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Terms of Service

Effective Date: October 13, 2026

These Terms of Service ("Terms") govern your access to and use of the IntakeNexus platform ("Service") operated by IntakeNexus, Inc. ("Company," "we," "us," or "our"). By creating an account or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.

1. Acceptance of Terms

By accessing or using IntakeNexus, you confirm that you are at least 18 years old and have the legal capacity to enter into a binding agreement. If you are using the Service on behalf of an organization, you represent that you have authority to bind that organization to these Terms. The Service is offered to businesses for business purposes only, not to consumers for personal, family, or household use. In these Terms, "you" means the business that holds the account and the individuals who use the Service on its behalf.

2. Account Responsibilities

You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You agree to notify us immediately at privacy@intakenexus.com if you suspect unauthorized use of your account. We reserve the right to suspend or terminate accounts that violate these Terms or pose a security risk.

3. Description of Service

IntakeNexus is a software-as-a-service (SaaS) platform that provides AI-powered intake automation, multi-channel messaging, lead management, appointment scheduling, workflow automation, and related tools for service businesses and the teams that support them. We may modify, update, or discontinue features of the Service at our discretion with reasonable notice. We do not offer an uptime commitment, service-level agreement, or service credits unless we agree to one in a separate written agreement signed by both parties.

4. Payment Terms

If you start a free trial, it ends when the trial period shown at sign-up expires; we do not charge you unless you add a payment method and start a paid plan. Paid plans are billed in advance on a monthly or annual basis. Your subscription renews automatically at the end of each billing period, and your payment method is charged the then-current price for your plan, until you cancel. You can cancel at any time from the Billing page in your dashboard (or, for enterprise plans, by contacting your account manager or support); cancellation takes effect at the end of the current billing period. All fees are non-refundable except as required by applicable law. If you upgrade your plan, the prorated difference will be charged immediately. Failure to pay may result in suspension or termination of your account. We reserve the right to change pricing with 30 days' prior written notice. All fees are exclusive of sales, use, value-added, goods-and-services and similar transaction taxes. Where we are required to collect such taxes they are calculated at checkout and shown before you pay; you are responsible for them, other than taxes on our net income.

5. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose or in violation of any applicable laws or regulations.
  • Transmit spam, unsolicited messages, or content that violates anti-spam laws (e.g., CAN-SPAM, TCPA).
  • Attempt to gain unauthorized access to any part of the Service, other accounts, or related systems.
  • Reverse engineer, decompile, or disassemble any part of the Service.
  • Use the Service to store or transmit malicious code.
  • Interfere with or disrupt the integrity or performance of the Service.
  • Advertise, present, or use the Service as an emergency line, a substitute for 911 or other emergency services, or a monitored alarm or safety system.
  • Configure the Service to deny that callers or message senders are interacting with an AI system, or to impersonate a specific real person.
  • Use the Service to collect, transmit, or store protected health information (PHI) as defined by HIPAA, or any other regulated health data, unless we have signed a Business Associate Agreement with you. We have not entered into any BAA and the Service is not offered for healthcare intake.

6. Intellectual Property

The Service, including all software, designs, text, and other content provided by IntakeNexus, is owned by IntakeNexus, Inc. and protected by intellectual property laws. You retain ownership of any data or content you submit to the Service ("Your Content"). By submitting Your Content, you grant us a limited, non-exclusive license to use it solely for the purpose of providing the Service to you.

7. Data and Privacy

Our collection and use of personal information is governed by our Privacy Policy and Cookie Policy. By using the Service, you consent to the practices described therein. You are responsible for ensuring that your use of the Service complies with all applicable data protection laws, including GDPR and CCPA, with respect to data you collect from your own customers.

Processing on your behalf. When the Service processes personal data of your customers, callers, and website visitors ("Customer Personal Data"), you act as the data controller (or "business" under the CCPA/CPRA) and IntakeNexus acts as your data processor (or "service provider"). Our Data Processing Addendum ("DPA") is incorporated into these Terms by this reference and governs that processing. With respect to Customer Personal Data, IntakeNexus: (a) processes it solely to provide the Service and for no other commercial purpose; (b) does not sell it or share it for cross-context behavioral advertising; (c) does not retain, use, or disclose it outside the direct business relationship between you and us, except as permitted by applicable law; (d) does not combine it with personal information received from other sources except as permitted for service providers; and (e) certifies that it understands and will comply with these restrictions.

8. AI Features, Emergencies, and Your Review

AI output may be wrong. The Service uses artificial intelligence and speech technology supplied by third parties. It can mishear or mistranscribe callers, misunderstand requests, and produce replies, quotes, summaries, classifications, triage decisions, or bookings that are inaccurate, incomplete, or inappropriate. It can also fail to answer, transfer, escalate, or notify you about a call or message. You must not rely on AI output as the sole basis for any decision that matters to you or your customers without appropriate human review.

Not an emergency service. The Service is not an emergency service and is not a substitute for 911, other emergency services, a utility's emergency line, or a staffed answering service. It is not guaranteed to detect, prioritize, or respond to emergencies — including gas leaks, carbon monoxide, fire, flooding, electrical hazards, or medical events. Emergency-related features, such as urgency flagging, keyword detection, safety messages, transfers, and urgent alerts, are aids that may miss an emergency, misclassify a call, or fail or be delayed. You remain responsible for your own emergency procedures and for directing your customers to emergency services, and you must not represent to your customers that the Service is an emergency service or that it will reliably detect or respond to an emergency.

Your review obligations. Quotes, prices, bookings, and other commitments the Service makes to your customers are made on your behalf. Before you rely on the Service, and whenever your business changes, you are responsible for reviewing and keeping accurate: your price lists, services, and any quote or estimate the Service generates or sends; your availability, booking rules, and the appointments it books; your emergency, triage, after-hours, transfer, and escalation settings; and your greetings, scripts, and knowledge content.

9. Your Compliance Responsibilities

9.1 Communications, Recording, and Privacy Laws

You represent, warrant, and agree that:

  • you have obtained, and will keep records of, every consent required under the Telephone Consumer Protection Act (TCPA), state telemarketing and messaging laws, CAN-SPAM, and similar laws for each call, text, and message sent from or on behalf of your account — including prior express written consent where the law requires it for marketing or automated messages — and you will honor opt-out requests promptly, however they are made;
  • the information you provide for A2P 10DLC brand and campaign registration, toll-free verification, or any similar carrier program is accurate and complete, and you will send messages only for the use cases registered and in line with carrier and industry messaging policies;
  • you are responsible for giving every notice and obtaining every consent the law requires for call recording, transcription, and AI-assisted conversations, including in states that require the consent of all parties. The disclosures the Service plays by default are provided as a convenience and may not satisfy every requirement that applies to you, and you will not disable or change them where the law requires them;
  • you have a lawful basis to collect and process the personal data of your customers through the Service, and you provide them with any privacy notice the law requires; and
  • your use of the Service, and the content, prices, and claims you present through it, comply with all applicable laws, including consumer-protection, advertising, licensing, and anti-discrimination laws.

9.2 Law Firms and Other Licensed Professionals

If you are a law firm or lawyer, you are solely responsible for complying with the rules of professional conduct that apply to you in each jurisdiction, including the rules on soliciting prospective clients (such as ABA Model Rule 7.3 and its state equivalents), lawyer advertising and communications (including any required disclaimers, labels, filing, or record-keeping), confidentiality, conflicts of interest, and when an attorney-client relationship is formed. You must configure the Service so that it does not give legal advice, does not suggest that an attorney-client relationship has been formed, and does not make any contact with prospective clients that those rules prohibit. Other licensed professionals are equally responsible for the rules of their profession.

9.3 Quotes, Contracts, and Templates

The Service includes standard forms and starting content — such as the quote and service-authorization text presented to your customers for electronic signature, sample greetings and scripts, and industry templates. They are provided for convenience, are not legal advice, and may not meet the requirements that apply to your business or location. You are responsible for the content of every quote, estimate, authorization, invoice, and contract you send through the Service — including prices, scope, warranty terms, cancellation rights, and any disclosure the law requires, such as license numbers, home-improvement contract terms, or right-to-cancel notices — and for confirming that a form or template is suitable before you use it.

9.4 Accessibility

As between you and us, we are responsible for the accessibility of the components we build and provide to your customers, such as the controls of the embeddable widget and our hosted booking, quote, and intake pages. You are responsible for the accessibility of your own websites and content, including the text, images, colors, and other settings you choose for the widget or for customer-facing pages, and where and how you place the widget on your site. Each of us will reasonably cooperate to address accessibility issues reported to the other.

10. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, THAT AI OUTPUT WILL BE ACCURATE OR COMPLETE, OR THAT ANY CALL OR MESSAGE WILL BE ANSWERED, TRANSFERRED, OR ESCALATED.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, INTAKENEXUS, INC. AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AND AGENTS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, OR BUSINESS OPPORTUNITIES, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICE, WHETHER BASED ON WARRANTY, CONTRACT, TORT, OR ANY OTHER LEGAL THEORY.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE ARE NOT LIABLE FOR ANY LOSS, INJURY, OR DAMAGE ARISING FROM AN EMERGENCY, OR FROM THE SERVICE'S FAILURE OR DELAY IN ANSWERING, UNDERSTANDING, CLASSIFYING, TRANSFERRING, ESCALATING, OR NOTIFYING YOU OF ANY CALL OR MESSAGE, INCLUDING PERSONAL INJURY, DEATH, OR PROPERTY DAMAGE CONNECTED WITH AN EMERGENCY.

OUR TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS ARISING FROM OR RELATED TO THE SERVICE OR THESE TERMS SHALL NOT EXCEED THE GREATER OF (A) THE AMOUNTS YOU PAID TO US FOR THE SERVICE IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM, OR (B) ONE HUNDRED U.S. DOLLARS (US$100).

Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable law. These limitations apply even if a remedy fails of its essential purpose, and they reflect an allocation of risk that is reflected in our prices.

12. Indemnification

You agree to indemnify, defend, and hold harmless IntakeNexus, Inc. and its affiliates, officers, directors, employees, and agents from and against any third-party claims, and related liabilities, damages, losses, fines, penalties, and expenses (including reasonable attorneys' fees), arising from: (a) your use of the Service or your content; (b) your breach of these Terms, including Sections 5, 8, and 9; (c) calls, texts, or messages sent from or on behalf of your account, including claims under the TCPA, state telemarketing or messaging laws, and call-recording or wiretap laws; (d) quotes, bookings, contracts, or other dealings between you and your customers; or (e) your violation of any law or of any rights of a third party. We will notify you promptly of a claim, give you control of its defense and settlement (but you may not settle a claim in a way that admits fault by us or imposes obligations on us without our written consent), and reasonably cooperate at your expense.

13. Term and Termination

These Terms apply for as long as you have an account. You may cancel at any time from the Billing page or by contacting us; as Section 4 explains, cancelling a paid plan takes effect at the end of the current billing period, and you keep access until then. We may suspend or terminate your access immediately on notice if you materially breach these Terms (including Sections 5, 8, or 9), fail to pay fees after notice, create a security or legal risk, or if required by law. We may also terminate for convenience on at least 30 days' written notice, in which case we will refund any prepaid fees for the period after termination.

For this paragraph, your account is terminated when we terminate it or when your paid plan or free trial ends without being renewed or converted to a paid plan. After termination we keep your data for 90 days so that you can request an export. Within 30 days after that window ends, we will delete it or de-identify it so that it no longer identifies individuals, except for the records our Privacy Policy and Data Processing Addendum say we keep and records the law requires us to keep. If you start a paid plan again before your data is deleted, we keep it.

14. Governing Law and Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of the State of Delaware, United States, without regard to its conflict-of-law provisions. Any dispute arising from these Terms or the Service shall first be resolved through good-faith negotiation, starting with written notice of the dispute. If unresolved within 30 days, the dispute shall be resolved by final and binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules, before a single arbitrator, with the arbitration held in Wilmington, Delaware (or by video conference if the parties agree). Judgment on the award may be entered in any court with jurisdiction.

Class, collective, and jury waivers. Each party may bring claims only in its individual capacity, and not as a plaintiff or class member in any purported class, collective, consolidated, or representative proceeding, and the arbitrator may not consolidate claims of different customers or award relief on a class or collective basis. EACH PARTY WAIVES ANY RIGHT TO A JURY TRIAL in any proceeding arising from these Terms or the Service. If the class and collective waiver is found unenforceable as to a claim, that claim must be heard in court, not in arbitration.

Exceptions. Either party may bring an individual claim in small-claims court if it qualifies, and either party may seek an injunction or other equitable relief in court to protect its intellectual property or confidential information, or to stop unauthorized use of the Service.

Mass arbitration. If 25 or more similar demands for arbitration are filed against us by or with the help of the same or coordinated counsel, the AAA's Mass Arbitration Supplementary Rules will apply where available, and the demands will otherwise be administered in batches of no more than 25, with each batch resolved before the next is filed or administered. Limitation periods are paused for demands awaiting their batch.

Except for small-claims actions, which may be brought in any small-claims court with jurisdiction, any claim that is not subject to arbitration shall be brought exclusively in the state or federal courts located in Delaware, and each party consents to their jurisdiction.

15. U.S.-Only Service; Export and Sanctions

The Service is offered only to businesses that are organized, or have their principal place of business, in the United States, for use in connection with their U.S. operations. You represent that your business meets this requirement. You also represent that neither you nor your business is located in, organized under the laws of, or ordinarily resident in a country or region subject to comprehensive U.S. sanctions, or is identified on any U.S. government restricted-party list (including the OFAC Specially Designated Nationals List and the Commerce Department's Entity List), and you will not use, export, or re-export the Service in violation of U.S. export-control or sanctions laws.

16. General Terms

  • Entire agreement. These Terms, together with the documents they incorporate (including the Data Processing Addendum) and any order form or written agreement signed by both parties, are the entire agreement between you and us about the Service and replace any prior agreements on that subject. A signed written agreement controls over these Terms where they conflict.
  • Severability and waiver. If any provision is held unenforceable, it will be enforced to the maximum extent permitted and the rest of these Terms will remain in effect. Not enforcing a provision is not a waiver of it.
  • Assignment. You may not assign or transfer these Terms without our prior written consent, except to a successor in a merger or sale of substantially all of your business that assumes these Terms. We may assign these Terms to an affiliate or to a successor in a merger, acquisition, or sale of assets.
  • Force majeure. Neither party is liable for a delay or failure caused by events beyond its reasonable control, such as natural disasters, war, terrorism, labor disputes, governmental action, or failures of the internet, telecommunications carriers, utilities, hosting providers, or third-party AI services. This does not excuse your obligation to pay fees.
  • Notices. We may give you notices by email to the address on your account or through the Service. You may give us notices by email to privacy@intakenexus.com. Notices are effective when sent, unless the sender learns that delivery failed.
  • Survival. Provisions that by their nature should survive termination survive it, including Sections 4 (for fees owed) and 6 through 16.
  • Relationship. The parties are independent contractors. These Terms do not create a partnership, joint venture, employment, or agency relationship, and there are no third-party beneficiaries.

17. Changes to These Terms

We may update these Terms from time to time. When we do, we will post the updated Terms on our website and update the effective date above. If a change is material, we will also give you notice of it by email to the address on your account or through the Service, for example a notice in the dashboard that asks you to review and accept the updated Terms. A material change takes effect on the later of the effective date shown above and the date we give you that notice.

When we ask you to accept updated Terms in the dashboard, you will need to accept them to continue using the dashboard. If you do not agree to updated Terms, you may stop using the Service and cancel as described in Section 13. Otherwise, your continued use of the Service after a change takes effect means you accept the updated Terms.

Changes to dispute resolution. A change to Section 14 (including the arbitration agreement and the class, collective, and jury waivers) applies to you only after we have given you notice of it and you have accepted the updated Terms. It does not apply to any dispute that either party gave written notice of before you accepted it; that dispute remains governed by the version of Section 14 in effect when the notice was given.

18. Contact Information

If you have any questions about these Terms, please contact us at:

IntakeNexus, Inc.
Email: privacy@intakenexus.com