These Terms of Service ("Terms") govern your use of IntakeBella, an AI-powered fax routing platform operated by IntakeBella LLC ("Company," "we," "us"). By using IntakeBella at intakebella.com (the "Service"), you agree to these Terms.
1. Service Description
IntakeBella provides agentic fax intake and workflow automation for businesses. The Service receives incoming faxes via our fax provider, analyzes fax content, identifies the intended recipient, and delivers the fax via email notification or webhook. The Service also supports outbound fax sending.
2. Account Registration
To use IntakeBella, you must create an account with a valid email address. Authentication is handled via passkey credentials for passwordless, secure access. You are responsible for maintaining the security of your devices and authentication credentials. You must be at least 18 years old and have the authority to bind your organization to these Terms.
3. Subscription Plans and Pricing
IntakeBella offers monthly subscription plans at various tiers. Current pricing is available on our pricing page. All plans include unlimited intake with no per-unit billing. Additional storage packages are available as needed. Pricing is subject to change at any time. You may cancel at any time; access continues through the end of your current billing period.
4. Payment Processing
Payments are processed through our authorized payment processor. By subscribing, you authorize recurring charges to your payment method. All fees are non-refundable except as required by law or at our sole discretion.
5. Acceptable Use
You agree not to:
- Use the Service to send unsolicited faxes (spam) or violate the Telephone Consumer Protection Act (TCPA)
- Transmit content that is illegal, defamatory, or infringes on intellectual property rights
- Attempt to reverse-engineer, decompile, or exploit the agentic workflow engine
- Share account credentials or allow unauthorized access to your account
- Manipulate usage tracking or circumvent auto-expand billing through automated means
- Use the Service to circumvent any fax-related regulations in your jurisdiction
- Interfere with or disrupt the Service infrastructure
5A. SMS/Text Messaging Terms
By opting in to SMS messaging from IntakeBella LLC, you agree to the following terms:
Types of Messages
You may receive transactional and informational text messages from IntakeBella, including but not limited to: intake notifications (new fax, form, or voice intake received), urgency alerts (STAT and critical items requiring immediate attention), workflow status updates (prior authorization approvals/denials, insurance verification results, claim status changes), account notifications (verification codes, billing alerts, security notices), and appointment reminders.
Message Frequency
Message frequency varies based on your account activity and intake volume. You may receive multiple messages per day during high-volume periods. There is no maximum message limit, as messages are triggered by real-time platform activity.
Message and Data Rates
Message and data rates may apply. Check with your wireless carrier for details about your text messaging plan and any charges that may apply.
Customer Care
For help with SMS messaging, reply HELP to any IntakeBella text message, email us at support@intakebella.com, or call us at (877) 416-7060.
Opt-Out
You can opt out of SMS messages at any time by replying STOP to any IntakeBella text message. You may also text QUIT, END, REVOKE, OPT OUT, CANCEL, or UNSUBSCRIBE. You will receive a single confirmation message and no further text messages will be sent. To re-subscribe, text START or update your preferences at intakebella.com/dashboard/settings.
Privacy
Your mobile information and SMS opt-in data will not be shared with third parties or affiliates for marketing or promotional purposes. See our Privacy Policy for full details on how we protect your information.
5B. Email Communications Policy
IntakeBella sends transactional and service-related emails only. We do not send marketing, promotional, or advertising emails. All email communications are directly related to your use of the Service.
Types of Emails
You may receive the following types of emails from IntakeBella:
- Account emails — verification codes, welcome messages, team invitations, and security alerts
- Fax notifications — inbound fax received, outbound fax delivery confirmations, and delivery failure alerts
- Workflow updates — prior authorization status changes, intake assignments, and urgency escalations
- Activity digests — optional weekly summaries of your fax and intake activity
Email Frequency
Email frequency varies based on your account activity. Transactional emails (verification codes, fax notifications) are triggered by specific actions. Activity digests are sent no more than once per week and can be disabled in your account settings.
Managing Email Preferences
You can manage your email notification preferences in your account settings. You may disable non-essential notifications such as weekly digests. Security-critical emails (verification codes, breach notifications) and urgent fax alerts cannot be disabled as they are necessary for the safe operation of your account.
CAN-SPAM Compliance
All emails from IntakeBella comply with the CAN-SPAM Act. Every email includes our physical mailing address and a clear identification of IntakeBella LLC as the sender. Because we send only transactional emails related to your active use of the Service, these messages are exempt from CAN-SPAM opt-out requirements. However, you may still adjust your notification preferences at any time as described above.
6. Workflow Accuracy
IntakeBella processes faxes using agentic workflows based on content analysis. While we strive for high accuracy, automated classification is probabilistic and may occasionally misdeliver a fax. We provide confidence scores and workflow reasoning for transparency. Faxes with low confidence scores are flagged for manual review. We are not liable for damages resulting from misdelivered faxes.
7. Data and Privacy
Your use of the Service is also governed by our Privacy Policy. Fax content is processed solely for workflow purposes and is not used for model training. You retain ownership of all fax content transmitted through the Service.
8. Healthcare and HIPAA
If you use IntakeBella to process faxes containing Protected Health Information (PHI), you must contact us to execute a Business Associate Agreement (BAA) before transmitting PHI. Using the Service to process PHI without a BAA is a violation of these Terms.
9. Service Availability
We target 99.9% uptime but do not guarantee uninterrupted service. The Service depends on third-party providers for fax transmission, AI processing, email delivery, and database infrastructure. Outages in these services may affect IntakeBella availability.
10. Intellectual Property
IntakeBella, its agentic workflow engine, user interface, and all associated branding are the intellectual property of IntakeBella LLC. You are granted a limited, non-exclusive, non-transferable license to use the Service during your active subscription.
11. Limitation of Liability
To the maximum extent permitted by law, IntakeBella LLC 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 from your use of the Service. Our total liability shall not exceed the fees paid by you in the 12 months preceding the claim.
12. Indemnification
You agree to indemnify and hold harmless IntakeBella LLC from any claims, damages, or expenses arising from your use of the Service, violation of these Terms, or infringement of any third-party rights.
13. Termination
We may suspend or terminate your account for violation of these Terms, non-payment, or abuse of the Service. Upon termination, your right to use the Service ceases immediately. Data will be retained for 30 days after termination, then permanently deleted.
14. Governing Law
These Terms are governed by the laws of the State of Delaware, United States, without regard to conflict of law principles. Any disputes shall be resolved in the courts located in Delaware.
15. Changes to Terms
We may modify these Terms at any time. We will notify you of material changes via email or a prominent notice on the Service. Continued use after changes constitutes acceptance.
16. Contact
For questions about these Terms, contact us at:
IntakeBella LLC
838 Brickell Ave, Miami, FL 33131, United States
Email: team@intakebella.com
Web: intakebella.com