Terms of Service

These Terms of Service (the "Terms") govern your access to and use of the Intakable platform (the "Service"). By accessing or using the Service you agree to these Terms. If you are using the Service on behalf of a clinic or other organization, you represent that you are authorized to bind that organization to these Terms.

For Customers (clinics), the substantive commercial terms — subscription term, fees, service-level commitments, liability limits — are governed by a separately executed Master Subscription Agreement and Business Associate Agreement. These Terms cover general acceptable use that applies regardless of the underlying agreement.

Intakable provides software that helps medical clinics collect pre-visit patient intake information using SMS, voice AI, and web forms, then forwards structured clinical data to the clinic's electronic medical record system. Specific features available to a given Customer are determined by their subscription tier and enabled modules.

The Service is intended for use by U.S.-based medical clinics and their authorized staff and patients. You may not use the Service if (a) you are under 13 years of age, (b) you are barred from receiving the Service under U.S. law, or (c) you are a competitor of Intakable evaluating the Service for competitive purposes without our prior written consent.

You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. Notify us immediately at security@intakable.com of any suspected unauthorized access. Customers are responsible for managing access controls within their tenant — adding, removing, and assigning roles to staff members.

You may not use the Service to:

• Violate any applicable law or regulation, including HIPAA, TCPA, CAN-SPAM, or state privacy laws
• Send SMS messages to patients without their documented opt-in consent
• Send marketing or promotional content through the pre-visit SMS channel
• Attempt to access another Customer's data or impersonate another Customer
• Reverse-engineer, decompile, or attempt to extract the source code of the Service
• Use the Service to transmit malware, phishing attempts, or other abusive content
• Resell or sublicense access to the Service without our prior written consent

We may suspend or terminate accounts that violate this section without prior notice if the violation poses material risk to other users or to the integrity of the Service.

For Customers, all Protected Health Information processed through the Service is governed by the Business Associate Agreement executed alongside the Customer's subscription. The BAA specifies permitted uses, breach-notification timelines, sub-processor flow-downs, and data-deletion obligations on termination.

For patients (End Users), our handling of your information is described in our Privacy Policy. Your clinic is the data controller; we act as their Business Associate.

By providing your phone number to your clinic and consenting to SMS communications at the time of appointment booking, you agree to receive transactional SMS messages from us on behalf of your clinic for pre-visit intake coordination. Standard message and data rates may apply.

You may opt out at any time by replying STOP to any message. You may resume messages by replying START. Reply HELP for help.

Customers subscribe on a per-location, monthly recurring basis. Specific pricing, billing cadence, and payment terms are set out in the Master Subscription Agreement and accompanying order form. Unless otherwise stated, subscriptions auto-renew at the end of each term.

Customers may cancel by providing written notice at least 30 days before the end of the current term. Upon termination, the Customer retains 30 days to export their data; thereafter we permanently delete it as described in the BAA.

We target 99.5% uptime as measured monthly, excluding scheduled maintenance announced at least 48 hours in advance. Detailed service-level commitments and remedies for downtime are set out in the Master Subscription Agreement.

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE." WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT, EXCEPT TO THE EXTENT EXPRESSLY STATED IN A WRITTEN AGREEMENT WITH A CUSTOMER.

The Service is not a substitute for medical judgment. AI-extracted clinical data must be reviewed by a qualified healthcare provider before being used to inform care decisions. Confidence scores below clinical thresholds are flagged for human review; Customers are responsible for reviewing flagged items.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, OUR AGGREGATE LIABILITY ARISING FROM OR RELATING TO THE SERVICE IS LIMITED TO THE FEES PAID BY THE CUSTOMER IN THE TWELVE MONTHS PRECEDING THE CLAIM. THIS LIMITATION DOES NOT APPLY TO BREACHES OF THE BUSINESS ASSOCIATE AGREEMENT, GROSS NEGLIGENCE, OR INTENTIONAL MISCONDUCT.

Customers will defend, indemnify, and hold us harmless from claims arising out of (a) the Customer's violation of these Terms, (b) the Customer's violation of HIPAA or other applicable law, or (c) the Customer's use of the Service to send unsolicited or unauthorized communications.

Either party may terminate a subscription as described in the Master Subscription Agreement. We may suspend or terminate the Service immediately for material breach, suspected security incident, or non-payment. Sections of these Terms that by their nature should survive termination (intellectual property, data handling, liability, indemnification) survive.

These Terms are governed by the laws of the State of Wisconsin, without regard to conflict-of-laws principles. The exclusive venue for any dispute is the state and federal courts located in Milwaukee County, Wisconsin, except that either party may seek injunctive relief in any court of competent jurisdiction to protect its intellectual property or confidential information.

We may update these Terms from time to time. Material changes will be communicated to Customers at least 30 days before taking effect. Continued use of the Service after the effective date of a change constitutes acceptance of the revised Terms. The "Last updated" date at the top of this page reflects the most recent revision.

Legal: legal@intakable.com

General support: support@intakable.com