Privacy Policy

1. Information We Collect

We collect the following categories of information:

Account Information

When you register for or manage a workspace, we collect your name, work email address, and password (stored in hashed form). Workspace administrators may also provide a company name and billing address.

Content You Upload

The Service allows you and your clients to upload documents and files as part of intake workflows. These files, along with any AI-extracted data and conversation messages generated during intake, are stored on your behalf.

Payment Information

Billing and payment details are collected and processed by Stripe, Inc. We do not store your full credit card number or CVV. We receive limited billing metadata (e.g., last four digits, card brand, billing address) from Stripe for account management purposes.

Usage and Log Data

We automatically collect certain technical information when you interact with the Service, including IP addresses, browser type, pages visited, timestamps, and authentication events (such as login attempts). This information helps us operate, secure, and improve the Service.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Service
• Process file intake workflows and AI-assisted data extraction
• Authenticate users and manage workspace access
• Process payments and manage billing
• Send transactional communications (e.g., intake status notifications, invitation emails)
• Monitor and analyze usage to detect errors and improve performance
• Investigate and prevent fraudulent or unauthorized activity
• Comply with applicable legal obligations

We do not use your content or your clients’ files to train AI models or for any purpose beyond delivering the Service to you.

3. How We Share Your Information

We do not sell or rent your personal information to third parties. We share information only in the following limited circumstances:

Service Providers

We use trusted third-party infrastructure providers to operate the Service. Each provider processes data solely on our behalf and under confidentiality obligations:

• Supabase — database hosting and authentication
• Amazon Web Services (AWS S3) — file storage
• Anthropic — AI processing of uploaded documents for data extraction
• Stripe — payment processing

Legal Requirements

We may disclose information if required to do so by law, regulation, legal process, or governmental request, or to protect the rights, property, or safety of Zern Inc., our users, or others.

4. Data Retention

We retain your account information and workspace data for as long as your account is active, and for up to one (1) year after your last active use of the Service.

Upon account closure, we will permanently delete your workspace data — including uploaded files, extracted data, and intake records — within thirty (30) days. Billing records and certain log data may be retained for a longer period as required by law or for legitimate business purposes such as fraud prevention and dispute resolution.

5. Security

We implement appropriate technical and organizational measures to protect your information against unauthorized access, disclosure, alteration, or destruction. These measures include encrypted data transmission (TLS), encrypted storage, access controls, and authentication logging. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

6. Cookies and Tracking

We use session cookies and similar technologies solely to authenticate users and maintain secure sessions. We do not use third-party advertising cookies or cross-site tracking technologies.

7. Children’s Privacy

The Service is intended for business use by individuals who are at least 18 years of age. We do not knowingly collect personal information from anyone under 18. If you believe we have inadvertently collected such information, please contact us and we will delete it promptly.

8. Your Rights

Depending on your location, you may have certain rights regarding your personal information, including the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or incomplete data
• Request deletion of your personal information
• Object to or restrict certain processing of your data
• Receive a portable copy of your data

To exercise any of these rights, please contact us at support@intake-portal.com. We will respond within the timeframe required by applicable law (generally 30 days). Workspace administrators may also manage and export their workspace data directly through the Service settings.

9. Governing Law

This Privacy Policy is governed by the laws of the State of Delaware, United States, without regard to its conflict of law provisions. If you are located in the European Economic Area, United Kingdom, or California, additional rights may apply under the GDPR, UK GDPR, or CCPA respectively. We honor those rights regardless of jurisdiction.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by updating the version number and “Last updated” date at the top of this page, and by displaying a notice within the Service. Your continued use of the Service after any update constitutes acceptance of the revised policy.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at: