Privacy Policy

1. Introduction

IntakeMaster ("we," "our," or "us") operates the IntakeMaster platform at felican.ai/intake-master (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

2. Information We Collect

2.1 Account Information

When you create an account, we collect your name, email address, and organization details. If you sign in with Google, we receive your Google profile information (name and email) as authorized by you.

2.2 Intake Data

We store the data you and your clients enter into intake forms, including personal information such as names, dates of birth, contact details, and any other fields defined in your templates. This data is stored securely and associated with your organization.

2.3 Voice and Audio Data

If you use the AI-assisted voice intake feature, audio is processed locally in your browser using the Web Speech API. We do not record or store raw audio. Transcribed text is sent to our AI service for processing and is stored as part of the intake session.

2.4 Third-Party Integration Data

When you connect external services (e.g., Google Drive, OneDrive), we store OAuth tokens and your connected account email. We access only the files and folders you explicitly select or authorize. We do not scan, index, or access your files beyond what is required to perform the actions you initiate.

2.5 Usage Data

We collect server logs including IP addresses, browser type, pages visited, and timestamps for security monitoring and service improvement.

3. How We Use Your Information

• To provide and maintain the Service
• To process intake forms and generate reports
• To provide AI-assisted features (conversation, extraction)
• To import/export files from connected third-party services at your request
• To send account-related notifications
• To detect and prevent fraud or security incidents
• To comply with legal obligations

4. Google API Services - Limited Use Disclosure

IntakeMaster's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Specifically, we:

• Only access Google user data that is necessary to provide the features you use (file browsing, import, export)
• Do not use Google user data for advertising or sell it to third parties
• Do not use Google user data to train AI or machine learning models unrelated to the Service
• Allow you to revoke access at any time through the Integrations settings page or through your Google Account permissions

5. Data Sharing

We do not sell your personal data. We may share data with:

• AI Service Providers: Anonymized or pseudonymized intake text is sent to our AI provider (Anthropic Claude) for processing. No raw personal identifiers are sent unless required for the intake itself.
• Infrastructure Providers: Our hosting provider (Hetzner) processes data as part of providing server infrastructure.
• Legal Requirements: We may disclose data if required by law or to protect our rights.

6. Data Security

We implement industry-standard security measures including encrypted data transmission (TLS), encrypted database connections, secure password hashing (bcrypt), and role-based access controls. OAuth tokens for third-party services are stored encrypted at rest.

7. Data Retention

We retain your account data and intake records for as long as your account is active. You may delete individual intakes, clients, or your entire account at any time. Upon account deletion, all associated data is permanently removed within 30 days. Third-party OAuth tokens are deleted immediately when you disconnect a service.

8. Your Rights

You have the right to:

• Access your personal data stored in the Service
• Correct inaccurate data
• Delete your data and account
• Export your data in standard formats (PDF, DOCX, CSV)
• Revoke third-party service connections at any time
• Withdraw consent for data processing

9. Cookies

We use essential cookies for authentication (session tokens) and security. We do not use advertising or tracking cookies.

10. Children's Privacy

The Service is not intended for children under 13. We do not knowingly collect data from children under 13.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes via email or in-app notification.

12. Contact

For privacy-related inquiries, contact us at [email protected].