Legal
Privacy Policy
Last updated: September 13, 2026
This Privacy Policy describes how IntakeFlow (“we,” “us,” or “our”) collects, uses, and protects your information when you use the IntakeFlow client portal and any related mobile application (the “Service”). By creating an account or using the Service, you agree to the practices described below.
1. Information We Collect
Account information: Your name, email address, and a password you choose when you register. Your role (client or administrator) is assigned by IntakeFlow.
Business and project information: Your business name, industry, project details, domain(s), and any content or notes you submit related to your project.
Documents and files: Documents, files, images, and attachments you upload or share through the Service, including signed or acknowledged agreements and their signature records (name and timestamp).
Messages and support requests: The content of messages you send through the portal, support ticket subjects and messages, and any files you attach.
Billing and payment information: Invoices, payment history, and subscription details. Card data is handled by our payment processors — we do not store full card numbers on our servers.
Usage and analytics: Anonymous analytics about how the Service is used (such as pages visited and sessions), collected via our first-party analytics beacon.
Device and notification data: A device identifier and registration token so we can deliver push notifications to your mobile device when you enable them.
2. How We Use Your Information
We use your information to:
- •Operate and maintain your account and your project portal;
- •Process invoices and recurring subscription payments;
- •Deliver documents for signature or acknowledgement and track that status;
- •Send you project updates, messages, and support responses;
- •Send push notifications to your device when enabled;
- •Sync your uploaded files to cloud storage for backup and access;
- •Analyze aggregate usage to improve the Service;
- •Respond to your support requests and communicate with you about your account.
3. Information Sharing and Third-Party Services
We do not sell your information. We share data only as needed to operate the Service, with these categories of providers:
- •Cloud infrastructure and hosting for running the Service and storing data;
- •Payment processors to process payments — card details are transmitted directly to the processor and not stored by us;
- •Cloud file storage where your uploaded files are synced for backup and access;
- •Push notification delivery services so we can send notifications to your device;
- •Email delivery to send you account, billing, and project messages.
Each provider processes data under its own privacy policy and only as necessary to deliver the service. We may also disclose information when required by law or to protect our rights or comply with legal process.
4. Data Retention
We keep your information for as long as your account is active or as needed to provide the Service. Project records, documents, invoices, and message history are retained for the life of your client relationship and afterwards as needed for record-keeping. You may request deletion of your account and associated data as described below.
5. Data Security
We use reasonable administrative, technical, and physical safeguards to protect your information. Access to your data is restricted to authorized personnel and role-based permissions. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
6. Your Rights
You may:
- •Access and review the personal information in your account at any time;
- •Update or correct your profile information;
- •Disable push notifications through your device settings at any time;
- •Request that we delete your account and associated data, subject to legal and record-keeping obligations;
- •Request an export of your data where applicable.
To exercise any of these rights, contact us at support@intakeflow.systems.
7. Push Notifications
If you enable push notifications, we use push notification delivery services to deliver them. You can turn push notifications off at any time in your device settings, and we will stop sending them.
8. Children's Privacy
The Service is a business tool and is not intended for use by anyone under 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it.
9. International Users
The Service is operated from the United States. If you access the Service from outside the United States, your information may be transferred to and processed in the United States, where data protection laws may differ from those in your country.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will post the updated version on this page with a revised “Last updated” date. Material changes will be communicated through the Service or by email when appropriate.
11. Contact Us
If you have any questions about this Privacy Policy or your personal information, contact us at:
IntakeFlow Email: support@intakeflow.systems