Intakecore — Terms of Service & Privacy Policy

• "Client" means any business, professional, or organization that subscribes to and uses the Platform.
• "End User" means any individual whose information is collected through a Client's intake form powered by the Platform.
• "Platform" means the Intakecore SaaS software, website, APIs, and related services.
• "Intake Form" means the customizable data collection forms configured and deployed by Clients using the Platform.
• "Lead Qualification Logic" means any scoring, rating, weighting, routing, prioritization, or qualification rules configured by a Client within the Platform, including but not limited to rules that assign scores or ratings to End Users based on their responses to Intake Form questions.
• "Client Data" means all data submitted to or processed through the Platform by or on behalf of a Client or End User.
• "Subscription" means a paid or trial plan granting access to the Platform.

By accessing or using the Platform, you agree to be bound by these Terms of Service ("Terms"). If you are using the Platform on behalf of a business, you represent and warrant that you have authority to bind that business. If you do not agree to these Terms, do not use the Platform.

4.1 You must be at least 18 years of age to use the Platform.

4.2 Clients using the Platform for regulated professional services (including insurance brokerages, law firms, medical clinics, immigration consultants, financial advisors, and mortgage brokers) represent and warrant that:

• They hold all required licenses, registrations, and permits required by applicable law in their jurisdiction(s) of operation;
• Their use of the Platform complies with all applicable regulatory requirements governing their profession;
• They will not use the Platform in any manner that would cause Intakecore to be deemed a regulated entity in their industry.

You may not use the Platform to:

• Collect information in violation of applicable privacy laws;
• Implement Lead Qualification Logic that violates applicable human rights legislation or constitutes unlawful discrimination on prohibited grounds;
• Impersonate a regulated professional or entity without proper licensing;
• Collect sensitive personal information (including health, financial, or immigration information) without appropriate consents and safeguards required by law;
• Engage in deceptive, fraudulent, or misleading practices toward End Users;
• Violate any applicable law, regulation, or professional code of conduct;
• Reverse engineer, copy, resell, or sublicense the Platform without authorization;
• Interfere with the security or integrity of the Platform.

Intakecore is not licensed as an insurance broker, agent, managing general agent (MGA), third-party administrator (TPA), or insurer in any province, territory, or state.

Clients who are licensed insurance brokers or agents use the Platform solely as a technology tool to organize their own client intake workflows. The Platform does not:

• Bind, quote, underwrite, or place insurance coverage;
• Provide insurance advice or recommendations;
• Act as an intermediary between insurers and insureds;
• Perform any function requiring an insurance license.

Any lead qualification or rating logic applied to insurance intake forms is configured entirely by the Client and reflects the Client's own business and underwriting judgment, not that of Intakecore. Intakecore bears no responsibility for how the Client's qualification criteria align with insurance regulatory requirements.

Clients in the insurance industry represent that their use of the Platform complies with all applicable insurance regulatory requirements, including those set by provincial regulators (RIBO, AMF, ICBC, IBC, etc.) and state regulators in the United States.

Intakecore is not a law firm and does not provide legal services or legal advice.

Clients who are law firms or legal professionals use the Platform to manage their own client intake processes. The Platform does not create a solicitor-client or attorney-client relationship between Intakecore and any End User. Clients are responsible for ensuring their intake practices comply with applicable Law Society rules, rules of professional conduct, and client confidentiality obligations. Any lead qualification logic applied to legal intake forms is the Client's own business decision and does not reflect legal advice or professional judgment from Intakecore.

Clients who are healthcare providers use the Platform to manage administrative intake workflows only. Intakecore is not a healthcare provider and does not provide medical advice. Clients are responsible for ensuring that collection of personal health information through the Platform complies with applicable legislation, including provincial health privacy laws (such as Ontario's Personal Health Information Protection Act, Alberta's Health Information Act, and applicable US state and federal health privacy laws). Lead qualification logic applied to healthcare intake forms is configured by the Client and is not a clinical determination made by Intakecore.

Intakecore is not a licensed immigration consultant or lawyer. Clients who provide immigration services are solely responsible for compliance with applicable immigration regulations, including requirements of the College of Immigration and Citizenship Consultants (CICC) and applicable provincial and federal law. Lead qualification or eligibility screening logic is the Client's own responsibility and does not constitute immigration advice from Intakecore.

11.1 Access to the Platform requires a paid Subscription. Fees are set out in the applicable order form or pricing page.

11.2 A one-time setup fee may apply upon onboarding.

11.3 Subscription fees are billed in advance on the applicable billing cycle. All fees are non-refundable except as required by law.

11.4 Intakecore reserves the right to change pricing with 30 days' written notice to Clients.

11.5 Failure to pay may result in suspension or termination of access.

12.1 Intakecore retains all intellectual property rights in the Platform, including software, design, trademarks, and documentation.

12.2 Clients retain ownership of Client Data. By using the Platform, Clients grant Intakecore a limited license to process Client Data solely to provide the Platform services.

12.3 Intakecore may use aggregated, de-identified data for product improvement and analytics purposes.

Each party agrees to keep confidential the other party's non-public information disclosed in connection with these Terms, and not to disclose it to third parties without consent, except as required by law.

Clients agree to indemnify, defend, and hold harmless Intakecore, its officers, directors, employees, and agents from and against any claims, damages, losses, liabilities, and expenses (including reasonable legal fees) arising out of or related to:

• Client's use of the Platform;
• Client's Intake Form content;
• Client's Lead Qualification Logic and any scoring, rating, or routing decisions made thereunder;
• Client's violation of these Terms;
• Client's violation of applicable professional regulations or laws;
• Claims by End Users arising from Client's professional services or from how they were scored or rated within the Platform.

16.1 These Terms commence on the date of acceptance and continue for the duration of the Subscription.

16.2 Either party may terminate for convenience with 30 days' written notice.

16.3 Intakecore may suspend or terminate access immediately for material breach, non-payment, or conduct that exposes Intakecore to legal or regulatory risk.

16.4 Upon termination, Clients may request export of their Client Data within 30 days. After that period, Intakecore may delete Client Data.

17.1 These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict of law principles.

17.2 The parties agree to attempt to resolve disputes through good faith negotiation before pursuing formal proceedings.

17.3 Any unresolved disputes shall be submitted to binding arbitration in Toronto, Ontario under the rules of the ADR Institute of Canada, except that either party may seek injunctive or other equitable relief in any court of competent jurisdiction.

17.4 US Clients: Clients operating in the United States acknowledge that the Platform is operated from Canada and agree to Ontario governing law. US Clients are solely responsible for compliance with applicable US federal and state laws, including but not limited to state insurance regulations, state bar rules, HIPAA, and applicable state privacy laws.

Intakecore may update these Terms from time to time. Clients will be notified of material changes via email or in-Platform notice. Continued use after the effective date of changes constitutes acceptance.

• Entire Agreement: These Terms, together with the Privacy Policy and any order forms, constitute the entire agreement between the parties.
• Severability: If any provision is found unenforceable, the remaining provisions remain in effect.
• No Waiver: Failure to enforce any provision does not constitute a waiver.
• Assignment: Clients may not assign these Terms without Intakecore's prior written consent.
• Force Majeure: Neither party is liable for delays caused by circumstances beyond their reasonable control.

Intakecore ("we," "us," "our") is committed to protecting personal information in accordance with applicable Canadian and international privacy laws, including:

• Canada's Personal Information Protection and Electronic Documents Act (PIPEDA)
• Quebec's Act respecting the protection of personal information in the private sector (Law 25 / Bill 64)
• Alberta's Personal Information Protection Act (PIPA)
• British Columbia's Personal Information Protection Act (PIPA BC)
• Applicable US state privacy laws (including California's CCPA/CPRA, Virginia's CDPA, and others) to the extent applicable

This Privacy Policy applies to:

• Clients (businesses that subscribe to and use the Platform)
• End Users (individuals whose data is collected through Client-configured Intake Forms)
• Visitors to intakecore.ca

Intakecore acts as a data processor with respect to End User personal information collected through Client Intake Forms. The Client is the data controller and is responsible for the lawful basis and purpose of collecting End User information, including the application of any Lead Qualification Logic to that information.

Intakecore acts as a data controller with respect to Client account information and Platform usage data.

• To provide, operate, and improve the Platform
• To communicate with Clients about their accounts
• For billing and account management
• For security and fraud prevention
• As required by law

Client Data is stored on servers located in Canada (AWS ca-central-1 region), in compliance with Canadian data residency expectations.

We do not sell personal information. We may share information with:

• Service providers (hosting, payment processing, analytics) under confidentiality obligations
• Law enforcement or regulators where required by applicable law
• Successors in the event of a merger, acquisition, or sale of assets

Client Data is retained for the duration of the Subscription plus 30 days following termination, after which it is deleted or anonymized, unless longer retention is required by law.

Depending on your jurisdiction, you may have rights including:

• Access to your personal information
• Correction of inaccurate information
• Deletion (right to be forgotten)
• Data portability
• Withdrawal of consent
• The right to file a complaint with a supervisory authority

Quebec residents have additional rights under Law 25, including the right to be informed of automated decision-making and data de-indexing requests.

California residents have rights under the CCPA/CPRA, including the right to know, delete, and opt out of sale (we do not sell data).

To exercise your rights, contact: privacy@intakecore.ca

Intakecore has designated a Privacy Officer responsible for compliance with this Policy. Contact: privacy@intakecore.ca

We implement industry-standard technical and organizational measures to protect personal information, including encryption in transit and at rest, access controls, and regular security reviews.

We use cookies and similar technologies for authentication, analytics, and Platform functionality. You may adjust cookie settings in your browser; however, disabling certain cookies may affect Platform functionality.

Client Data is stored in Canada. To the extent data is processed by service providers outside Canada, we ensure appropriate safeguards are in place in accordance with PIPEDA and applicable law.

We may update this Privacy Policy periodically. Material changes will be communicated via email or in-Platform notice. The updated Policy will be posted at intakecore.ca/terms.

Intakecore

privacy@intakecore.ca

intakecore.ca