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Terms of Service

Last Updated: December 3, 2025

These Terms of Service (“Terms”) govern your access to and use of the IntakeDesk website, products, and services (collectively, the “Services”) provided by IntakeDesk, Inc. (“IntakeDesk,” “we,” “us,” or “our”). By accessing or using the Services, you agree to be bound by these Terms and our Privacy Policy. If you are entering into these Terms on behalf of a company or other legal entity, you represent that you have authority to bind that entity, and “you” or “Customer” refers to that entity.

1. Eligibility; Accounts; Administrators

  • Eligibility. You must be at least 18 years old and capable of forming a binding contract to use the Services.
  • Account Registration. You must provide accurate, current, and complete information and keep it up to date. You are responsible for all activity under your account and for safeguarding your credentials.
  • Organization Admins. If you use the Services on behalf of an organization, your administrators may control and manage user access, roles, and settings within your organization workspace.

2. Customer Data; PHI; HIPAA & BAA

  • Customer Data. “Customer Data” means data, files, documents, and content you or your users submit to the Services. You retain all ownership rights in Customer Data.
  • Our Use of Customer Data. You grant IntakeDesk a limited, worldwide, non-exclusive license to host, process, transmit, display, and create derivative works of Customer Data solely to provide, maintain, secure, and improve the Services, and to comply with law.
  • PHI & HIPAA. If you are a HIPAA Covered Entity or Business Associate and will submit PHI to the Services, you must enter into a valid Business Associate Agreement (BAA) with IntakeDesk before uploading PHI. Absent a signed BAA, you agree not to submit PHI.
  • Security. IntakeDesk maintains administrative, physical, and technical safeguards designed to protect Customer Data. You are responsible for configuring the Services in a secure manner appropriate to your use case.

3. Acceptable Use

You agree you will not, and will not permit others to:

  • use the Services in violation of law (including privacy, export, and sanctions laws) or these Terms;
  • submit unlawful, infringing, harmful, or misleading content, or violate others’ rights;
  • reverse engineer or attempt to derive source code except as permitted by law;
  • interfere with or disrupt the integrity or performance of the Services;
  • use the Services for high-risk activities where failure could lead to serious harm.

4. Subprocessors; Third-Party Services

IntakeDesk may use third-party service providers (subprocessors) to support the Services. We remain responsible for their performance. If you enable integrations or connect third-party services, your use is governed by the third party’s terms and policies.

5. Beta Features

Features labeled alpha, beta, preview, or pre-release may change or be discontinued and are provided as is without commitments or SLAs.

6. Fees; Taxes

Paid Services are billed per your order, plan, or invoice. Fees are non-refundable unless stated otherwise. You are responsible for applicable taxes (excluding our income taxes).

7. Term; Suspension; Termination

  • Term. These Terms apply from your first use and continue until terminated.
  • Suspension. We may suspend access for violations, delinquency, or security risks.
  • Termination. Either party may terminate for convenience (if your plan allows) or for cause upon material breach uncured after 30 days’ notice.
  • Post-Termination. On request within 30 days, we will make Customer Data available for export; thereafter we may delete it unless law requires retention.

8. Confidentiality

Each party may receive the other’s Confidential Information and will protect it using reasonable care.

9. Intellectual Property

  • Ownership. Each party retains its IP; IntakeDesk owns the Services.
  • Feedback. You grant a perpetual, royalty-free license to use feedback.

10. Warranties; Disclaimers

Except as expressly stated, Services are provided “AS IS” and “AS AVAILABLE,” without warranties.

11. Indemnification

Mutual indemnities for specified claims (IP by us; unlawful use/data by you).

12. Limitation of Liability

No indirect or consequential damages; aggregate cap equals fees paid/ payable in prior 12 months (subject to carve-outs).

13. Dispute Resolution; Arbitration; Class Waiver (U.S.)

Binding arbitration (JAMS, San Francisco, CA). Class actions/ arbitrations waived. Injunctive relief for IP/confidentiality allowed.

14. Governing Law; Venue

California law; exclusive venue in San Francisco County courts (subject to Section 13).

15. Changes to Services or Terms

We may modify Services or Terms; material changes will be noticed. Continued use = acceptance.

16. Miscellaneous

  • Notices: legal@intakedesk.co
  • Assignment with consent; we may assign to an affiliate or in a corporate transaction.
  • Force Majeure; Entire Agreement; Severability; Waiver; Survival of key sections.

17. Contact

Questions? Email legal@intakedesk.co.