IntakeBella LLC ("we," "us," or "our") operates the intake platform at intakebella.com (the "Service"). This Privacy Policy describes how we collect, use, and protect information when you use our Service.
1. Information We Collect
1.1 Account Information
When you create an account, we collect your email address, name, and payment information (processed securely by our payment processor). We also store passkey authentication credentials for secure, passwordless access to your account.
1.2 Fax Content
Incoming faxes are temporarily processed by our AI technology to extract recipient information, document type, urgency level, and structured data. Fax content is stored in encrypted form in our secure database only as long as needed for routing and delivery.
1.3 Usage Data
We collect basic usage metrics including fax counts, routing success rates, and dashboard access logs. We do not use third-party analytics trackers.
1.4 Fax Provider Credentials
If you provide your own fax provider API credentials, they are stored encrypted in our database and used solely to process your faxes.
1.5 Mobile/SMS Information
If you provide a mobile phone number during account registration or in your account settings, we may use it to send you transactional and informational SMS text messages related to your IntakeBella account. These messages include intake notifications, urgency alerts, workflow status updates, account verification codes, and appointment reminders. We collect your phone number, SMS consent status, and message delivery records.
2. How We Use Your Information
- To route incoming faxes to the correct recipient using AI analysis
- To deliver fax notifications via our email delivery service
- To send transactional SMS notifications about your intake activity, urgent items, workflow updates, and account alerts
- To process payments and manage your subscription
- To authenticate you via passkey credentials
- To provide customer support and respond to inquiries
- To detect and prevent fraud or abuse of the Service
3. AI Processing
IntakeBella uses AI technology to perform document reading, classification, urgency detection, and structured data extraction on incoming faxes. Our AI processes fax content solely for routing purposes. We do not use your fax content to train AI models. Fax data sent to our AI provider is subject to their data usage policies.
4. Data Sharing
We do not sell your personal information. We share data only with:
- Our fax provider — to receive and send faxes on your behalf
- Our AI provider — to perform content analysis for fax delivery
- Our email delivery service — to deliver fax notification emails
- Our payment processor — to process subscription payments
- Our database provider — our serverless database and backend infrastructure
- Our hosting provider — our CDN and content delivery infrastructure
- Our SMS provider — to deliver transactional text message notifications to your mobile device
SMS/Mobile Data Sharing Disclosure: Mobile information will not be shared with third parties/affiliates for marketing/promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
5. Data Retention
Fax content and extracted text are retained for 90 days after processing, then automatically purged. Account information is retained for the duration of your subscription plus 30 days after cancellation. Payment records are retained as required by law.
5A. SMS/Text Message Opt-Out
If you have opted in to receive SMS text messages from IntakeBella, you may opt out at any time by replying with any of the following keywords to any message you receive from us:
STOP · QUIT · END · REVOKE · OPT OUT · CANCEL · UNSUBSCRIBE
Upon receiving an opt-out keyword, we will send you a single confirmation message and immediately cease all future SMS communications to your number. You may also opt out by emailing support@intakebella.com with your phone number and a request to unsubscribe. To resume receiving messages, reply START to any previous IntakeBella message or update your preferences in your account settings.
5B. Email Communications
IntakeBella sends transactional and service-related emails only. We never send marketing, promotional, or advertising emails. We never sell or share your email address with third parties for marketing purposes.
Types of Emails We Send
- Account verification codes and security alerts
- Welcome emails upon account creation
- Fax notifications (inbound received, outbound delivered, delivery failures)
- Workflow updates (prior authorization status, intake assignments, urgency escalations)
- Team invitations from your organization
- Optional weekly activity digests (can be disabled)
Email Data We Collect
We collect your email address at registration and store email delivery records (sent timestamps, delivery status, bounce information) to maintain email deliverability and comply with anti-spam regulations. We do not track email opens or clicks.
Email Service Providers
Emails are delivered through our primary email service provider with automatic failover to a backup provider to ensure reliable delivery. Both providers process your email address solely for the purpose of delivering our transactional messages. Your email address is not shared with these providers for any other purpose.
Managing Email Preferences
You can manage your email notification preferences in your account settings. Non-essential notifications (weekly digests, non-urgent fax confirmations) can be disabled. Security-critical emails (verification codes, breach notifications) and urgent intake alerts cannot be disabled.
6. Security
We implement industry-standard security measures including encrypted connections, passwordless authentication, content security headers, strict transport security, and encrypted storage of all credentials. All secrets are stored securely in environment variables, never in code.
7. HIPAA Considerations
IntakeBella processes faxes that may contain Protected Health Information (PHI). While we implement strong security controls, customers requiring full HIPAA compliance should contact us at support@intakebella.com to discuss a Business Associate Agreement (BAA) before transmitting PHI through the Service.
8. Your Rights
You have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request deletion of your data (subject to legal retention requirements)
- Export your data in a machine-readable format
- Withdraw consent for optional processing
9. Cookies
IntakeBella uses only essential cookies for session management and authentication. We do not use advertising or tracking cookies.
10. Children's Privacy
IntakeBella is not intended for use by individuals under 18. We do not knowingly collect information from minors.
11. Changes to This Policy
We may update this Privacy Policy periodically. We will notify you of material changes via email or a notice on our website.
12. Contact
For privacy inquiries, contact us at:
IntakeBella LLC
838 Brickell Ave, Miami, FL 33131, United States
Email: team@intakebella.com
Web: intakebella.com