Privacy Policy

IntakePlus (ABN 93 534 501 298) ("we", "us", "our") provides AI-powered client intake software for law firms. This Privacy Policy explains how we collect, use, store, and disclose personal information in connection with our website and services. Our handling of personal information is subject to applicable Australian privacy requirements, including the Australian Privacy Principles (APPs) and Notifiable Data Breaches scheme where they apply.

1. Information we collect

• Firm contact details you provide (name, email, firm name, phone) when requesting a demo or signing up.
• Intake content submitted by your prospective clients via calls, forms, or uploaded documents.
• Account & usage data such as login activity, IP address, browser, audit log entries, and pages viewed.
• Cookies for session management and, where a user has enrolled in two-factor authentication and marked a device as trusted, a time-limited (30 day) "remembered browser" record. This record is a convenience marker only: it never replaces a second-factor check, and it can be revoked permanently at any time.
• Advertising measurement: Meta Pixel measures visits and demo engagement on selected public marketing pages. We send PageView, DemoStarted and successful demo-request Lead events without adding form answers or contact details to those events. Meta may receive browser, device, cookie and page information. Automatic event configuration is disabled. Intake, account, portal and policy pages do not load the Pixel; navigation into these areas opens a separate browser document. The existing timezone-based exclusion remains in place for European consent regions and unknown timezones; timezone detection is approximate and is not a guarantee of location.

2. How we use information

• To deliver, maintain, and improve the service.
• To generate intake summaries and case briefs for the law firm that engaged us, using AI inference providers (see Sub-processors).
• To communicate with you about your account, security, and product updates.
• To meet legal and regulatory obligations.

3. Disclosure & cross-border transfer (APP 8)

We do not sell personal information. Our primary database, sign-in and private file storage are hosted in Sydney, Australia. Voice, messaging, AI and email services may process information overseas, including in the United States; we do not offer an Australian-only storage or processing guarantee. Our provider information explains the service roles and data categories. We may also disclose information where required by law or to protect rights and safety.

Practice-management integrations. Where a firm has configured an integration with its practice management system (such as LEAP, Actionstep or Clio), personal information from approved enquiries — such as client contact details, enquiry or matter details, intake summaries or notes, and other fields configured for that integration — may be supplied to the firm’s system. These transfers run through Zapier, a workflow automation provider that transfers and stores customer content in the United States and may use its own subprocessors in other jurisdictions. Hosting our primary database in Sydney does not mean all processing happens in Sydney or in Australia. See our Sub-processors page for details. Legal intake information can be sensitive; listing a provider here does not by itself satisfy a firm’s own privacy (including APP 8) or client-confidentiality obligations, and firms should consider whether their client notices and engagement terms cover these disclosures.

4. AI processing

AI features send relevant call summaries, client stories, answers, transcripts and, where used, uploaded documents through Lovable’s AI gateway to the configured model services, including OpenAI and Google Gemini. The AI helps generate questions, summaries and draft briefs for firm review. Voice assistants also use their configured speech and model services. Provider retention and data-use terms depend on the service and account configuration; we do not make a blanket zero-retention or no-model-training guarantee. Clients should provide only information needed for the enquiry. Intake Plus does not provide legal advice.

5. Data location & security

We take reasonable steps to protect personal information from misuse, loss and unauthorised access (APP 11). Website connections are encrypted with HTTPS. Protected client, enquiry and document records can only be opened by authorised staff of the relevant firm after two-factor authentication. Documents are kept in private storage and opened through short-lived signed links. Our platform admin accounts cannot open firm client records; privileged access is limited to the backend processes needed to run the service. Selected security and workflow events are logged. Read our security page for more detail.

6. Retention (APP 11.2)

Each law firm must identify the retention requirements that apply to its matters, including relevant laws, professional obligations and any legal hold. Intake Plus also has responsibilities for information it holds. Intake Plus does not automatically destroy client data on the firm's behalf. Firms may submit a request to delete specific matters, documents, calls, or intake sessions by contacting us; requests are actioned subject to legal, regulatory, and contractual retention obligations. Deletion of active records does not necessarily remove copies immediately from vendor logs, notification emails or backups. A deletion request should identify the records and services concerned; we will explain any retention obligations and the scope of available deletion.

7. Notifiable Data Breaches

If IntakePlus becomes aware of an eligible data breach, we will notify the affected law firms as soon as reasonably practicable and, in any event, within the timeframes required by Part IIIC of the Privacy Act, and will assist those firms with notifications to the Office of the Australian Information Commissioner (OAIC) and to affected individuals where required.

8. Your rights

You may request access, correction, or deletion of your personal information, withdraw consent where applicable, or lodge a complaint with us or with the OAIC (www.oaic.gov.au).

9. Contact

Privacy Officer — hello@intakeplus.com.au. IntakePlus, ABN 93 534 501 298, Victoria, Australia.