SMS Messaging Terms

1. The programme

Callbax is operated by Forward Systems GmbH. Businesses such as salons, restaurants, trades and other service businesses use Callbax to confirm appointments their own customers have already booked. Callbax does not offer a Business Associate Agreement and must not be used to process protected health information.

If you receive a message through Callbax, it is sent on behalf of the business you hold an appointment with, and it identifies that business by name. Messages are transactional appointment confirmations only. Callbax does not send marketing or promotional messages, and never messages people who do not hold an appointment.

2. How consent is obtained

Consent is given to the business, not to Callbax, at the time you book your appointment — when you provide your mobile number and agree to be contacted about that appointment.

Before any automated message can be sent, the business must confirm the following inside Callbax. The confirmation is stored with a timestamp, the identity of the person who gave it, and the exact wording they agreed to:

My customers agreed, at the time they booked, to receive messages from Callbax about their appointments and their visit, and I can produce a record of that agreement. I understand Callbax is the sender of those messages, that they are sent by automated SMS and automated phone calls, that they include a request for feedback after the visit, and that every message tells them how to stop.

Until that record exists, Callbax will not send. Receiving messages is never a condition of booking an appointment or of receiving any service.

2a. The wording used at booking

Callbax does not operate the booking process — the business does, and consent is given there. This is the wording businesses are required to use, published here so it can be read by anyone, including the carriers that review our messaging programme.

Booking by telephone

“May we send you a text message to confirm this appointment? You will receive one confirmation message before your appointment, and one automated reminder call the following day if you do not reply. Message and data rates may apply. Reply STOP at any time to stop receiving messages. Our SMS terms are at callbax.ai/messaging and our privacy policy at callbax.ai/privacy.”

Booking online

An unticked checkbox the customer selects themselves, next to the mobile number field:

“Yes, send me appointment messages from [Business Name] via Callbax. You will receive one confirmation message before your appointment, and one automated reminder call the following day if you do not reply. Message and data rates may apply. Reply STOP to stop receiving messages. SMS terms: callbax.ai/messaging · Privacy policy: callbax.ai/privacy”

Businesses that also use Callbax Reviews

A review request is a second message, sent after the visit and containing a link. It must be disclosed when consent is taken:

“Yes, send me appointment messages from [Business Name] via Callbax. You will receive one confirmation message before your appointment, one automated reminder call the following day if you do not reply, and one message after your visit inviting you to leave a review. Message and data rates may apply. Reply STOP to stop receiving messages, HELP for help. SMS terms: callbax.ai/messaging · Privacy policy: callbax.ai/privacy”

At most one confirmation message and one review request per appointment, and the same number is never asked for a review twice within 90 days.

The box is never pre-ticked, and an appointment can be booked without ticking it. Receiving messages is never a condition of booking or of receiving any service.

3. Message frequency

One confirmation message per appointment, sent two business days beforehand. If you do not reply, the business may place one automated reminder call the following business day. You may receive a short acknowledgement after you reply.

4. Cost

Message and data rates may apply. Callbax does not charge you for receiving or replying to messages; any charges come from your own mobile carrier under your plan.

5. Opting out — STOP

Reply STOPto any message to stop all future messages. Phrases such as “stop texting me”, “remove me” and “take me off” are recognised as well. Opt-outs take effect immediately and are permanent — every future send is checked against the suppression list before it goes out.

During an automated call, press 9 to report a wrong number, which also stops further contact.

Changed your mind? Reply START (or UNSTOP) to begin receiving appointment messages again. This reverses your own opt-out only; if the business has separately asked us not to contact you, that stays in place.

6. Getting help — HELP

Reply HELP for assistance, or contact us at support@callbax.ai. For questions about your appointment itself, please contact the business directly — Callbax cannot change, move or cancel appointments.

7. Your information is not shared

Mobile numbers and consent records are never sold, rented or shared with third parties for their own marketing. They are used solely to deliver appointment messages for the business you booked with, and are shared only with the telecommunications providers that carry those messages.

8. Carriers

Mobile carriers are not liable for delayed or undelivered messages. Delivery depends on your carrier and your device.

9. More information

See our Privacy Policy and Terms of Service. Operator: Forward Systems GmbH, Auguststraße 47A, 10119 Berlin, Germany — see our imprint.