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Terms of Service

Last Updated: December 9, 2025

Welcome to IntakeEase! These Terms of Service ("Terms") govern your access to and use of IntakeEase's client intake form platform, including our website at intakeease.com and app.intakeease.com (collectively, the "Service").

By creating an account or using the Service, you agree to be bound by these Terms. If you do not agree to these Terms, do not use the Service.

1. Definitions

  • "IntakeEase," "we," "us," or "our" refers to IntakeEase and its operators.
  • "You" or "User" refers to the individual or entity that creates an account and uses the Service (typically a coach or service professional).
  • "Client" refers to the individuals who complete forms through the Service on your behalf.
  • "Content" refers to forms, templates, submissions, text, images, and other materials created or uploaded through the Service.
  • "Subscription" refers to your paid access to the Service under a specific plan.

2. Account Registration

2.1 Eligibility

You must be at least 18 years old and capable of forming a binding contract to use the Service. By registering, you represent that you meet these requirements.

2.2 Account Security

You are responsible for:

  • Maintaining the confidentiality of your account credentials
  • All activities that occur under your account
  • Notifying us immediately of any unauthorized use

We are not liable for any loss resulting from unauthorized use of your account.

2.3 Account Information

You agree to provide accurate, current, and complete information during registration and to update such information as necessary.

3. Service Description

IntakeEase provides a platform for coaches and service professionals to:

  • Create customizable client intake forms
  • Collect digital signatures
  • Generate and share secure form links
  • Receive and manage client submissions
  • Download submissions as PDF documents
  • Organize client files and records

We reserve the right to modify, suspend, or discontinue any aspect of the Service at any time with reasonable notice.

4. Subscriptions and Payment

4.1 Free Trial

New users may be eligible for a free trial period. Trial terms, including duration and limitations, will be specified at signup. No payment information is required during the trial period.

4.2 Paid Subscriptions

Paid subscriptions are billed monthly in advance. By subscribing, you authorize us to charge your payment method on a recurring basis until you cancel.

Current pricing is available at intakeease.com/pricing. We may change pricing with 30 days' notice. Price changes will take effect at your next billing cycle.

4.3 Payment Processing

Payments are processed securely through Stripe. By providing payment information, you agree to Stripe's terms of service. We do not store your full payment card details.

4.4 Refunds

Subscriptions are non-refundable. You may cancel at any time, and your subscription will remain active until the end of your current billing period. No partial refunds are provided for unused time.

4.5 Failed Payments

If a payment fails, we will attempt to charge your payment method again. After multiple failed attempts, your subscription may be suspended or terminated.

5. Acceptable Use

You agree not to use the Service to:

  • Violate any applicable laws or regulations
  • Infringe on the intellectual property rights of others
  • Collect, store, or process Protected Health Information (PHI) or data requiring HIPAA compliance
  • Transmit malware, viruses, or other harmful code
  • Attempt to gain unauthorized access to the Service or its systems
  • Interfere with or disrupt the Service or its infrastructure
  • Use the Service for spam, phishing, or fraudulent purposes
  • Collect information about other users without their consent
  • Resell or redistribute the Service without authorization

We reserve the right to suspend or terminate accounts that violate these terms.

6. Your Content and Data

6.1 Ownership

You retain ownership of all Content you create or upload to the Service, including forms and client submissions. We do not claim ownership of your Content.

6.2 License to IntakeEase

By using the Service, you grant us a limited, non-exclusive license to store, process, and display your Content solely for the purpose of providing the Service to you.

6.3 Responsibility for Content

You are solely responsible for your Content and ensuring it complies with applicable laws. We do not review or endorse user Content.

6.4 Client Data

You are the data controller for information your clients submit through the Service. You are responsible for complying with applicable data protection laws and informing your clients about how their data is collected and used.

7. Templates Disclaimer

Important: The templates provided in IntakeEase (including coaching agreements, discovery questionnaires, and policy templates) are provided as starting points only.

These templates:

  • Do not constitute legal advice
  • May not be suitable for your specific situation, jurisdiction, or legal requirements
  • Should be reviewed and customized by a qualified attorney before use

IntakeEase is not a law firm and does not provide legal advice. Your use of templates is at your own risk.

8. Digital Signatures

IntakeEase enables the collection of digital signatures. While digital signatures are generally enforceable under laws such as the U.S. Electronic Signatures in Global and National Commerce Act (ESIGN) and the Uniform Electronic Transactions Act (UETA), we make no guarantees about the legal validity of signatures collected through our Service in your specific jurisdiction or use case.

You are responsible for determining whether digital signatures meet your legal requirements.

9. Intellectual Property

9.1 IntakeEase Property

The Service, including its design, features, code, trademarks, and documentation, is owned by IntakeEase and protected by intellectual property laws. You may not copy, modify, distribute, or reverse engineer any part of the Service.

9.2 Feedback

If you provide feedback, suggestions, or ideas about the Service, you grant us the right to use such feedback without compensation or attribution.

10. Third-Party Services

The Service may integrate with or link to third-party services (such as Stripe for payments). Your use of third-party services is governed by their respective terms. We are not responsible for third-party services.

11. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, OR COURSE OF PERFORMANCE.

We do not warrant that:

  • The Service will be uninterrupted, secure, or error-free
  • The Service will meet your specific requirements
  • Any defects will be corrected
  • Results obtained from the Service will be accurate or reliable

12. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, INTAKEEASE SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, BUSINESS OPPORTUNITIES, OR GOODWILL, ARISING FROM YOUR USE OF THE SERVICE.

OUR TOTAL LIABILITY FOR ANY CLAIMS ARISING FROM OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

Some jurisdictions do not allow the exclusion of certain warranties or limitations of liability, so these limitations may not apply to you.

13. Indemnification

You agree to indemnify, defend, and hold harmless IntakeEase and its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable attorneys' fees) arising from:

  • Your use of the Service
  • Your Content
  • Your violation of these Terms
  • Your violation of any rights of another party

14. Termination

14.1 By You

You may cancel your subscription and close your account at any time through your account settings or by contacting us. Cancellation takes effect at the end of your current billing period.

14.2 By IntakeEase

We may suspend or terminate your account if you violate these Terms, fail to pay subscription fees, or for any other reason with reasonable notice. In cases of serious violations, we may terminate immediately without notice.

14.3 Effect of Termination

Upon termination:

  • Your right to access the Service ends
  • You may export your data for 30 days after termination
  • After 30 days, your data may be permanently deleted
  • Provisions that by their nature should survive (such as limitation of liability) will continue to apply

15. Governing Law and Disputes

These Terms are governed by the laws of the State of Delaware, United States, without regard to conflict of law principles.

Any disputes arising from these Terms or the Service shall be resolved through binding arbitration under the rules of the American Arbitration Association, except that either party may seek injunctive relief in court for intellectual property violations.

CLASS ACTION WAIVER: You agree to resolve disputes individually and waive the right to participate in class actions.

16. Changes to Terms

We may modify these Terms at any time. Material changes will be communicated via email or notice in the Service at least 30 days before taking effect. Your continued use of the Service after changes become effective constitutes acceptance.

If you do not agree to modified Terms, you must stop using the Service and cancel your subscription.

17. General Provisions

  • Entire Agreement: These Terms constitute the entire agreement between you and IntakeEase regarding the Service.
  • Severability: If any provision is found unenforceable, the remaining provisions remain in effect.
  • Waiver: Failure to enforce any provision does not waive our right to enforce it later.
  • Assignment: You may not assign these Terms without our consent. We may assign our rights freely.
  • Force Majeure: We are not liable for delays or failures due to circumstances beyond our reasonable control.

18. Contact Us

If you have questions about these Terms, please contact us:

Email: legal@intakeease.com

Website: intakeease.com

IntakeEase
Professional Intake Forms for Coaches