Legal

Privacy Policy

Effective Date: May 20, 2026  ·  Last Updated: May 20, 2026

IntakeAgent.ai ("IntakeAgent," "we," "us," or "our") provides AI-powered voice intake services to law firms and other businesses. This Privacy Policy explains how we collect, use, share, and protect information when you visit our website, speak with our AI voice agents, or interact with our services.

By using our website or speaking with an AI agent powered by IntakeAgent, you acknowledge that you have read and understood this Privacy Policy.

1. Who We Are

IntakeAgent.ai is a software service that supplies conversational AI voice agents to businesses — primarily law firms — to handle inbound and outbound phone intake, qualify leads, and schedule appointments. We act as a service provider (or "processor" under GDPR) to the businesses that deploy our agents, and as a data controller for visitors to our own website and direct customers of IntakeAgent.

2. Information We Collect

Information you provide directly

• Contact details — name, phone number, email address, mailing address.
• Account information — if you sign up as a customer: company name, role, login credentials, billing details.
• Communications — messages you send us through forms, email, chat, or support requests.

Information collected through our voice agents

• Caller identity — phone number (caller ID), name, and any contact information shared during the call.
• Intake details — information you share with the AI agent about your situation, which for personal injury intake may include the type of incident, date and location, injuries, medical treatment received, insurance information, and whether you have existing legal representation.
• Voice recordings and transcripts — the audio of the call and a written transcript generated from it.
• Call metadata — date, time, duration, caller ID, routing information, and call disposition.

Information collected automatically

• Device and usage data — IP address, browser type, operating system, pages viewed, referring URLs, and timestamps.
• Cookies and similar technologies — see Section 11.

3. Voice & Call Data

Because we provide a voice-based service, your voice itself is collected when you speak with one of our AI agents. We use voice recordings to:

• Generate accurate transcripts of the conversation.
• Enable the AI to understand and respond to you in real time.
• Deliver the recording and transcript to the business that deployed the agent (e.g., the law firm you called).
• Monitor quality, troubleshoot issues, and improve the accuracy of our service.

We do not use voice recordings to create voiceprints or perform biometric identification, and we do not sell voice data. Where required by state law (including all-party-consent states such as California, Florida, Illinois, Massachusetts, Pennsylvania, and Washington), callers are notified at the start of the call that the conversation is being recorded.

4. How We Use Information

We use the information we collect to:

• Provide, operate, and maintain the IntakeAgent service.
• Handle phone intake on behalf of our business customers and deliver intake summaries, recordings, and transcripts to them.
• Schedule appointments, send confirmations, and follow up on intake inquiries.
• Authenticate users, manage accounts, and process billing.
• Respond to your questions, requests, and support tickets.
• Improve, debug, and develop new features for our AI agents.
• Detect and prevent fraud, abuse, and security incidents.
• Comply with legal obligations and enforce our terms.

5. How We Share Information

We share information only as described below. We do not sell personal information.

With the business that deployed the agent

If you called or were called by an IntakeAgent voice agent operating on behalf of a law firm or other business, the call recording, transcript, and intake details are shared with that business so they can follow up with you. That business has its own privacy practices, which govern how it uses the information once received.

With service providers and sub-processors

We share information with vendors that help us deliver the service, including telephony providers, cloud hosting providers, AI model providers, transcription services, analytics providers, and customer support tools. These vendors are bound by contractual obligations to use the information only to provide services to us. See Section 6 for more on AI sub-processors.

For legal reasons

We may disclose information when we believe it is reasonably necessary to comply with a legal obligation, court order, or governmental request; to enforce our terms; to protect the rights, property, or safety of IntakeAgent, our users, or others; or to investigate fraud or security incidents.

In a business transaction

If IntakeAgent is involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction, subject to standard confidentiality protections.

6. AI Processing & Sub-Processors

Our voice agents are powered by third-party large language models (LLMs) and speech technologies. Call audio and transcripts are sent to these providers solely for the purpose of generating real-time responses. Our LLM providers operate under enterprise data agreements that prohibit them from using your data to train their public models.

