ScheduCall Privacy Notice

Effective date: 10/16/2026 · Last updated: 10/16/2026

This notice explains what information ScheduCall collects, why, who can see it, and the choices you have. ScheduCall is operated by William Guglielmo, doing business as SurgSoul ("SurgSoul", "we", "us"). It covers the ScheduCall website and app at call.surgsoul.com. Our Terms of Service govern the use of ScheduCall.

The short version

• ScheduCall holds staff scheduling information: names, the days people can take call, time off, requests, and the schedules built from them. It is entered by the person who runs a team's schedule (the scheduler) and by staff through their personal links.
• The team's organization decides what goes into its schedule. If your scheduler added you, questions about your information can go to them or to us.
• We do not sell information, and we do not use it for advertising. ScheduCall has no advertising, no analytics service, and no tracking cookies.
• Do not enter patient information. ScheduCall schedules staff. It never needs patient details.
• You can ask us for a copy of your information, to correct it, or to delete it by emailing admin@surgsoul.com.

1. Information we collect

Logins

Schedulers sign in, and so can team members their scheduler invites.

• Sign-in details: your email address, name, and password. We store your password only as a salted bcrypt hash, never the password itself.
• Your teams: the teams you can open and your role on each (manager or staff, or an account or department admin), and for a team member, which name on the team's schedule is yours.
• Accounts and departments: the names given to them, and who owns or administers them.
• Invitations: when someone is invited, we store the address it was sent to, the role offered, who sent it, and when it was sent, used, withdrawn, or expires (7 days after sending), with a hash of the link (never the link itself). We email the link to that address.
• Password resets: when you ask for a reset link, we store a hash of the link (never the link itself), when it was made, when it expires (30 minutes later), and whether it was used. We email the link to your address.
• Invite codes: if you joined with an invite code, we record that the code was used and when.

The team's schedule

Entered by the scheduler, or sent by staff from their personal links:

• People on the team: each person's name and display color, which days and shifts they can take, and any standing patterns (for example "the third weekend of each month off").
• Time off and pre-assigned dates: the dates, and any short label or note the scheduler adds.
• Requests from staff: what was asked for (time off, a holiday date, or a standing pattern), an optional note of up to 300 characters, when it was sent, and whether it was approved or declined.
• Schedules: drafts and published schedules, who is on call on each date, each person's running weekend tally, and the team's coverage pattern and rules.

Activity record

For each team and account we keep a record of who did what and when: schedules published or deleted, requests approved or declined, people added or removed, rules changed, invitations sent, withdrawn or accepted, access removed, and teams or departments created, renamed, moved, archived or restored. Each entry holds the name of the person who acted, the time, and a short description (for example the names of people added, or the dates of an approved request). It does not hold IP addresses.

Waitlist

If you join the waitlist, we keep your email address, the kind of team you selected, and anything you choose to add: facility or department, team size, and what you'd need ScheduCall to handle. We use it to tell you when ScheduCall opens and to understand what teams need.

Technical information

• A sign-in cookie that keeps a scheduler signed in for up to 30 days. It is required for the app to work and is used for nothing else.
• Your IP address, used only to limit repeated attempts at signing in, password resets, waitlist sign-ups, and staff requests. It is held in memory and cleared when the service restarts; it is not stored with your information.

ScheduCall does not use advertising cookies, third-party analytics services, or tracking pixels, and it stores nothing in your browser apart from the sign-in cookie. Calendar files (.ics) and printouts are created in your browser from the schedule on screen; we don't keep a copy of them.

2. How we use information

We use information to:

• run ScheduCall: build, check, and publish schedules, and show staff their schedule and requests;
• send service email, such as invitations, password-reset links and notices that a password was changed;
• keep ScheduCall secure and limit abuse;
• back up the service and fix problems you or your scheduler ask us about;
• contact waitlist members about ScheduCall opening.

We will not add anyone to marketing email without their permission.

3. Who can see information

The scheduler and account admins

A team's managers can see and change everything in that team's schedule: its people, their availability and standing patterns, time off, requests, drafts, and published schedules. They also see who can sign in to the team — names, email addresses and roles — the invitations waiting to be accepted, and the team's activity record. An account's owner and admins can do this for every team in the account, and a department admin for every team in their department.

