Privacy Policy

This Privacy Policy explains how Intaketive ("Intaketive", "we", "us") handles information when immigration consulting firms and their clients use our intake agent, dashboard, and related services (the "Service"). We've written it to be clear rather than exhaustive; if anything is unclear, contact us at [email protected].

1. Our role

Intaketive serves immigration firms. For information about a firm and its team members (account and billing data), we act as the data controller. For the intake conversations and lead information collected through a firm's widget, we act as a service provider (processor) that handles that data on the firm's behalf and under its instructions. The firm is responsible for its own privacy practices with its clients.

2. Information we collect

• Firm & account data: firm name, consultant names, email addresses, and login credentials (passwords are stored only as bcrypt hashes).
• Intake & lead data: information visitors provide to a firm's widget, such as name, contact details, nationality, immigration goal, and the conversation itself, all stored as a case record for that firm.
• Technical data: basic logs needed to operate the Service securely, such as timestamps and error information.

3. How we use information

We use information to provide and secure the Service: running the intake conversation, creating and organizing case records, sending notifications to the firm, authenticating users, and maintaining the product. We do not sell personal information, and we do not use one firm's client data to serve another firm.

4. AI processing

The intake agent is powered by a third-party AI model provider (Anthropic). Conversation content is sent to that provider solely to generate the intake experience and eligibility assessment for the firm. It is not used to train third-party models.

5. Service providers

We share information only with the subprocessors needed to run the Service:

• Anthropic: powers the AI intake agent.
• Resend: delivers notification and invitation emails.
• Our cloud host: provides the database and application hosting.

Each is bound to handle data only as needed to provide their service to us.

6. Data isolation & security

Every firm's data is isolated at the data layer and scoped to that firm on every request. Data is encrypted in transit and at rest. See our Security page for more detail.

7. Retention

We keep firm account and case data for as long as a firm maintains its account, plus a reasonable period afterward for legal and operational needs. Firms can export their data at any time and may request deletion of their account and associated records.

8. Your rights

Depending on your location, you may have rights to access, correct, export, or delete personal information. Our handling of personal information is designed to align with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA). If you are a client of a firm using Intaketive, please direct requests about your own data to that firm; we will support them in responding.

9. Changes

We may update this policy as the Service evolves. Material changes will be reflected by updating the date above.

10. Contact

Questions about privacy? Reach us at [email protected].