Privacy Policy

This Privacy Policy explains how IntakeHero Inc., operating as Intake Hero ("Intake Hero", "we", "us"), collects, uses, and shares information when you or your tenants use our maintenance intake service (the "Service") or visit intake-hero.com.

We designed this policy to be short and honest. If anything is unclear, email us at hello@intake-hero.com.

Who this policy applies to

Intake Hero is sold to landlords. Landlords add their properties, residents, and vendors. This policy covers everyone whose information passes through the Service:

• Landlords — our direct customers.
• Residents — the tenants of the homes a landlord owns. Their information is processed on behalf of the landlord.
• Vendors — contractors the landlord has nominated to receive dispatch requests.

Information we collect

From landlords

• Name, email address, cellphone number.
• Information you enter about your homes, units, residents, and vendors.

From residents

• Cellphone number (used to identify the resident from an incoming call).
• The content of the maintenance request: text you type, voice when you call, and photos you share through our intake link.
• Timestamps of calls, text messages, and link clicks.

From vendors

• Name, cellphone number, service category.
• Your replies to dispatch text messages (accept / decline / scheduling).

Automatically

• Technical information such as IP address, browser type, and pages viewed, for security and service reliability.

How we use information

• To provide the Service: answer tenant calls, triage issues, dispatch vendors.
• To process a maintenance request with the help of artificial-intelligence providers. Only the minimum necessary content is sent to an AI provider, and we do not use your information to train general-purpose AI models.
• To send service-related SMS messages. See the SMS Terms.
• To secure, operate, and improve the Service.
• To comply with law.

How we share information

We share information only with service providers that help us run the Service, and only as much as each provider needs:

• Twilio — telephony and SMS delivery.
• Our hosting provider — application hosting and a managed Postgres database.
• Our AI provider — for on-the-fly maintenance triage (content is not used to train general models).

We do not sell personal information, and we do not share it for cross-context behavioral advertising.

Retention

We retain maintenance-request content for as long as the landlord has an active account plus 12 months, unless a longer period is required by law. Landlords can request deletion of a specific resident or ticket at any time by emailing us.

Your choices and rights

Depending on where you live, you may have the right to access, correct, delete, or obtain a copy of your personal information, and to object to or restrict certain uses. To exercise any of these rights, email hello@intake-hero.com. We will respond within 30 days.

You can opt out of SMS messages at any time by replying STOP. See the SMS Terms for details.

Security

We use encryption in transit (HTTPS) and at rest for sensitive data, and we limit internal access to information to the people who need it to operate the Service. No system is perfectly secure; if a breach affects your information, we’ll notify affected parties in line with applicable law.

Children

The Service is not directed to children under 16. We do not knowingly collect information from children.

International users

The Service is operated from the United States. By using the Service, you understand your information will be processed in the United States.

Changes

We’ll update this policy when our practices change. Material changes will be highlighted on this page and, when appropriate, notified by email.

Contact

Questions or requests: hello@intake-hero.com.

IntakeHero Inc.
16710 Deveronne Cir
Chesterfield, MO 63005
United States