Privacy policy

What we collect

• Email address, business name and logo
• Stripe account id and whether it can accept payments
• Your intake questions and default deposit
• Subscription status from Stripe
• A hash and short prefix of your MCP API key (never the key itself), and a log of which MCP tools were called and when
• Your Stripe account’s statement descriptor (the name card statements show for your charges), read from Stripe so your client’s confirmation page can quote it
• Where your signup started: the page of our website you came from and the code of any /r/ link you followed, saved once when you set up your account and used only to see which pages and posts lead to signups
• Your client page colour, booking link and terms, if you set them

Why

To run your account: sign you in, show your branded client page, create client links, show you who has paid, email you when a client pays or your trial is about to end, and keep the service secure. We use your email address to contact you about your account and important changes, never for marketing from third parties.

On what basis

Where the law asks us to name one (the GDPR and UK GDPR, for example), we use your information:

• To perform our contract with you: signing you in, showing your client page, creating client links, showing who has paid, and emailing you when a client pays or your trial is about to end.
• Our legitimate interests: keeping the service secure, stopping abuse, fixing errors, and seeing which of our pages lead to signups. These never override your rights, and you can object to them.
• Legal obligations: keeping billing records for as long as tax law requires.

Billing

Your IntakePay subscription is billed by Stripe. We receive your subscription status, trial and renewal dates from Stripe, not your card details. Payment details you give Stripe are covered by Stripe’s own privacy policy.

Your logo

A logo you upload is re-encoded (which strips hidden metadata such as location), stored, and shown publicly on your client links.

If a freelancer sent you an IntakePay link, this section is for you. The freelancer decides what to ask and what to do with the answers. IntakePay stores and processes end-client data on the freelancer’s behalf. Questions about how the freelancer uses your answers should go to them first.

Where data protection law calls the freelancer the controller of your information, we are their processor: we handle it only on their instructions, under the data processing terms in our terms of service, and the freelancer decides the legal basis for collecting it.

What we collect

• Name, and email if the freelancer entered one
• Package name and deposit amount
• Intake answers, saved when the client submits the form
• Photos you attach, if the freelancer’s form asks for them: resized in your browser first, which drops hidden details such as location, then stored privately and shown only to the freelancer
• For a food business: the allergies or dietary needs you tick, so they can keep them out of your order
• Payment status, Stripe payment references and the time of payment
• If the freelancer has terms: the terms you were shown, the name you typed to sign them, and when
• If you book a time on the freelancer’s Calendly shown on the confirmation page: that a time was booked, and when (never the time itself)

While a client fills in the form, their draft answers are kept only in their own browser. Nothing is sent to us until they submit.

How it is used

Your answers are stored for the freelancer who sent the link and shown only to them, signed in. Your card details are entered on Stripe’s checkout page and go to Stripe, not to us. The payment is made to the freelancer’s own Stripe account.

IntakePay never emails end clients. Any payment receipt comes from Stripe under the freelancer’s own Stripe account settings.

Client links use a random code, are hidden from search engines, and are never sent to other sites as a referrer. Once submitted, answers are never shown on the client link again; they are visible only to the freelancer, signed in.

Your requests

To see, correct or delete your information, contact the freelancer who sent you the link: they can delete your record at any time. You can also email support@intakepay.com; we will pass your request to the freelancer and help them complete it.

IntakePay sends four kinds of email, all to freelancers:

• Sign-in link (the freelancer): A one-time sign-in link and code.
• Client paid (the freelancer): The client’s name, the deposit amount and a link to the signed-in dashboard. Never the intake answers.
• Trial ending (the freelancer): The trial end date and the amount that will be charged. Sent 3 days before the trial ends, only to accounts that started on a fixed-length free trial.
• Account deletion code (the freelancer): A one-time code that confirms deleting their account. Sent only when they ask for it in Billing.

We use these service providers to run IntakePay. Each receives only what it needs for its job.

