Privacy Policy

Last updated: October 1, 2026

Intakes.io is operated by Lawprocess Technologies Inc. ("Intakes.io", "we", "us" or "our"). This policy explains how we handle personal information when you visit our website, use our online resources, contact us or do business with us. It also explains our role when we handle intake information for a law firm.

For privacy questions or requests, contact our privacy team, at legal@lawprocess.io. Say that your message is a privacy request so we can route it appropriately. You do not need to book an audit or agree to marketing to make a request.

1. Two different roles

For our website, business inquiries, marketing and customer administration, we determine why personal information is collected and how it is used.

When a law firm engages us to operate its intake and follow-up workflows, we handle information on its behalf under the agreed service arrangements and its instructions. The firm's privacy notice explains its own collection and use of information. Our service-provider role does not remove our responsibilities under applicable privacy law.

If you contacted a law firm about a legal matter, direct questions about your file or the firm's use of your information to that firm. We can help identify the appropriate contact and assist the firm with requests relating to information we handle for it.

2. Information we collect for our own business

Information you provide. This can include your name, work email, telephone number, firm, role, firm size, meeting details, messages and information about your intake process. If you request a resource or submit an assessment, we receive the contact details and answers included in that submission. For customers, we also handle account contacts, service correspondence, agreements, invoices and payment-status information.

Website information. Website and infrastructure providers receive technical information such as IP addresses, browser and device information, requested pages, timestamps and error or security information. Optional analytics and marketing technologies can also collect browser identifiers, page visits, referral sources and interactions with links, forms and resources, according to your cookie choices.

Business information from other sources. We may receive professional contact and company information from referrals, public business sources and business-data providers such as Apollo. We use it to understand business inquiries and identify firms that may be interested in our services, subject to applicable consent and marketing requirements.

Please do not put client files, privileged material, health information or sensitive details about an individual legal matter into our marketing forms or free tools. Use aggregate or de-identified figures for an intake audit unless we have arranged an appropriate way to receive the underlying information.

3. How we use this information

We use personal information to respond to requests, deliver requested resources, schedule and conduct meetings, assess a potential engagement, provide and support services, administer accounts and billing, and maintain business records. We also use information to investigate errors or misuse, protect our systems, address disputes and meet legal obligations.

Where permitted, we send relevant service follow-up and marketing. You can unsubscribe using the instructions in a marketing message or ask us to stop by emailing legal@lawprocess.io. We process unsubscribe requests without delay and within the period required by applicable law. Necessary responses to your requests and non-marketing service messages may still be sent.

With the relevant cookie permissions, we measure how our website and resources are used, connect visits to an inquiry, identify visiting businesses, and measure or support advertising. For example, after a successful inquiry submission, our analytics setup may associate activity with your name, email and firm details. Optional analytics should not be assumed to be anonymous.

We seek consent where required. The form of consent depends on the information, purpose and circumstances. Reading this policy or submitting a business inquiry is not, by itself, consent to every optional marketing or tracking activity. We may also handle information without consent where the law permits or requires it.

4. Providers and other recipients

We use providers that support hosting, forms, scheduling, business records, communications, analytics and advertising. The website setup includes:

• Webflow: website hosting and website delivery.
• HubSpot: forms, meeting scheduling, prospect records and communications; optional visitor tracking is included in the Marketing cookie category.
• Finsweet Consent Pro: cookie preferences and consent controls.
• Google Tag Manager and Google Analytics: tag delivery, website measurement and conversion events.
• Mixpanel: page and event analytics, including activity associated with an inquiry where configured and permitted by your choices.
• Apollo: business information and website visitor identification for prospecting.
• LinkedIn: advertising measurement and audience features through the Insight Tag.

Security and delivery infrastructure may also process technical information to provide these functions. The Cookie Policy explains the tracking categories and controls in more detail.

Authorized personnel and service providers may access information as needed for their work. Some third parties, particularly advertising, social-media and business-data providers, also process information under their own privacy policies. Their role is not always limited to acting solely on our instructions.

