The terms for using IntakeOwl

1. Agreement to these terms

These Terms of Service (the “Terms”) are an agreement between you and IntakeOwl. By visiting the site, trying the demo, starting a pilot, or subscribing, you agree to these Terms. If you're agreeing on behalf of a business, you confirm you're authorized to do so. If you don't agree, don't use the service.

2. Who we are and what the service is

IntakeOwl is intake software, independently run by its founder. It hosts a request page for a service business, walks that business's customers through a structured set of questions with photos, and delivers a brief by email. It is not an answering service, does not respond to customers on a business's behalf, and makes no promise about how quickly anyone replies to a request.

3. Accounts and registration

You can browse the site, run the live demo, and preview the widget on your own site without creating an account. An account is created only when you start a paid pilot. You sign in with a link sent to your email or with Google; there is no separate password to manage. You're responsible for keeping access to your email or Google account secure, and for activity under your account. Tell us promptly at hello@intakeowl.com if you think someone else has access.

4. Your responsibilities as a business

If you use IntakeOwl to receive requests, you are responsible for responding to them and for how you use the information you receive. You agree that you have the right to collect the information your intake page asks for, that you'll handle it lawfully, and that you'll give your own customers whatever notices or consents your local law requires. You're also responsible for the content you put into your intake page — your questions, brand name, logo, and any promotional text.

5. Acceptable use

You agree not to:

• use the service for anything unlawful, deceptive, or harmful, or to collect information you have no right to collect;
• use it to gather sensitive data it isn't built for — for example, health, medical, or clinical records; where a niche touches a regulated area, the intake is for scheduling and logistics only, not for collecting medical history;
• submit another person's real information into the demo, or upload content that infringes someone else's rights;
• attempt to break, overload, scrape, reverse-engineer, or bypass the security of the service, or resell it as your own.

We may suspend or end access that breaks these rules or puts the service or other people at risk.

6. Request data and privacy

What we collect through an intake page, how it's used and shared, how long it's kept, and how to ask for deletion are described in our Privacy notice. In short: a request is delivered to the business it was submitted to; we don't sell, rent, or share request data with other businesses for their own purposes; and we use a hosting provider, an email provider, file storage, a screenshot service for the preview tool, and a payment processor to run the service. The Privacy notice is part of these Terms.

7. Intellectual property

IntakeOwl — the software, the site, and the niche question sets — belongs to us. Subscribing gives you a limited, non-exclusive right to use the hosted intake page for your business while your subscription is active; it doesn't transfer ownership of the software or the question libraries. The brand name, logo, and content you add to your own intake page stay yours, and you grant us the permission needed to host and display them as part of running your page.

8. Billing and payments

Our payment processor

IntakeOwl uses Polar (Polar Software, Inc.) as its authorized reseller and merchant of record. When you start a paid pilot, your purchase, payment, tax calculation, invoicing, card processing, renewals, and cancellations are handled by Polar under its own terms and privacy policy, in addition to these Terms. Your card details are entered on Polar's checkout and are never received or stored by IntakeOwl. On your statement the charge appears from Polar, our merchant of record, not from IntakeOwl.

Plans and prices

IntakeOwl offers three all-inclusive subscription plans. Every plan includes photos on every request with no plan-level photo limits; the plans differ in how many smart flows, intake pages, and placements they include, and in a soft monthly request allowance:

• Starter — $50 per month, billed automatically until you cancel.
• Standard — $100 per month, billed automatically until you cancel.
• Pro — $180 per month, billed automatically until you cancel.
• Annual option: on any plan, if you choose annual billing, you pay the equivalent of ten months for twelve months of service (two months' saving), billed once per year until you cancel.

There is no setup fee and no per-request charge. The monthly request numbers are a soft guide, not a hard cap or a per-lead fee — going over them doesn't break your intake or add a charge. Prices are shown in US dollars; any applicable taxes are calculated and added by Polar at checkout based on your location.

Automatic renewal

Your subscription renews automatically at the end of each billing period (monthly or annual) at the then-current plan price, using your payment method on file with Polar, until you cancel. By subscribing you authorize these recurring charges.

Cancellation

You can cancel at any time, effective at the end of your current billing period. After you cancel, your hosted intake page is paused and stops accepting new requests at the end of the paid period; you keep access until then. Cancelling doesn't retroactively refund the current period (see Refunds). You can cancel from the billing and receipt links Polar emails you, or by contacting us at hello@intakeowl.com and we'll process it.

Refunds

Because the service is delivered continuously and the free live demo lets you evaluate the product before you subscribe, we don't offer prorated refunds for partial billing periods. If you were charged in error, double-charged, or believe a charge is incorrect, contact us within 30 days and we'll review it in good faith; approved refunds are issued through Polar back to your original payment method. Any statutory refund and consumer-protection rights that apply where you live are not affected by this section. Polar may also apply its own refund and chargeback policies as the merchant of record.

Failed payments

If a renewal payment fails, Polar may retry the charge over a short period. If payment still can't be collected, your hosted intake page is paused until the balance is settled.

Price changes

If we change subscription prices, the new price applies from your next billing period after we notify you at the email on your account; it never changes a period you've already paid for.

9. The demo and preview tool

The live demo and the “preview on your site” tool are for evaluation and create no account. Demo submissions are treated as tests, send no email, and are deleted automatically within about two days. Don't enter another person's real information into the demo. When you preview the widget on your own site, the address you enter is sent to a third-party screenshot service to render a picture of that page — see the Privacy notice.

10. Availability and changes to the service

The product is new and evolving. We may add, change, or remove features, and we may update these Terms; material changes will be dated at the top of this page. If a change to the Terms materially affects a paid subscription, it applies from your next billing period after we notify you at the email on your account. Continuing to use the service after a change means you accept the updated Terms.

11. Disclaimers

The service is provided “as is” and “as available,” without warranties of any kind, whether express or implied, to the fullest extent the law allows. We don't warrant that the service will be uninterrupted, error-free, or that it will fit a particular purpose. We make no promise about response times to anyone submitting a request — responding to requests is the receiving business's job, not ours.

12. Limitation of liability

To the fullest extent the law allows, IntakeOwl isn't liable for indirect, incidental, special, or consequential damages, or for lost profits, lost requests, or lost data, arising from your use of the service. Where liability can't be excluded, our total liability for any claim is limited to the amount you paid us for the service in the three months before the claim. Nothing in these Terms limits any liability that can't be limited under the law that applies to you, including your statutory consumer rights.

13. Governing law and disputes

These Terms are governed by the generally applicable law where the service is operated, except that nothing here removes the mandatory consumer-protection rights you have under the law of your own country or state. Payment transactions are additionally governed by Polar's terms as merchant of record. We'd always rather sort a problem out directly first — email us before anything else.

14. Contact

Questions about these Terms, a charge, or your account? Email hello@intakeowl.com.IntakeOwl is run by its founder — you reach a person, not a queue.

This page will be dated here whenever it materially changes. Last effective: July 16, 2026.