• Stripe: Processes client deposits on the freelancer’s own connected Stripe account, and bills the IntakePay subscription. Card and payment details (entered on Stripe’s checkout page, never sent to us), deposit amounts, and the client’s email when the freelancer provides one. Where: Canada, the United States and other countries where Stripe operates.
• Supabase: Database, sign-in and logo storage. Freelancer accounts, client records, intake answers, uploaded logos, and photos clients attach. Where: United States (US East).
• Vercel: Runs the application servers and delivers the website. Requests as they pass through, including IP addresses, and short-lived server logs. Where: United States (application servers); requests first reach the Vercel network location nearest the visitor.
• Resend: Delivers the sign-in, client-paid, trial-ending and account-deletion-code emails to freelancers. The freelancer’s email address and the email content, which never includes intake answers. Where: United States.
• Upstash: Rate limiting, to stop abuse of sign-in and client links. Keyed hashes of email and IP addresses. Never the addresses themselves. Where: United States.
• Sentry: Server error monitoring. Technical error details, with request bodies, cookies, authorization headers and client link codes removed. Where: United States.

We do not sell personal information to anyone, and we do not share it with advertisers or data brokers.

IntakePay’s database, file storage and application servers are in the United States. Our service providers below process data in the United States, and Stripe also in Canada and other countries where it operates. Information stored or processed outside Canada is subject to the laws of those countries, and courts, law enforcement and national security authorities there may be able to access it.

If you are in the European Economic Area, the UK or Switzerland, your information is transferred to the United States, where our providers store it, and to Canada, where we are. The European Commission recognizes Canada as protecting personal information adequately for businesses like ours. For the United States, we rely on the safeguards in our providers’ data processing terms, including the European Commission’s Standard Contractual Clauses and the UK’s International Data Transfer Addendum.

These are all the cookies IntakePay sets. Each is first-party (set on our own domain) and used only to keep you signed in, check that a Stripe account you connect is the one you asked to connect, carry choices you made on our website into account setup, remember which of our pages or shared links a signup started from, let a visitor who booked from a freelancer’s page carry on with that booking, and confirm it’s you when you delete your account. Where a signup started is saved once to that account and used only for our own count of which pages and posts lead to signups, never for advertising. There are no advertising trackers, analytics scripts, tracking pixels or third-party embeds.

sb-<project>-auth-token

Keeps a freelancer signed in. A long session can be split into numbered parts (.0, .1). Set by our sign-in provider, Supabase.

Lasts: Up to 400 days, renewed while you use the app. Deleted when you sign out.

Set by: Signing in. Refreshed on the dashboard, setup and sign-in pages.

sb-<project>-auth-token…code-verifier

Up to three cookies (…-code-verifier, …-flows-code-verifier, …-flow-<id>-code-verifier) that tie a sign-in email to the browser that asked for it. Set by Supabase.

Lasts: Up to 400 days. Deleted when you sign out.

Set by: Asking for a sign-in email.

ip_next

Remembers where to take you after you sign in.

Lasts: 1 hour. Deleted when you sign in.

Set by: The sign-in page.

ip_template

Remembers the template you picked on the website so setup can preselect it.

Lasts: 1 hour. Deleted once setup saves your business details.

Set by: The sign-in page.

ip_deposit

Remembers a deposit you worked out on the website, such as in a calculator, so setup can fill it in.

Lasts: 1 hour. Deleted once setup saves your business details.

Set by: The sign-in page.

ip_from

Remembers which page of our website you started signing up from, so we can count which of our pages lead to signups. Saved once to your account when setup saves.

Lasts: 1 hour. Deleted once setup saves your business details.

Set by: The sign-in page.

ip_claim

Remembers the page name you claimed on our homepage, so setup can offer it to you.

Lasts: 1 hour. Deleted once you claim your page.

Set by: The sign-in page.

ip_ref

Remembers the code of a link we shared (an address starting with /r/), so we can count which of our posts and links lead to signups. Saved once to your account if you sign up; otherwise it stays in your browser until it expires.

Lasts: 7 days from the first /r/ link you open (a later one doesn’t replace it). Deleted once setup saves your business details.

Set by: Opening an /r/ link, including the “Powered by” link at the bottom of a client page (only when it’s clicked).

ip_delete

Confirms it’s you when you delete your account: it holds a sealed check of the code we emailed you (never the code itself), so the code works only in the browser that asked for it.

Lasts: 10 minutes. Deleted when your account is deleted.

