer Protection Act (TCPA).
• Do not use Steadfill for marketing texts, debt collection or anything unlawful, and do not try to break or misuse the service.
• In this first version, Steadfill is not available to federally assisted substance use disorder programs covered by 42 CFR Part 2. Please do not add patients from such a program.

5. Patient information

Before you share any patient information, you and Steadfill sign a Business Associate Agreement (BAA). We use patient information only to provide the service, as described in the BAA and our Privacy Policy. Your practice's data belongs to you.

6. Pilots, plans and payment

• Pilot: 30 days free. Before the pilot starts, you sign our agreement and put a card on file. Your plan starts automatically after 30 days unless you cancel before day 30.
• Plans: prices are listed on our website or in your order form, per practice and based on the number of clinicians. Plans are billed monthly, in advance, to the card on file. Prices do not include taxes.
• Setup fee: a one-time setup fee applies to new practices. It is waived for pilot practices.
• Price changes: we will email you at least 30 days before your price changes.
• Refunds: fees already paid are not refunded, except where the law requires.

7. Cancelling

You can cancel at any time by emailing [email protected]. Cancellation takes effect at the end of the month you have already paid for. We may suspend or end the service if you do not pay or seriously break these terms, after giving you notice where we reasonably can. When the service ends, we delete your patient information within 30 days, and we will send you a copy first if you ask.

8. Results and estimates

Our savings calculator and examples are estimates, not promises. Results depend on your practice and your patients.

9. Availability and changes

We work hard to keep Steadfill running and secure, but we cannot promise it will always be available or free of errors. Text delivery also depends on mobile carriers. We may improve or change features over time. If a change would significantly reduce what the service does for you, we will tell you ahead of time.

10. Ownership

The Steadfill software, website and brand belong to Steadfill. While you are subscribed, you may use the service for your practice. Your data stays yours. If you send us feedback or ideas, we may use them to improve Steadfill.

11. Disclaimers

Except as stated in these terms or in a signed agreement, the service is provided "as is", to the extent the law allows.

12. Limits on liability

To the extent the law allows, Steadfill is not liable for indirect, incidental, special, consequential or punitive damages, or for lost profits or revenue. Steadfill's total liability for any claim is limited to the amount you paid us in the 12 months before the claim. Nothing in these terms limits liability that cannot be limited by law.

13. Claims about patient consent

You agree to cover any claims, costs and damages that come from texts sent to patients you added without their consent, or from your misuse of the service.

14. Governing law

These terms are governed by the laws of the United States and of the state where Steadfill is organized, without regard to conflict-of-law rules.

15. Changes to these terms

If we change these terms, we will post the new version here and update the date at the top. For important changes, we will email you at least 30 days before they take effect.

16. Contact us

Questions: [email protected]