Privacy & Data Policy

Who operates IntakeLatch

IntakeLatch is a software product owned and operated by Innovata Lux. In this policy, “Innovata Lux,” “IntakeLatch,” “we,” “us,” and “our” refer to Innovata Lux in its capacity as the owner and operator of the IntakeLatch service.

AI Chatbot & Communications Data

Information collected

When you interact with our AI-powered customer-service chatbot, we may collect information you voluntarily provide, including your name, email address, the contents of your messages, consent choices, and technical information required to operate and secure the chat.

How we use it

We use chatbot data to respond to support inquiries, route questions to our team, maintain service security, diagnose problems, and evaluate or improve our support workflows. We may use de-identified or appropriately protected interactions to improve AI-assisted support processes.

Marketing communications

We send product updates or promotional email only when you separately choose to receive them or when another lawful basis permits the communication. Marketing consent is optional and is not required to obtain customer support.

Your choices

Marketing messages will include an unsubscribe method. You may withdraw marketing consent without affecting the lawfulness of earlier processing or your ability to request support. We do not sell personal data to third parties.

Client intake and workspace data

IntakeLatch processes agency account details, client records, form templates, intake answers, uploaded files, delivery records, and audit activity to provide the service. Agencies are responsible for determining what client information they request and for providing any notices required for their use of IntakeLatch.

SMS reminders and consent

When a client expressly opts in, IntakeLatch may use the mobile number provided to send automated transactional reminders about an incomplete intake or onboarding request. Consent to SMS reminders is optional and is not a condition of purchasing or using IntakeLatch. Message frequency varies according to intake activity and the reminder schedule selected by the agency. Message and data rates may apply.

Recipients may reply STOP to cancel SMS reminders or HELP for assistance. Opt-out requests are recorded and honored for future IntakeLatch reminders. For additional assistance, contact support@intakelatch.com.

All the above categories exclude text messaging originator opt-in data and consent; this information won’t be shared with any third parties.

Service providers

We use service providers to operate IntakeLatch, including hosting, authentication, database, storage, and transactional email and SMS delivery providers. These providers process information on our behalf under their applicable contractual and security terms. We do not permit service providers to use text messaging originator opt-in data or consent for their own marketing.

Retention and security

We retain personal data only as reasonably necessary for the purposes described here, contractual requirements, security, dispute resolution, and legal obligations. We use access controls, encrypted transport, private storage, and scoped authorization, but no system can guarantee absolute security.

Privacy rights and contact

Depending on your location, you may have rights to request access, correction, deletion, restriction, portability, or objection, and to withdraw consent. Submit privacy requests through the contact page or email support@intakelatch.com. We may need to verify your identity before completing a request.