Privacy
This page describes the fillthelobby.com website only — not the marketing work we do for clients, which is governed by your agreement and BAA.
Last updated 19 October 2026.
Do not send us protected health information through this website. Booking a call and the free audit form ask for business details only: who you are, how to reach you, and your practice as a business. If you send us patient information anyway, we delete it.
Booking happens on its own page, through an embedded Google Calendar appointment schedule — there is no form to fill in first. When you pick a time, Google collects your name, email, and the slot, and sends you a calendar invite. That happens under Google’s privacy policy as well as ours. We ask no health questions at booking.
If you ask for a free audit, the form collects your name and work email, your phone number and role if you give them, and details about your practice as a business: its website, specialty, location, size, how patients pay and find you, your ad budget range, and anything you choose to add. It passes through our host, Cloudflare, into a Google Sheet in our Google Workspace, and emails our team. We use it to prepare your audit and to contact you about it. The form asks no health questions. Please don't add any.
Eight load in your browser. Four are Google: the embedded booking calendar; Google Fonts for typography; Google Analytics, which counts visits so we know which pages are worth writing; and Google Tag Manager, a container we use to manage which measurement tags run. Loading any of them means Google receives your IP address and browser details. The fifth is Cloudflare Web Analytics, which counts visits too and sets no cookie at all. The sixth is Ahrefs Web Analytics, which counts visits and which site or search sent them; it sets no cookie and stores nothing in your browser, and loading it means Ahrefs receives your IP address and browser details. The seventh is Microsoft Clarity, which records how pages are actually used — clicks, scrolling, mouse movement and a replay of the visit — so we can see where a page loses people instead of guessing. Loading it means Microsoft receives your IP address and browser details, and it sets two cookies of its own. Microsoft's documentation also lists cookies Clarity can set on its own bing.com domain, one of which Microsoft uses for advertising across its sites; we have not seen those set here, this site is not linked to any Microsoft advertising account, and if that ever changes this page changes first. The eighth is the Meta Pixel, and it is different in kind from the seven above it: it is an advertising tracker. It tells Meta which pages of this site you looked at, so we can measure and target the Facebook and Instagram ads we run for our own business. Loading it means Meta receives your IP address, your browser details and the address of the page you are on, and it sets a cookie. Meta may use what it receives to build the advertising profile it already holds on you. It went live on 23 September 2026. One more loads only if you ask for it: the videos on this site are hosted on YouTube. Until you press play on one, nothing is fetched from YouTube — the still image you see, and the moving preview on the home page, are served from this site. When you press play, the player loads from youtube-nocookie.com, Google’s reduced-cookie version, so Google receives your IP address and browser details and may store an identifier in your browser while the video plays. One more carries the page itself — Cloudflare hosts it and serves it as CDN and security — so it sees the IP address and browser of every request, as any host must. Apart from Ava’s providers, described below, nobody else receives anything from this site.
The Ask Ava button on every page opens Ava, an AI assistant that answers questions about Fill The Lobby by chat, or by a voice call in your browser. Ava is software, not a person. Nothing goes to Ava’s providers until you start a call or send a message. From then on an outside AI provider runs the conversation: on a call, your browser asks to use your microphone and your voice goes to that provider live, to be transcribed and answered; in a chat, each message you send goes to it. The provider keeps a recording and transcript of each call and a log of each chat, and we read them to check Ava’s answers and to follow up on what you asked. Recordings, transcripts and chat logs are deleted automatically after 90 days. If you ask Ava to book a call, it passes the details the booking needs, such as your name, email and a time, to the scheduling service we use, so the booking reaches us. To keep a chat going as you move between pages, the conversation is also stored in your browser for that tab only, and it is cleared when you close the tab. Our analytics see at most that a call or chat started, on which page, and how long a call lasted — never what was said. Nothing about Ava is sent to Meta, and Ava’s panel is hidden from our session recordings. Ava is not a clinician, so please don’t share patient details. Ava went live on 1 October 2026 and this paragraph was added on 5 October 2026, so for four days this page did not mention it.
Google Analytics sets two first-party cookies: _ga, which tells a returning visit from a new one, and _ga_XS03PD20YP, which holds the current session. The embedded calendar may set Google cookies when it loads, and Cloudflare may set a security cookie that tells humans from bots. Pressing play on one of our videos lets YouTube store data in your browser; nothing from YouTube is set before then. Microsoft Clarity sets two first-party cookies: _clck, a pseudonymous ID for this site, and _clsk, which joins the pages of one visit into a single recording. Our own script sets one more, _engage_aid, a random ID that tells one visit from another in your browser. It holds no name, e-mail or phone number, and nothing is currently collected with it. Ava keeps the chat you are having in your browser’s session storage (ftl-assistant) for that tab only; it is not a cookie, and it is cleared when you close the tab. The Meta Pixel sets _fbp, a first-party ID that lets Meta tie these visits to its own profile of you, and if you arrive here from a Meta ad it may set _fbc, which records which ad. Until 23 September 2026 this page said we ran no advertising pixels. That is no longer true — the Meta Pixel is one, and it is the only thing on this site whose purpose is advertising rather than measurement. Our Google analytics is still configured so it cannot feed Google's advertising audiences or be joined to a signed-in Google ad profile, and that has not changed. Clarity is a measurement tool rather than an advertising one, but it is a Microsoft product, and the bing.com cookies in its documentation are the one place where data from this site could reach a company that also sells advertising. We said we would update this page before switching something on rather than after, and we have done that twice now: once for analytics, and again here for the pixel.
Bookings, audit requests and the emails you send us stay in our Google Workspace while we're in contact and for up to 24 months afterwards, so we recognise you if you come back. Conversations with Ava are kept for 90 days and then deleted automatically. Ask us to delete yours sooner and we will. The _engage_aid cookie in your own browser expires twelve months after it is first set, and coming back does not push that date out. The _fbp cookie Meta sets expires after about three months, and unlike ours it is refreshed each time you come back.
The three of us who run Fill The Lobby, and nobody else, apart from Ava’s providers when you use Ava. We do not sell, rent, or share your details, and we do not add you to a mailing list you didn't ask for.
Your details live in Google Workspace, reached through accounts with two-step verification, and we keep access to the people who actually need it. No system is airtight and we won't pretend otherwise — which is the other reason we ask you not to send patient information.
It's written for practice owners and isn't directed at anyone under 18. We don't knowingly collect information from children, and this is not a route for patients to reach a practice.
Email sales@fillthelobby.com to see, correct, or delete what we hold about you. We'll act on it within 30 days. If you're in a state with its own privacy statute, those rights apply to you here regardless of where we sit.
We update the date at the top. If a change affects what we collect or who receives it, we'll say what changed rather than quietly editing the wording.
Fill The Lobby — sales@fillthelobby.com. We’re a remote agency with no office to visit.