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Privacy Policy

Last Updated: December 9, 2025

IntakeEase ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our client intake form platform at intakeease.com and app.intakeease.com (the "Service").

Please read this Privacy Policy carefully. By using IntakeEase, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

1.1 Information You Provide

Account Information (Coaches): When you create an account, we collect your name, email address, and password. You may also provide your business/practice name.

Payment Information: When you subscribe to a paid plan, our payment processor (Stripe) collects your payment card details. We do not store your full card number on our servers.

Form Content: We store the intake forms you create, including field configurations, labels, and settings.

Client Submissions: When your clients complete forms, we collect and store their responses, including names, contact information, and digital signatures.

1.2 Information Collected Automatically

When you access our Service, we automatically collect:

  • Device Information: Browser type, operating system, device type
  • Log Data: IP address, access times, pages viewed, referring URL
  • Usage Data: Features used, forms created, submissions received
  • Cookies: Session cookies for authentication and preferences (see Section 6)

2. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve the Service
  • Process transactions and send related information (receipts, confirmations)
  • Send you technical notices, updates, and support messages
  • Respond to your comments, questions, and customer service requests
  • Monitor and analyze usage patterns and trends
  • Detect, prevent, and address technical issues and security threats
  • Comply with legal obligations

3. Data Ownership and Client Information

Important: You (the coach/account holder) own the data your clients submit through IntakeEase. We act as a data processor on your behalf.

As the account holder, you are responsible for:

  • Informing your clients about how their data will be collected and used
  • Obtaining any necessary consents from your clients
  • Responding to your clients' requests regarding their personal data
  • Complying with applicable data protection laws in your jurisdiction

We will not use client submission data for marketing or sell it to third parties. Client data is only used to provide the Service to you.

4. Information Sharing and Disclosure

We do not sell your personal information. We may share information in the following circumstances:

4.1 Service Providers

We use trusted third-party services to operate our platform:

  • Stripe - Payment processing
  • Clerk - User authentication and account management
  • Supabase - Database hosting (PostgreSQL)
  • Vercel - Application hosting and content delivery
  • Resend - Transactional email delivery

These providers only have access to information necessary to perform their functions and are obligated to protect your data.

4.2 Legal Requirements

We may disclose your information if required by law, court order, or government request, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

4.3 Business Transfers

If IntakeEase is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any change in ownership or use of your personal information.

5. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

  • Encryption of data in transit using HTTPS/TLS
  • Encryption of data at rest in our database
  • Secure password hashing
  • Row-level security policies ensuring users can only access their own data
  • Regular security monitoring and updates

However, no method of transmission over the Internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Cookies and Tracking

We use cookies and similar technologies for:

  • Essential Cookies: Required for authentication and security. These cannot be disabled.
  • Analytics Cookies: Help us understand how visitors use our site. We use privacy-respecting analytics.

You can control cookies through your browser settings. Disabling essential cookies may prevent you from using certain features of the Service.

7. Data Retention

We retain your information as follows:

  • Account Data: Retained while your account is active and for up to 30 days after deletion request
  • Form Submissions: Retained until you delete them or close your account
  • Payment Records: Retained as required by tax and accounting laws (typically 7 years)
  • Log Data: Retained for up to 90 days for security and debugging purposes

8. Your Rights

Depending on your location, you may have the following rights:

  • Access: Request a copy of your personal information
  • Correction: Request correction of inaccurate information
  • Deletion: Request deletion of your personal information
  • Data Portability: Request an export of your data in a portable format
  • Opt-Out: Unsubscribe from marketing communications

To exercise these rights, contact us at privacy@intakeease.com. We will respond within 30 days.

9. HIPAA Disclaimer

Important: IntakeEase is not a HIPAA-compliant platform. We do not sign Business Associate Agreements (BAAs).

If you are a healthcare provider or handle Protected Health Information (PHI), you should not use IntakeEase to collect, store, or process such information. IntakeEase is designed for life coaches, executive coaches, career coaches, and similar non-clinical practitioners.

10. Children's Privacy

IntakeEase is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately at privacy@intakeease.com.

11. International Data Transfers

Your information may be transferred to and processed in the United States, where our servers and service providers are located. By using IntakeEase, you consent to this transfer. We take steps to ensure your data is treated securely regardless of where it is processed.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page and updating the "Last Updated" date. For significant changes, we may also send you an email notification.

Your continued use of the Service after changes become effective constitutes acceptance of the revised policy.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

Email: privacy@intakeease.com

Website: intakeease.com

IntakeEase
Professional Intake Forms for Coaches