Privacy Policy

IntakePal ("we," "our," or "us") 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 automation platform.

1. Information We Collect

Information You Provide

We collect information you voluntarily provide when using our services, including:

• Account Information: Name, email address, phone number, law firm name, and password when you register for an account.
• Client Intake Data: Information submitted through intake forms, including client names, contact information, accident details, injury descriptions, and uploaded documents (photos, medical records, police reports).
• Payment Information: Billing details processed securely through our payment processor, Stripe.
• Communications: Messages you send to us or through our platform.

Information Collected Automatically

• Usage Data: Pages visited, features used, time spent on the platform.
• Device Information: Browser type, operating system, IP address.
• Cookies: We use cookies to maintain sessions and improve user experience.

2. How We Use Your Information

We use the collected information to:

• Provide, maintain, and improve our services
• Process client intake submissions and generate case summaries
• Send automated follow-up communications via email and SMS
• Send notifications about new leads and account activity
• Process payments and manage subscriptions
• Respond to customer support inquiries
• Analyze usage patterns to improve our platform
• Comply with legal obligations

3. SMS and Email Communications

4. Information Sharing and Disclosure

We do not sell your personal information. We do not share, sell, or transfer mobile phone numbers to third parties or affiliates for marketing or promotional purposes. We may share information with:

• Law Firms (Our Customers): Client intake data is shared with the law firm whose intake form was submitted.
• Service Providers: Third-party vendors who assist in operating our platform (e.g., Stripe for payments, Twilio for SMS, SendGrid for email).
• Legal Requirements: When required by law, court order, or governmental authority.
• Business Transfers: In connection with a merger, acquisition, or sale of assets.

5. Data Security

We implement industry-standard security measures to protect your information, including:

• Encryption of data in transit (HTTPS/TLS)
• Secure password hashing
• Regular security assessments
• Access controls and authentication

However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

6. Data Retention

We retain your information according to the following schedule:

• Account Information: Retained for as long as your account is active, plus 7 years after account closure for legal and tax compliance.
• Client Intake Data: Retained according to the law firm's configured preferences. Default retention is 7 years from intake date, in accordance with typical legal record retention requirements.
• Communication Logs: SMS and email notification logs are retained for 3 years.
• Payment Records: Transaction records are retained for 7 years for tax and accounting purposes.
• Usage Analytics: Anonymized usage data may be retained indefinitely for service improvement.

Law firms using our platform may configure custom retention periods based on their jurisdiction's requirements. Upon request, data can be deleted earlier unless retention is required by law.

7. Your Rights and Choices

You have the right to:

• Access: Request a copy of your personal information in a portable format.
• Correction: Update or correct inaccurate information.
• Deletion: Request deletion of your account and associated data (subject to legal retention requirements).
• Opt-Out: Unsubscribe from marketing communications.
• SMS Opt-Out: Reply STOP to any text message to immediately stop receiving texts.
• Do Not Sell: We do not sell your personal information. California residents may still submit a "Do Not Sell" request.

How to Exercise Your Rights

To submit a data access, correction, or deletion request:

• Email us at privacy@intakepal.com with the subject line "Data Request"
• Include your full name, email address, and the specific request (access, correction, or deletion)
• We will verify your identity and respond within 30 days (45 days for complex requests)

For law firm customers managing client data, please contact us to initiate a data deletion request for specific intake records.

8. SMS/Text Message Compliance (TCPA)

Our platform enables law firms to send text messages to potential clients. We comply with the Telephone Consumer Protection Act (TCPA) and require:

• Express Consent: Text messages are only sent to individuals who have provided explicit consent through our intake process.
• Clear Disclosure: Users are informed about text messaging before providing their phone number.
• Easy Opt-Out: Recipients can reply STOP at any time to immediately stop receiving messages.
• Message Frequency: Message frequency varies based on case status and law firm preferences.
• No Automated Marketing: Text messages are limited to case-related communications, not marketing.

Message and data rates may apply. Carriers are not liable for delayed or undelivered messages.

9. California Privacy Rights (CCPA/CPRA)

California residents have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to Know: Request what personal information we collect, use, and disclose.
• Right to Delete: Request deletion of your personal information.
• Right to Correct: Request correction of inaccurate personal information.
• Right to Opt-Out of Sale: We do not sell personal information.
• Right to Non-Discrimination: We will not discriminate against you for exercising your rights.

To submit a request, email privacy@intakepal.com or call (555) 123-4567. We will respond within 45 days.

10. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.

12. Contact Us

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