Staff, through personal links or their own login

Each person on a team can be sent a personal link. It opens to that person's name with no account. A team member who accepts an invitation can instead sign in and see the same page. It shows:

• their own next calls, and the requests they sent with the outcome of each;
• the published schedule for the whole team, from today on, with everyone's names;
• every team member's weekend tally and number of calls.

Drafts are never shown on personal links. Anyone who has a person's link can see what that person sees, so treat it like a password. If a link is shared by mistake, tell your scheduler or us.

SurgSoul

Access to the underlying database is limited to SurgSoul's founder and is used only to operate, secure, back up, and support ScheduCall, including troubleshooting a scheduler asks us to do.

Service providers

We use a small number of companies to run ScheduCall. They process information only to provide their service to us:

When the law requires it, or the business changes

We may disclose information if we believe the law requires it, or to protect the safety, rights, or property of our users, the public, or SurgSoul. If SurgSoul is involved in a merger, acquisition, or sale of assets, information may transfer as part of that transaction, subject to this notice.

4. Teams and their organizations

ScheduCall stores a team's schedule on behalf of the organization that runs it. The organization, through its scheduler, decides who is on the team, what is entered about them, and when it is removed. It is responsible for telling its staff that it uses ScheduCall and for following its own policies on staff information. If you are on a team and want something about you changed or removed, you can ask your scheduler, or write to us and we will work with them.

5. How long we keep information

• A team's schedule and its scheduler account: for as long as the account exists. When the scheduler asks us to close it, we delete the team's information within 30 days.
• A person removed from a team is deleted from the team's list straight away, and their personal link stops working. Past schedules, time off, and requests that involve them keep an internal reference to them until the team is deleted or the scheduler asks us to remove it.
• Requests stay with the team, so staff can see the outcome, until the team is deleted.
• A login removed from a team can no longer open it; the login itself stays until its owner asks us to delete it.
• Password-reset records: deleted 30 days after they expire.
• Invitations: deleted 90 days after they were used, withdrawn, or expired.
• Activity record: each entry is deleted automatically 2 years after it was made, or with its team or account.
• Waitlist entries: deleted automatically 12 months after you last joined or updated your entry, or sooner if you ask.
• Backups: copies kept for recovery are deleted after 90 days, so deleted information can remain in a backup for up to 90 days.

6. Your choices and rights

• Copy, correct, or delete: email admin@surgsoul.com. A scheduler can correct a team's information directly in ScheduCall; a team member can ask their scheduler or us. We will confirm the request is yours before acting, and for information a team holds about you, we will work with that team's scheduler.
• Password: anyone with a login can reset their password from the sign-in page at any time. Resetting it signs the login out on every device.
• Invitations: if you don't want to join, ignore the email; the invitation expires on its own.
• Waitlist: reply to any email from us, or write to admin@surgsoul.com, to be removed.
• Service email is part of having a login.

Depending on where you live, you may have additional rights under local law, such as to know, correct, delete, or obtain a copy of your personal information, and not to be discriminated against for using them. We will respond to requests within 30 days.

7. Security

We protect information with measures including: passwords stored only as salted bcrypt hashes; password-reset and invitation links stored only as hashes and usable once; a team's full schedule, drafts included, shown only to its managers; personal links signed so that one person's link can't be changed to submit as someone else; encrypted connections (HTTPS); strict separation between teams in the database; limits on repeated attempts; and regular backups.

No system is perfectly secure. If a breach affects your information, we will notify you and, where required, the authorities, as the law requires.

8. Patient and health information

ScheduCall is for scheduling staff. It is not designed to receive protected health information. Do not enter patient names, medical record numbers, dates of birth, or anything else that could identify a patient — in names, labels, notes, or requests. Keep notes about staff to what the schedule needs ("conference", "school pickup"); there is no need to record the reason for someone's leave. If you notice patient information in ScheduCall, tell us at admin@surgsoul.com and we will remove it.

9. Children

ScheduCall is a workplace tool for adults. It is not directed to children, and you must be at least 18 to create a login. If you believe a child's information has been entered, contact us and we will delete it.

10. Where information is stored

ScheduCall is operated from, and its data is stored in, the United States.

11. Changes to this notice

If we make a material change, we will tell schedulers by email or in the app before it takes effect and update the date above.

12. Contact us

William Guglielmo, doing business as SurgSoul · admin@surgsoul.com

Email reaches a person, not a queue.