Set by: Asking for a deletion code in Billing.

ipb_<id>

Remembers the booking a visitor started from a freelancer’s page, so if they come back to pay, they carry on with it instead of making a second one. Only this browser can pick it up.

Lasts: 7 days.

Set by: Pressing Pay on an offer on a freelancer’s page.

The client page itself sets no cookies. Its “Powered by IntakePay” link goes through /r/client-page, which sets ip_ref only if someone clicks it. An offer on a freelancer’s page sets ipb_<id> only when its Pay button is pressed. After paying, if the freelancer’s booking page is on Calendly, it opens inside the confirmation page: Calendly sets its own cookies there, under Calendly’s privacy policy. A client’s draft answers are kept in their own browser’s storage, not in a cookie (see Clients of freelancers).

If a freelancer connects the optional MCP server to an AI assistant, the client details and answers they ask for are sent to that assistant, under the freelancer’s own agreement with its provider. In other words: if you connect an AI assistant with an API key, the answers you ask for are sent to that assistant, under your control. IntakePay itself has no AI features and does not send your data to any AI provider. API keys are stored only as a hash and can be revoked at any time.

• Deleting a client. A freelancer can delete a client at any time. The client’s record, answers and personal details are deleted immediately. A record that a payment event occurred (Stripe event id, type and time) is kept, with the link to the client removed.
• Deleting your account. Delete it yourself in Billing: we email a code to the address on the account to confirm it’s you. Or email support@intakepay.com from that address and we delete it for you. Deleting your account cancels your subscription and deletes your page and its offers, all clients with their answers and photos, subscription records, the MCP request log, your profile, logo and sign-in. Payment event records are kept as an audit trail, with the link to any client removed.
• How long we keep data. Client records and answers are kept until the freelancer deletes them or their account. Payment event records (no answers, no personal details) are kept indefinitely for accounting and dispute history. That audit trail holds Stripe event ids, event types and timestamps only: no names, emails or answers.
• Billing records. Records of your IntakePay subscription payments (invoices and receipts) stay in our Stripe account for at least six years after the year they relate to, even after you delete your account, because Canadian tax law requires a business to keep them.
• Backups. Deleted data can remain in our database provider’s encrypted backups until those backups expire on the provider’s schedule.
• Exporting. You can download all your clients and answers as a CSV from your billing page at any time, including after cancelling.

• All traffic is encrypted in transit (HTTPS).
• Database row-level security limits each freelancer to their own records; payment and billing state can only be changed by our server.
• API keys are stored as SHA-256 hashes; the key itself is shown once and never stored.
• Sign-in and client links are rate-limited, using keyed hashes rather than raw email or IP addresses.
• Error reports are scrubbed of request bodies, cookies, authorization headers and client link codes before they leave our servers.

IntakePay is for adults running a business. Tutoring intakes are answered by a parent or guardian, not by the student, and freelancers agree in our terms not to collect health, medical or ID information.

You can ask to see the personal information we hold about you, to correct it, or to have it deleted, and you can withdraw your consent to how we use it, subject to legal or contractual limits (for example, records the law requires us to keep). Email support@intakepay.com; we answer within 30 days. Clients of a freelancer can also go to the freelancer directly, as described above.

If you are in the European Economic Area, the UK or Switzerland, you can also ask us to restrict how we use your information, object to uses based on our legitimate interests, and receive your information in a portable format (freelancers can download all their clients and answers as a CSV at any time). You can complain to your local data protection authority; in the UK, that is the Information Commissioner’s Office.

If you live in a US state with a consumer privacy law, such as California: we do not sell personal information or share it for targeted advertising, and we do not use sensitive information to infer things about you. You can ask what we hold about you and ask us to correct or delete it, and we will not treat you differently for asking.

IntakePay makes no decisions about anyone based solely on automated processing.

Intake Pay Inc. is accountable for the personal information it handles. If you are not satisfied with how we answer a concern, you can complain to the Office of the Privacy Commissioner of Canada.

If we change how we handle personal information, we will update this page and the date at the top. If a change materially affects freelancers, we will email them before it takes effect.

Privacy questions and requests go to the person accountable for privacy at Intake Pay Inc.: support@intakepay.com.