Privacy Policy

Overview

Intake Systems ("Intake Systems," "we," "us," or "our") provides managed lead-response, qualification, routing, follow-up, and related services. This policy explains how we handle personal information collected through intakesystems.ai, our scheduling and communication channels, and the services we provide to clients.

Information We Collect

Information you provide

We may collect your name, business name, email address, telephone number, service area, appointment details, and information you choose to share about your lead flow, sales process, software, or business needs.

Communications and service records

We may retain emails, text messages, call records, support requests, meeting notes, consent records, opt-out requests, and other communications needed to respond to you or provide services.

Technical information

Our hosting, security, and scheduling providers may automatically process basic technical data such as IP address, device and browser type, requested pages, referral information, and date and time information to deliver and protect their services.

Client lead data

When we provide services to a client, we may process information about that client’s prospects and customers under the client’s instructions and the applicable service agreement. The client is responsible for having the rights and permissions needed to provide that information to us.

How We Use Information

We use information to:

• respond to inquiries, schedule and conduct lead audits, and assess service fit;
• provide, maintain, secure, support, and improve our services;
• configure communications, qualification, routing, reporting, and follow-up workflows for clients;
• process payments, administer agreements, prevent misuse, and keep business records;
• comply with law and enforce our rights; and
• send marketing email or text messages when you have provided the consent required by applicable law.

Email and Text Communications

If you expressly opt in, Intake Systems may send promotional or follow-up emails and text messages to the email address or mobile number you provide. Consent to marketing is not a condition of purchase. Message frequency varies, and message and data rates may apply. You may unsubscribe from marketing email using the link in the message and may opt out of text messages by replying STOP. For text help, reply HELP or contact us.

We do not sell or share mobile opt-in information with third parties for their own marketing. We may share it with service providers that help us deliver messages, subject to appropriate restrictions.

Cookies and Tracking

We do not currently use advertising pixels or analytics tools on this website. The website infrastructure and third-party scheduling service may use cookies or similar technologies necessary to operate, secure, and remember basic settings for their services. If we add analytics, advertising, or other nonessential tracking, we will update this policy and implement any consent controls required by applicable law.

How We Share Information

We may disclose information to vendors that support website hosting, scheduling, customer relationship management, communications, telephony, payment processing, security, and professional services. These providers may process information only as needed to perform services for us or our clients. We may also disclose information when required by law, to protect rights or safety, in connection with a business transaction, or with your direction or consent.

We do not sell personal information or rent contact lists.

Retention

We retain information for as long as reasonably necessary for the purposes described above, to provide services, meet legal and accounting obligations, resolve disputes, and enforce agreements. Client lead data is retained and returned or deleted as provided in the applicable service agreement and client instructions.

Security

We use reasonable administrative, technical, and organizational measures intended to protect information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Your Choices

You may ask to access, correct, or delete personal information you provided directly to us, subject to legal exceptions. If Intake Systems processes your information for one of our clients, please direct your request to that client first. You may also opt out of marketing at any time using the methods described above.

Third-Party Services and Children

Our website may link to third-party services, including a scheduling provider. Their practices are governed by their own policies. Our website and services are intended for businesses and are not directed to children under 13, and we do not knowingly collect personal information from children under 13.

Changes to This Policy

We may update this policy as our services or legal obligations change. The updated date above will show when the latest version became effective.

Contact Us

For privacy questions or requests, email rick@intakesystems.ai.