IntakeFlow
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Terms of Service

Last updated: 2026-05-26

These Terms govern your use of IntakeFlow (the "Service," "we," "us," or "our"). IntakeFlow is operated by EMHNJ, a sole proprietorship registered in the State of New Jersey, United States. By creating an account, subscribing, or using the Service, you agree to these Terms. If you process Protected Health Information (PHI) through the Service, your use is additionally governed by the Business Associate Agreement.

1. Eligibility & who can use the Service

  • You must be a licensed mental-health professional in the United States, or be operating under the direct supervision of one.
  • You must be at least 18 years old.
  • You may not use the Service to deliver clinical care. The Service helps you triage intake email; it does not treat patients, diagnose, or prescribe.

2. Your account

  • You're responsible for keeping your sign-in credentials and TOTP secret confidential.
  • You won't share your account with anyone outside your practice.
  • You'll notify us immediately if you suspect unauthorized access.

3. Subscription, pricing & billing

The Service is offered on a monthly recurring subscription billed in advance. Current plans:

  • Solo — $49.00 USD / month — one therapist, one inbox.
  • Practice — $149.00 USD / month — up to 5 therapist seats.

Posted prices appear in U.S. dollars and exclude any applicable sales tax, which we collect where legally required. We reserve the right to change pricing on 30 days' email notice to account owners; new pricing applies at the start of your next billing period after the notice.

Free trial. New accounts receive a 14-day free trial. No payment method is required to start the trial. Three days before the trial ends, we email a reminder. If you don't add a payment method, your tenant is paused (not deleted) at trial end.

Auto-renewal. Once you add a payment method, your subscription automatically renews each month on the anniversary of your first paid charge until you cancel. You authorize us (through our payment processor, Stripe) to charge the payment method on file at each renewal.

Failed payments. If a payment fails, we'll retry for up to 7 days and notify you by email. If payment continues to fail, we suspend processing for your tenant. Your data is preserved during suspension; you can restore service by updating your payment method.

4. Cancellation & refunds

Cancellation. You can cancel any time from Settings → Subscription. Cancellation stops future renewals; you retain access for the remainder of the current paid billing period.

Refund policy. Because the Service is delivered continuously throughout each monthly billing period, we do not issue prorated refunds for partial months. If you believe you were charged in error, were charged after a valid cancellation, or experienced a sustained service outage (more than 24 consecutive hours) that prevented you from using the Service, contact billing@emhnj.com within 30 days of the charge. We review each request individually and, where the facts support it, issue a full or partial refund at our discretion.

Disputed charges. Please contact us before disputing a charge with your card issuer — we can usually resolve billing issues directly and faster. Chargebacks initiated without first contacting us may result in suspension of your account pending resolution.

5. What we provide

  • Inbound-email screening, structured extraction, crisis routing, auto-replies, and daily digests.
  • HIPAA-conscious infrastructure: per-tenant envelope encryption, audit logs, signed Business Associate Agreement, and breach-notification procedures.
  • A 99.5% uptime target for the polling pipeline. This is a target, not a refund-bearing SLA in version 1; sustained outages may qualify for a refund under Section 4.

6. Acceptable use

You agree not to:

  • Use the Service to communicate with anyone other than prospective therapy clients of your practice.
  • Send unsolicited bulk email ("spam"), marketing campaigns, or chain mail through your connected mailbox via the Service.
  • Attempt to access another tenant's data, reverse-engineer the encryption, probe for vulnerabilities, or bypass authentication.
  • Upload or transmit malicious code, attempt to overload the Service, or interfere with other tenants.
  • Use the Service in a way that violates HIPAA, the HITECH Act, state mental-health privacy laws (e.g. New Jersey's confidentiality statutes), or any other applicable law.
  • Resell, sublicense, or white-label the Service without our prior written consent.

7. Clinical responsibility & medical disclaimer

The Service is a triage and screening tool. It does not provide clinical diagnosis, treatment, therapy, or crisis intervention. The automated crisis auto-reply contains links to public emergency resources (988 Suicide & Crisis Lifeline, 911, Crisis Text Line at 741741) and is not clinical care.

You remain the responsible clinician for every prospective client who contacts your practice. You agree to review crisis-flagged intakes promptly. We make commercially reasonable efforts to detect acute-risk language, but the system is not infallible and is not a substitute for clinical judgment.

8. Your data & intellectual property

Your data. You retain ownership of your practice data and all PHI processed through the Service. We will not use your PHI to train AI models. We do not sell or share your data with third parties for their own purposes; see the Privacy Policy.

Our IP. We retain ownership of the Service itself, including software, prompts, extraction logic, design, and UI. You receive a limited, non-exclusive, non-transferable right to use the Service while your subscription is active.

9. Termination

You can delete your account at any time from Settings → Delete account. On deletion we crypto-shred your tenant's data-encryption key, which renders all encrypted PHI unrecoverable. Audit logs are retained for the HIPAA-required six (6) years and contain only non-PHI metadata.

We may suspend or terminate accounts that materially violate these Terms (e.g. abusive sending, payment fraud, repeated security violations) with notice where practical. We will not knowingly terminate an account in a way that violates our obligations under the BAA.

10. Warranty disclaimer

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE." TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL IMPLIED WARRANTIES, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT GUARANTEE THAT CRISIS DETECTION WILL CATCH EVERY ACUTE-RISK CASE, THAT THE SERVICE WILL BE UNINTERRUPTED, OR THAT ALL BUGS WILL BE FIXED.

11. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, OUR TOTAL LIABILITY FOR ANY CLAIM ARISING FROM OR RELATING TO THE SERVICE IS CAPPED AT THE AMOUNT YOU PAID US IN THE 12 MONTHS PRECEDING THE CLAIM. WE ARE NOT LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS OR LOST DATA, EVEN IF ADVISED OF THE POSSIBILITY. This cap does not apply to: (a) our HIPAA breach-notification obligations under the BAA, which are governed separately; or (b) liability that cannot be limited by law.

12. Indemnification

You agree to indemnify and hold us harmless from any third-party claim arising from your breach of these Terms, your violation of law, or your clinical conduct, except to the extent caused by our gross negligence or willful misconduct.

13. Governing law & disputes

These Terms are governed by the laws of the State of New Jersey, United States, without regard to conflict-of-laws principles. Disputes will be resolved exclusively in the state or federal courts located in New Jersey, and both parties consent to personal jurisdiction there.

14. Changes to these Terms

We may update these Terms. For material changes, we'll email account owners at least 30 days in advance. Continued use after the effective date constitutes acceptance. The current version is always at this URL.

15. Contact

Mailing address available on written request to legal@emhnj.com.