These Terms of Service ("Terms") govern your access to and use of the IntakeAIO platform and services ("Service") provided by IntakeAIO, a subdivision of AIO Inc. ("Company," "we," "our," or "us"). By accessing or using the Service, you agree to be bound by these Terms.
1. Acceptance of Terms
By creating an account, purchasing a subscription, or using any part of the Service, you confirm that you are at least 18 years of age, have read and understood these Terms, and agree to be bound by them. If you are using the Service on behalf of a business, you represent that you have the authority to bind that business to these Terms.
2. Description of Service
IntakeAIO provides a client intake management platform that includes:
- Customizable intake forms for capturing client requests
- An administrative dashboard for tracking and managing submissions
- Email notification and auto-reply systems
- Team management and role-based access controls
- File attachment capabilities
- Done-for-you setup and configuration services
The Service is available in three tiers: Starter (Free), Pro, and Agency, as described on our pricing page.
3. Subscription Plans and Fees
3.1 Plan Tiers
- Starter (Free): 1 intake form, up to 10 submissions per month, basic dashboard access.
- Pro ($59/month): Unlimited forms and submissions, custom branding, file attachments, up to 5 team members, client auto-reply emails, 2FA security.
- Agency ($149/month): Everything in Pro, plus unlimited team members, multi-client management, white-label option, webhook/API integrations, and priority support.
3.2 Setup Fees
Done-for-you setup services are available for a one-time setup fee ranging from $750 to $1,500, as quoted at the time of purchase. Setup fees are non-refundable once setup work has commenced.
3.3 Billing
Subscription fees are billed monthly in advance. You authorize us to charge your payment method on a recurring basis. Prices are subject to change with 30 days' notice.
4. Free Trial and Refund Policy
New Pro and Agency subscribers are eligible for a 14-day refund if they are not satisfied with the Service. Refund requests must be submitted within 14 days of the initial subscription charge by contacting cheryl@intake-aio.com. Setup fees are non-refundable once work has commenced.
5. Account Registration and Security
You must provide accurate, complete, and current information when creating an account. You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You agree to notify us immediately of any unauthorized use of your account.
6. Acceptable Use
You agree not to use the Service to:
- Collect or store personal data in violation of applicable law
- Send spam, unsolicited communications, or engage in phishing
- Violate any applicable local, state, national, or international law
- Infringe upon the intellectual property rights of any third party
- Transmit malicious code, viruses, or disruptive data
- Attempt to gain unauthorized access to any part of the Service or its infrastructure
- Resell or sublicense the Service without our express written consent
7. Intellectual Property
7.1 Our Property
The Service, including all software, code, designs, logos, trademarks, and content created by us, is owned by AIO Inc. and protected by applicable intellectual property laws. You are granted a limited, non-exclusive, non-transferable license to use the Service for your internal business purposes.
7.2 Your Content
You retain ownership of all data and content you submit through the Service ("Your Content"). By using the Service, you grant us a limited license to store, process, and display Your Content solely as necessary to provide the Service.
7.3 White-Label and Agency Usage
Agency tier subscribers who utilize the white-label option are granted a limited, non-exclusive, revocable license to present the Service under their own branding to their end clients, subject to the following conditions:
- Underlying IP: All underlying intellectual property, including the platform code, architecture, and infrastructure, remains the exclusive property of AIO Inc. The white-label license applies only to the visual presentation layer.
- Reseller Responsibility: Agency subscribers who resell or sublicense access to the Service to their own clients ("End Clients") are solely responsible for their relationship with those End Clients, including support, billing, and dispute resolution.
- Liability Chain: IntakeAIO and AIO Inc. shall have no direct liability to End Clients of Agency subscribers. The Agency subscriber agrees to indemnify IntakeAIO against any claims arising from End Client use of the white-labeled Service.
- Branding Standards: Agency subscribers must not misrepresent the origin of the Service or claim to have developed the underlying platform technology. The "Powered by IntakeAIO" attribution may be removed under the Agency plan, but the Agency subscriber must not attribute the technology to another entity.
- Termination Effect: Upon termination of an Agency subscription, all white-label rights immediately cease. The Agency subscriber must promptly remove all IntakeAIO-powered services from their End Client offerings or transition to a direct IntakeAIO subscription.
8. Data Privacy
Your use of the Service is subject to our Privacy Policy, which is incorporated into these Terms by reference. We are committed to protecting your data and will never sell or share your personal information with third parties for marketing purposes.
8A. Regulated Industry Disclaimer
IntakeAIO is designed for general business use. The Service is not designed, intended, or certified for use in regulated industries that require specialized data handling compliance, including but not limited to:
- Healthcare (HIPAA): IntakeAIO is not a HIPAA-compliant platform. The Service does not provide the safeguards required under the Health Insurance Portability and Accountability Act for protected health information (PHI). Healthcare providers, clinics, or any entity subject to HIPAA regulations must not use IntakeAIO to collect, store, or transmit PHI unless they have independently verified compliance with all applicable HIPAA requirements.
- Legal Services (Attorney-Client Privilege): IntakeAIO does not provide protections specific to attorney-client privileged communications. Law firms or legal professionals using the Service acknowledge that data submitted through IntakeAIO may not be afforded the same protections as communications through purpose-built legal practice management systems. Users in the legal industry are solely responsible for ensuring their use of the Service complies with applicable rules of professional conduct and privilege requirements.
- Financial Services (GLBA): IntakeAIO is not certified under the Gramm-Leach-Bliley Act or any financial services data protection regulations. Financial institutions, insurance providers, or any entities subject to GLBA must not use IntakeAIO to collect or store nonpublic personal financial information unless they have independently ensured compliance.
Use at Your Own Risk: If you operate in a regulated industry and choose to use IntakeAIO, you do so at your own risk. You are solely responsible for determining whether the Service meets your regulatory obligations. IntakeAIO and AIO Inc. expressly disclaim any liability for regulatory non-compliance arising from your use of the Service in a regulated context.
We may, in the future, offer industry-specific compliance features or certifications. Any such offerings will be clearly identified and separately documented.
9. Confidentiality
Each party agrees to keep confidential any non-public information of the other party that is designated as confidential or that reasonably should be understood to be confidential. This obligation does not apply to information that is publicly available, independently developed, or required to be disclosed by law.
10. Disclaimers
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE.
11. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL INTAKEAIO OR AIO INC. BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, OR GOODWILL, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF THE SERVICE, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
OUR TOTAL LIABILITY TO YOU FOR ANY CLAIMS ARISING UNDER THESE TERMS SHALL NOT EXCEED THE AMOUNT YOU PAID TO US IN THE 12 MONTHS PRECEDING THE CLAIM.
12. Indemnification
You agree to indemnify, defend, and hold harmless IntakeAIO, AIO Inc., and their officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or in connection with your use of the Service, your violation of these Terms, or your violation of any rights of a third party.
13. Class Action Waiver
YOU AGREE THAT ANY DISPUTE RESOLUTION PROCEEDINGS WILL BE CONDUCTED ONLY ON AN INDIVIDUAL BASIS AND NOT IN A CLASS, CONSOLIDATED, OR REPRESENTATIVE ACTION. You waive your right to participate in a class action lawsuit or class-wide arbitration.
14. Cancellation and Termination
14.1 By You
You may cancel your subscription at any time by contacting us at cheryl@intake-aio.com. Cancellation will take effect at the end of your current billing period. No partial refunds are provided for unused subscription time.
14.2 By Us
We reserve the right to suspend or terminate your account at any time for violation of these Terms, non-payment, or any conduct we deem harmful to other users or the Service. We will provide reasonable notice where practicable.
15. Changes to Terms
We reserve the right to modify these Terms at any time. We will notify you of material changes via email or a prominent notice on the Service at least 30 days before the changes take effect. Your continued use of the Service after the effective date constitutes your acceptance of the updated Terms.
16. Data Breach Response
In the event of a confirmed data breach that affects your personal information or Your Content, IntakeAIO will:
- Notify affected users within 72 hours of confirmed discovery of the breach, via email to the address associated with your account.
- Describe the nature of the breach, including the categories and approximate number of records affected.
- Describe the measures taken to address and contain the breach, and to mitigate its possible adverse effects.
- Provide recommendations for affected users to protect themselves, such as password changes.
- Report to applicable regulatory authorities as required by law, including state attorneys general for US-based breaches and supervisory authorities under GDPR for EU/UK-based breaches.
- Document the breach internally, including the facts, its effects, and the remedial action taken, and retain this documentation for a minimum of three years.
IntakeAIO maintains an internal incident response plan that is reviewed and updated at least annually. We conduct reasonable security monitoring to detect potential breaches in a timely manner.
17. Force Majeure
Neither party shall be liable for any failure or delay in performance due to causes beyond its reasonable control, including but not limited to acts of God, natural disasters, pandemic, war, terrorism, labor disputes, internet outages, or government actions.
18. Governing Law and Dispute Resolution
These Terms shall be governed by and construed in accordance with the laws of the State of Texas, without regard to its conflict of law provisions. Any disputes arising under these Terms shall be subject to the exclusive jurisdiction of the state and federal courts located in Tarrant County, Texas.
19. Contact Us
If you have any questions about these Terms, please contact us at:
IntakeAIO — A subdivision of AIO Inc.
Email: cheryl@intake-aio.com
Website: intake-aio.com