Privacy Policy

IntakeIQ ("IntakeIQ," "we," "us") provides software that helps law firms manage prospective client intake, scheduling, engagement letters, and document collection. This policy explains what information we collect, how we use it, and how it is protected.

IntakeIQ is not a law firm and does not provide legal advice. Our customers are licensed attorneys and law firms ("Customers," "you," "your firm"). Individuals who interact with our Customers' intake widgets, scheduling links, signing pages, or document portals are referred to as "Prospects" or "Clients" in this policy.

From Customers (attorneys and firm staff):

Name, email address, firm name, billing information (processed by Stripe — we do not store full payment card numbers), and account configuration data (intake questions, engagement letter templates, document checklists, branding preferences).

From Prospects and Clients (the people your firm intakes):

Name, phone number, email address, and the substance of intake conversations conducted through our AI widget, shareable links, or staff-entered forms. This may include sensitive information depending on the legal matter — for example, immigration status, criminal charge information, medical details, or family circumstances, if disclosed during an intake conversation.

Automatically collected:

IP address, browser type, device information, and usage data collected through standard web analytics and our error monitoring tooling.

This is central to how IntakeIQ is built. Full intake conversation transcripts, detailed case summaries containing sensitive matter information, signed engagement letters, and any document uploaded by a Client (such as identification, medical records, or financial documents) are not retained on IntakeIQ's servers. These are transmitted directly to the cloud storage account your firm connects (such as Google Drive, Microsoft OneDrive, Dropbox, or Clio) and are not written to IntakeIQ's disk or database at any point. IntakeIQ retains only a short reference — the file name and its location in your connected storage — so that it can be displayed in your dashboard.

If your firm does not connect an external storage provider, files are stored in IntakeIQ's own secure storage (the "IntakeIQ Vault") instead, under the protections described in Section 6.

We use the information described above to: operate and provide the Service; power the AI intake conversation and generate structured summaries; route approval notifications to attorneys; facilitate consultation scheduling; generate engagement letters and process electronic signatures; facilitate document collection; process billing; provide customer support; monitor and improve the security, reliability, and performance of the Service; and comply with legal obligations.

We do not sell personal information. We do not use Prospect or Client data to train AI models, and we do not share it with third parties for their own marketing purposes.

We use the following service providers to operate IntakeIQ. Each processes data only as necessary to provide their specific function:

We may update this list as our infrastructure evolves. Material changes will be reflected in an updated version of this policy.

We maintain technical and administrative safeguards appropriate to the sensitivity of the information we handle, including encryption in transit (TLS) and at rest, role-based access controls, row-level data isolation between firms, encrypted storage of connected-account credentials, and two-factor authentication available to all accounts. Additional detail is available at useintakeiq.com/security.

No system is completely secure, and we cannot guarantee absolute security of information transmitted to or stored within the Service.

We retain Customer account information for as long as the account is active and for a reasonable period after closure to comply with legal and accounting obligations.

We retain Prospect and Client metadata (contact information, matter type, conversation status) for as long as your firm's account remains active, unless your firm deletes specific records or requests deletion. Prospects who do not become clients may request deletion of their information by contacting privacy@useintakeiq.com; we will coordinate with the relevant firm as appropriate.

Depending on your location, you may have rights to access, correct, or delete personal information we hold about you, and to object to or restrict certain processing. To exercise these rights, contact privacy@useintakeiq.com. If you are a Prospect or Client of one of our Customer firms, we may direct certain requests to that firm, as they are the party with the direct relationship and professional obligations to you.

The Service is not directed to individuals under 18, and we do not knowingly collect information from children.

Our infrastructure providers may process data in the United States and other countries. Where required, we rely on appropriate safeguards for cross-border data transfers.

We may update this policy from time to time. Material changes will be communicated to Customers via email or in-app notice.

Questions about this policy can be directed to privacy@useintakeiq.com.