Privacy Policy

Privacy Policy

Your provider (“Healthcare Provider”) uses IntakeAid to collect information from you before your appointment to help them prepare for your visit. This Privacy Policy explains how IntakeAid, LLC protects your personal information.

This Policy applies to all users, including individuals and organizations, who access or use our website, mobile app, reports, information, process, technology, and or any other features we offer (collectively, the “Services”), whether directly or through a third party. In this Policy, the term “Healthcare Provider” refers to a provider and/or provider practice. The use of the pronouns “we” “us” or “our” refers to IntakeAid, and “you,” “your,” or “user” refers to any individual person, Healthcare Provider, or organization that uses, visits, or otherwise engages with the Services (the “Users”). By using the Services, you consent to the data practices described in this policy.

1. Information We Collect

IntakeAid collects personal and non-personal information Users share with us for their Healthcare Providers, including but not limited to the patient’s name, date of birth, health related data, the provider’s credentials, and website and app usage data, to deliver, enhance and personalize the Services for Users. When working with Protected Health Information (PHI), we do so in accordance with the requirements of the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

2. How Your Information is Used

The information you provide is shared with your Healthcare Provider to help them prepare for your appointment. The information is also utilized to enhance the User’s experience, manage User accounts, communicate with Users, provide customer and technical support, improve functionality, conduct analytics, maintain regulatory compliance, and deliver the Services, including offering validated health data and AI generated health information for the provider’s consideration in their independent medical judgment about the care of patients.

Additionally, we may analyze aggregated, de-identified User data to better understand how our platform is used and to improve our offerings to Users. We do not use personal health information for advertising or unrelated marketing purposes.

3. Protecting Your Information

IntakeAid uses industry-standard security measures to protect the information we collect from you for your Healthcare Provider, including any information we share with a third-party AI or other service vendor we use to help deliver the Services. IntakeAid  protects your information by redacting personally identifiable data (PHI), and by requiring that vendors handle your information securely and not use your data for marketing or training purposes. Further, your data is stored on secure, redundant Soc-2 Certified servers that employ AES 256 Bit SSL encryption, 2040 Bit Server RSA encryption. While no system can be completely secure from viruses, unauthorized access, and malicious third parties, we adhere to HIPAA-compliant practices to minimize risks and safeguard your information.

We may disclose your information when required by law, to comply with a legal obligation, enforce our agreements, or to protect your safety and rights.  In the event of a sale, merger or similar change of control of the Company, IntakeAid reserves the right to transfer our assets, in part or in full, in which case the acquiring company will continue to protect your secure data as indicated herein.

4. Data Retention

We retain Users’ personal information, including PHI, only for as long as necessary to fulfill the purposes for which it was collected for your Healthcare Provider or as required by law. Upon termination of our relationship with a Healthcare Provider or provider practice, or upon an individual’s User’s request (where applicable), we will delete or de-identify personal information, as required by law or industry standards, and in accordance with applicable regulations and best practices.

5. Your Data Protection Rights

Depending on your location, you may have certain rights regarding your personal information, which may include the ability to access or update your data, request deletion, or withdraw consent for future use, as permitted by applicable laws. If we process a patient’s information on behalf of a provider or provider practice, the patient can contact their provider directly for a copy of their medical record, and we will support the provider in fulfilling the patient’s request in accordance with HIPAA regulations.

6. Children’s Privacy

Our Services are not intended for Users under the age of 18, and we do not knowingly collect information from minors. If we discover that we have unintentionally or unknowingly collected such information, we will take prompt action to remove it.

7. International Data Transfers

If you are accessing the Services from outside the United States, your information may be transferred to and processed in the United States. By using the Services, you consent to this data transfer. We take reasonable safeguards to ensure your data is protected in accordance with this Privacy Policy and applicable US data protection laws.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by updating the "Effective Date" and, where appropriate, by providing notice via email or through the Services. Continued use of the Services after any such changes constitutes your acceptance of the revised policy.

9. Contact Us

If you have questions about this Privacy Policy, please contact us at ClientServices@IntakeAid.com. 

10. Governing Law

This Privacy Policy and any disputes related to it shall be governed by and construed in accordance with the laws of the State of Delaware, without regard to its conflict of law principles.

11. Severability

If any provision of this Privacy Policy is found to be unlawful, void, or unenforceable for any reason, that provision shall be deemed severable and shall not affect the validity and enforceability of any remaining provisions.

12. Entire Agreement

This Privacy Policy constitutes the entire agreement regarding the collection and use of Users’ personal and non-personal information in connection with the Services, and supersedes any prior or contemporaneous understandings or agreements, whether written or oral.

By clicking “Agree” on the IntakeAid website and using our Services, you confirm that you understand that your Healthcare Provider is using IntakeAid to collect healthcare information from you to prepare for your appointment, and that you have read and understood this Privacy Policy.