Privacy Policy
Last updated: March 23, 2026
IntakeEase ("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 web application and related services (collectively, the "Service").
1. Information We Collect
Account Information
When you create an account, we collect your name, email address, and authentication credentials through our authentication provider (Clerk). If you subscribe to a paid plan, we collect billing information through our payment processor (Stripe).
Client Data
As a coach using IntakeEase, you may collect personal information from your clients through intake forms you create. This may include names, email addresses, phone numbers, and other information relevant to your coaching practice. You are the data controller for your client data; we act as a data processor on your behalf.
Usage Data
We automatically collect certain information about how you interact with the Service, including pages visited, features used, browser type, device information, and IP address.
Electronic Signatures
When clients sign intake forms, we capture signature data including the signature image, timestamp, and IP address for verification purposes.
2. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve the Service
- Process transactions and send related information (receipts, confirmations)
- Send transactional emails (form submissions, delivery notifications)
- Monitor usage patterns to improve performance and user experience
- Detect, prevent, and address technical issues or abuse
- Comply with legal obligations
3. Data Storage and Security
Your data is stored in Supabase (PostgreSQL) with row-level security policies enforced at the database level. All data is encrypted in transit (TLS) and at rest. We implement defense-in-depth security practices including server-side authentication checks, input validation, and audit logging for sensitive operations.
We do not store complete credit card numbers. Payment processing is handled entirely by Stripe, which is PCI DSS compliant.
4. Data Sharing
We do not sell, rent, or trade your personal information. We share data only with the following service providers who are necessary to operate the Service:
- Clerk — Authentication and user management
- Supabase — Database hosting and storage
- Stripe — Payment processing and subscription management
- Resend — Transactional email delivery
- Vercel — Application hosting
Each provider processes data in accordance with their own privacy policies and is contractually obligated to protect your information.
5. Data Retention
We retain your account data for as long as your account is active. If you delete your account, we will delete your personal data within 30 days, except where we are required to retain it for legal or compliance purposes.
Client submissions and associated data are retained according to the coach's account settings. Inactive clients (no submissions within 90 days) are automatically archived but not deleted.
6. Your Rights
Depending on your jurisdiction, you may have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request deletion of your data
- Export your data in a portable format
- Object to or restrict certain processing activities
- Withdraw consent where processing is based on consent
To exercise any of these rights, please contact us at privacy@intakeease.com.
7. Cookies
We use essential cookies required for authentication and session management. We do not use third-party advertising or tracking cookies.
8. Children's Privacy
The Service is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children.
9. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. Your continued use of the Service after changes are posted constitutes your acceptance of the updated policy.
10. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us at privacy@intakeease.com.