Intake Pro privacy policy

This policy covers three groups of people, and we hold different information about each.

• Site visitors. People who read intakepro.com.
• Practice staff. People with an Intake Pro account at a health practice, including the owner who pays for the plan.
• Patients. People who fill in or sign a form a practice sends through Intake Pro, or who get a text or email from that practice.

For patient records, the practice decides what to collect and why. Where HIPAA applies, we act as the practice's business associate and follow the business associate agreement we sign with it. The practice's own notice of privacy practices explains how it uses patient information.

We collect what we need to run the site and the product.

• From site visitors. The site sets no cookies and runs no analytics or advertising trackers. Our hosting provider processes standard request data, such as IP address and browser type, to deliver and protect the site. The site loads its fonts from Google Fonts, so your browser also sends a request to Google.
• From practice staff. Name, work email address, sign-in credentials, role, and practice details such as the practice name and locations. Each sign-in session records an IP address and browser type, and a cookie keeps you signed in.
• About billing. The practice owner pays on checkout and billing pages hosted by Stripe, which collects the card details. We receive the plan and the status of the subscription. We do not store card numbers.
• About patients, for the practice. Whatever the practice's forms ask for. That can include name, date of birth, contact details, health history, signatures and uploaded files. With each signed form we keep the form version, who signed, when they signed and an audit trail.
• For text and email delivery. The patient's mobile number or email address, the consent that practice staff recorded, and delivery records such as whether a message was accepted or the patient opted out.
• When you contact us. What you send through the Direct Care Technology contact page or by email.

• To provide Intake Pro: show and store forms, record signatures, and produce signed PDFs and exports.
• To sign staff in, keep accounts safe and investigate misuse.
• To bill for the plan and manage the subscription.
• To send account email to staff, such as email verification and team invitations.
• To send the texts and emails a practice asks us to send to its patients.
• To answer questions and give support.
• To meet our legal obligations.

We do not sell personal information. We use patient information only to provide Intake Pro to the practice and as the business associate agreement allows, never for advertising.

We share information only as needed to run Intake Pro or as the law requires.

• Service providers. Companies that help us run Intake Pro: cloud hosting and file storage, database hosting, email delivery, text message delivery, subscription billing, and website delivery and security. They receive what they need to do that work.
• The practice. A patient's answers, signatures and files go to the practice that sent the form.
• Legal and safety. When a law, court order or subpoena requires it, or when needed to protect the rights and safety of patients, practices or Direct Care Technology.
• A business transfer. If Direct Care Technology is part of a merger, acquisition or sale of assets, information may move to the new owner, and this policy continues to apply to it.

All the above categories exclude text messaging originator opt-in data and consent; this information won't be shared with any third parties.

Practices use Intake Pro to text patients a private link to their forms and reminders to finish them. A text goes out only after practice staff record that the patient agreed to receive texts at that mobile number.

Staff sign in with multi-factor authentication, and sessions end after 12 hours. Access to patient records is limited to the staff member's practice and is logged.

We keep account and billing information while a practice has an account, and afterward for as long as we need it for legal, tax and security reasons.

• Practice staff. Ask us to correct or delete your account information. The practice owner manages who has a staff account.
• Patients. To see, correct or get a copy of your forms, ask the practice that sent them. The practice controls those records, and we help it respond.
• Texts. Reply STOP to any Intake Pro text to stop them. Ask the practice for another way to complete your forms.
• Emails. Tell the practice if you no longer want intake emails from it.

The site and staff accounts are for adults who work at health practices. They are not directed to children under 13, and we do not knowingly collect information from children through them.

We may update this policy as the product or the law changes. We will post the new version on this page and change the date at the top.

Email support@directcaretechnology.com or use the Direct Care Technology contact page.