Effective Date: September 20, 2026

1. Introduction and Scope

This Privacy Policy explains how IntakeRun ("Company", "we", "our", or "us") collects, uses, shares, and protects information about visitors and registered users of our website (intakerun.com) and our shared inbox and helpdesk platform (collectively, the "Platform" or "Services").

Controller vs. Processor Roles:

• Data Controller: When you visit our website, create an IntakeRun account, or pay for our Services, IntakeRun acts as the Data Controller of your account and billing information.


• Data Processor: IntakeRun acts as a Data Processor for the content submitted to our Platform by our customers (e.g., support emails, end-user data, ticket attachments). We only process this "Customer Data" strictly in accordance with our customers' instructions and our Data Processing Agreement (DPA). If you are an end-user interacting with an IntakeRun customer's helpdesk, please contact that company directly to exercise your data rights.

2. What Information Do We Collect?

We collect information across three main categories:

A. Information you provide to us (Account Data)

• Registration & Profile: Name, email address, company name, and login credentials.


• Billing Information: Payment details processed securely by our authorized payment gateways (we do not store full credit card numbers on our servers).


• Communications: Information you provide when contacting our support or sales teams.

B. Information processed on your behalf (Customer Data / Shared Inbox Data)

To provide our helpdesk services, we process data you connect to IntakeRun. This includes:

• Email & Inbox Data: Emails, headers, metadata, attachments, and customer contact information routed through your connected shared inboxes.


• Integration Data: Data accessed via authorized APIs (e.g., Google Workspace, Microsoft 365, CRMs) to sync your helpdesk operations. Note: IntakeRun’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

C. Automatically Collected Information (Usage Data)

• Log Files & Device Data: IP addresses, browser types, operating systems, and timestamps to ensure security and Platform stability.


• Telemetry & Analytics: Aggregated, anonymized usage patterns to help us improve Platform features.

3. How Do We Use Your Information?

We use the information collected as a Data Controller for the following purposes:

• To Provide the Services: Creating and managing your account, facilitating shared inbox functionality, and processing payments.


• To Improve our Platform: Analyzing usage trends to optimize user experience and develop new features.


• AI & Automated Features: IntakeRun may utilize Artificial Intelligence (AI) to provide features like ticket summarization or draft responses. We do not use your Customer Data to train underlying public AI models. AI features are processed within secure, isolated environments.


• Customer Support: Responding to your inquiries and technical requests.


• Compliance & Security: Detecting fraud, preventing unauthorized access, and complying with legal obligations.

4. How Do We Share Your Information?

We do not sell, trade, or otherwise transfer your personally identifiable information to outside parties for their marketing purposes. We may share information only in the following circumstances:

• Subprocessors & Service Providers: We share data with trusted third-party cloud infrastructure (e.g., hosting, database services) and payment processors who assist us in operating our Platform. All subprocessors are bound by strict confidentiality and data protection agreements.


• Legal Requirements: We may disclose information if required to do so by law, court order, or to protect the rights, property, or safety of IntakeRun, our users, or others.

5. International Data Transfers

IntakeRun operates globally. When transferring personal data originating from the European Economic Area (EEA), the UK, or Switzerland to countries without an adequacy decision, we rely on approved data transfer mechanisms, including the EU-U.S. Data Privacy Framework (DPF) and standard contractual clauses (SCCs), to ensure your data remains protected under 2026 privacy standards.

6. Data Security

We implement robust technical and organizational security measures to protect your data:

• All data in transit and at rest is encrypted using industry-standard protocols (e.g., TLS 1.3, AES-256).


• Access to Customer Data by IntakeRun staff is strictly limited, logged, and requires role-based authorization.


• We comply with modern global data protection frameworks, including the GDPR, UK-GDPR, and applicable US State Privacy Laws (e.g., CCPA/CPRA).

7. Data Retention & Deletion

• Account Data: Retained for as long as your account is active or as needed to provide you Services, and briefly thereafter to comply with legal/tax obligations.


• Customer Data (Tickets/Emails): Upon termination of your account, all connected shared inbox data and associated Customer Data will be permanently deleted from our primary servers within 30 days, and from our encrypted backups within 90 days.


• How to delete your data: Account owners can delete their IntakeRun workspace directly from the "Account Settings" dashboard at intakerun.com/settings.

8. Your Privacy Rights

Depending on your location (such as the EEA, UK, California, or other jurisdictions with comprehensive privacy laws), you have the right to:

• Access the personal data we hold about you.


• Correct inaccurate or incomplete data.


• Delete your personal data ("Right to be Forgotten").


• Restrict or Object to our processing of your data.


• Data Portability: Receive your data in a structured, machine-readable format.


• Opt-out of automated decision-making and profiling.

To exercise these rights, please contact us at privacy@intakerun.com.

9. Cookies and Tracking Technologies

We use strictly necessary cookies to keep you logged into the IntakeRun platform and authorize access. We also use performance and analytics cookies on our public website to understand how visitors interact with our content. You can manage your cookie preferences through the banner on our website or your browser settings.

10. Children's Privacy

Our Platform is a B2B service intended for professionals. We do not knowingly collect personal information from individuals under the age of 16. If we become aware that a child under 16 has provided us with personal information, we will take immediate steps to delete it.

11. Changes to our Privacy Policy

We may update this Privacy Policy to reflect changes to our practices or regulatory requirements. If we make material changes, we will notify you via email or through a prominent notice on the Platform prior to the change becoming effective.

12. Contacting Us

If you have any questions about this Privacy Policy, our data practices, or wish to review our Data Processing Agreement (DPA), please contact our Data Protection Officer:

IntakeRun Privacy Team

Email: privacy@taskfabric.com