Categories of sub-processors we rely on include:

• Telephony — to place, receive, and route calls.
• Speech-to-text and text-to-speech — to convert your voice to text and generate the AI agent's voice.
• Large language model providers — to power the conversational intelligence of the agent.
• Cloud hosting and storage — to host the service and store recordings and transcripts securely.
• CRM and workflow platforms — to deliver intake data to the deploying business.

A current list of sub-processors is available on request by emailing [email protected].

7. Data Retention

We retain personal information only for as long as needed for the purposes described in this Policy, unless a longer period is required by law. Specifically:

• Call recordings and transcripts — retained for the period specified in the contract with the deploying business, typically up to 24 months, after which they are deleted or anonymized.
• Account and billing records — retained for the life of your account plus the period required by tax and accounting laws.
• Website analytics — typically retained for 14 to 26 months.
• Backups — may persist for a limited period after deletion from production systems, after which they are overwritten.

8. Data Security

We use technical and organizational measures designed to protect personal information, including encryption in transit (TLS) and at rest, access controls, network segmentation, audit logging, vendor security reviews, and employee training. No method of transmission or storage is 100% secure, so we cannot guarantee absolute security. If we become aware of a breach affecting your personal information, we will notify affected individuals and authorities as required by law.

9. Your Privacy Rights

Depending on where you live, you may have the following rights with respect to your personal information:

• Access — request a copy of the personal information we hold about you.
• Correction — ask us to correct inaccurate or incomplete information.
• Deletion — request that we delete your personal information.
• Portability — receive your personal information in a portable format.
• Opt-out of sale or sharing — we do not sell personal information, but you have the right to confirm this.
• Non-discrimination — you will not be treated differently for exercising your rights.
• Withdraw consent — where we rely on consent, you may withdraw it at any time.

California residents have additional rights under the California Consumer Privacy Act (CCPA/CPRA), including the right to know the specific categories of information collected and disclosed in the past 12 months and the right to limit the use of sensitive personal information.

EU, UK, and EEA residents have rights under the GDPR, including the right to object to processing and to lodge a complaint with a supervisory authority.

If your call was handled on behalf of a business (such as a law firm), that business is the controller of your intake information. Please direct deletion and access requests for that information to them. To exercise rights against IntakeAgent directly, contact [email protected]. We will verify your identity before responding and reply within the time required by applicable law.

10. TCPA & Communications Consent

When you provide your phone number to one of our AI agents or through our website, you consent to receive calls and text messages from IntakeAgent and from the business that deployed the agent — including via automated technology — at the number you provided, for purposes related to your inquiry. Consent is not a condition of purchase. Message and data rates may apply. You can opt out at any time by replying STOP to any text message or by asking the agent or business to remove you from their contact list.

11. Cookies & Tracking

Our website uses cookies and similar technologies to operate the site, remember your preferences, measure performance, and understand how visitors use the site. We use the following categories:

• Strictly necessary — required for the site to function.
• Analytics — help us understand usage patterns (e.g., Google Analytics).
• Marketing — used to measure and optimize advertising campaigns.

You can control cookies through your browser settings and, where shown, through the cookie banner on our site. Disabling some cookies may affect site functionality.

12. Children's Privacy

IntakeAgent is not directed to children under 13, and we do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it.

13. International Users

IntakeAgent is operated from the United States. If you access the service from outside the U.S., your information will be transferred to, stored, and processed in the U.S. and potentially other countries where our service providers operate. By using the service, you consent to this transfer. Where required, we rely on appropriate safeguards (such as the EU Standard Contractual Clauses) for international transfers.

14. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last Updated" date at the top of this page. If the changes are material, we will provide a more prominent notice (such as an email or a banner on the site). Your continued use of the service after the changes take effect constitutes acceptance of the updated Policy.

15. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our handling of your personal information, please contact us: