1. Overview
IntakeBella sends transactional email communications on behalf of our pharmacy customers and for platform operations. This policy covers all email sent through IntakeBella systems.
2. Email Types
- Authentication: Magic link sign-in emails, security notifications
- Intake Notifications: New intake alerts, status changes, document requests
- Prior Authorization: PA submission confirmations, approval/denial notifications
- System Alerts: Account updates, billing notifications, compliance reminders
IntakeBella does not send marketing or promotional emails without explicit opt-in.
3. PHI in Email
Email notifications do not contain Protected Health Information. Notifications include general status information and links to the secure IntakeBella dashboard where full details can be accessed after authentication.
4. Email Security
- All emails sent via authenticated SMTP with TLS encryption
- SPF, DKIM, and DMARC records configured for all sending domains
- Magic link tokens are single-use and expire within 15 minutes
- No PHI is included in email body or subject lines
5. Unsubscribe
Transactional emails required for platform operation (authentication, security alerts) cannot be unsubscribed from while an account is active. Intake notification preferences can be configured in the IntakeBella dashboard under Settings.
6. Email Provider
IntakeBella uses Postmark for transactional email delivery with AWS SES as a failover provider. Both providers maintain SOC 2 compliance and process email in accordance with our data processing agreements.
7. Contact
For questions about this email policy, contact us at legal@intakebella.com.