We may disclose information to professional advisers, where legally required or permitted, to protect rights or investigate misuse, or in connection with a proposed or completed business transaction such as a merger or sale, subject to applicable legal protections. We do not make law-firm intake records available to our website advertising or prospecting providers for their marketing purposes.

5. Information handled for law firms

Depending on the services a firm enables, intake information can include contact details, employment and financial circumstances, information about a legal issue, correspondence, documents, appointment details, consent records and the status of a proposed engagement. Some inquiries may contain sensitive health or other personal information.

Configured channels can include telephone, email, text messages, WhatsApp, web forms, chat and social messages. If a workflow uses call recording, transcription or an automated assistant, the relevant notice and any required consent should be provided in that workflow. This general policy does not replace those notices.

Our current service infrastructure includes HighLevel (GoHighLevel). Additional communications, automation, AI and integration providers depend on the firm's configuration. Information may pass to the firm's own email, calendar, practice-management or other systems at its direction. The applicable service and data-processing arrangements identify the agreed scope and responsibilities.

Automation may help collect information, route inquiries, prepare or send approved responses and arrange appointments. Decisions about legal advice, conflicts, case acceptance and representation remain with the law firm. We are not a law firm, and contacting us does not create a solicitor-client relationship with us.

Ask the firm which channels, recording features and AI services it uses. Client firms can ask us for information about the providers and processing involved in their specific configuration. We do not make a blanket claim here that every provider has the same retention, data-location or AI-training settings.

6. International processing

Our providers and their personnel may store, process or access information outside your province or country, including in the United States and other countries where they operate. Information processed abroad may be subject to local laws and lawful access by courts or public authorities. We do not promise that information remains exclusively in Canada.

Where we transfer information to a provider for processing, we remain responsible for the protections required by the law that applies to us. Client firms should address any specific location restrictions with us before sending information through a workflow.

7. Retention and protection

Retention depends on the purpose and type of record: whether an inquiry or engagement is active, whether the information is still needed for support or administration, and whether legal, accounting, dispute-resolution or consent-record obligations require it. Information should not be kept longer than necessary for those purposes. A limited suppression record may be needed to honour an unsubscribe request.

For information handled for a law firm, retention, return and deletion are addressed through the firm's instructions and the applicable agreement, subject to legal requirements and the systems involved. Deletion from active systems and expiry from backups may occur on different schedules. A request for deletion does not necessarily require the immediate removal of every record.

We are responsible for safeguards appropriate to the sensitivity of the information we handle. Safeguards involve the systems used to store and transmit information, access permissions and operational handling. No website or electronic system can guarantee absolute security. Report a suspected privacy or security issue by emailing legal@lawprocess.io without including passwords or unnecessary sensitive information.

8. Your choices and requests

Depending on the applicable law, you may request access to your personal information, information about its use or disclosure, correction of inaccurate information, or withdrawal of consent. You may also request deletion; we assess that request against our legal obligations and any lawful reasons for retaining information.

Contact our privacy team at legal@lawprocess.io. Provide enough detail to identify the request, but do not send identity documents unless we ask for them through an appropriate channel. We may need to verify identity or authority before disclosing or changing information. We respond within the applicable legal deadline and explain any permitted extension or refusal.

You can change optional website tracking choices using the Preferences control. Withdrawing cookie permission applies to future tracking and does not automatically delete information already received. Marketing unsubscribe and cookie preferences are separate choices.

If you are dissatisfied with our response, you may contact the Office of the Privacy Commissioner of Canada or the provincial privacy regulator with jurisdiction over your concern.

9. Children and external services

Our marketing website and business resources are intended for adult business users. They are not directed to children. A law firm's collection of information about a minor is governed by the firm's own services, notices and applicable law.

External websites and services have their own privacy practices. This policy does not govern an independent provider's website merely because we link to it.

10. Changes

We update this policy when our practices or requirements change and revise the date above. Where a change requires additional notice or consent, we provide it as required. A policy update does not retroactively authorize an incompatible use of information.