Terms of Service for MailIntake.com
Effective Date: 1/14/2025
Welcome to MailIntake.com (“we,” “us,” “our,” or “the Platform”). These Terms of Service (“Terms”) govern your access to and use of MailIntake.com, a software-as-a-service (SaaS) platform designed for analyzing, organizing, and managing incoming mail and email, as well as notifying clients via SMS, email, AI-powered voice calls, and other AI-driven communications. By accessing or using our services, you agree to comply with and be bound by these Terms. If you do not agree with these Terms, you may not use the Platform.
1. Acceptance of Terms
By registering for an account, accessing, or using MailIntake.com, you confirm that you:
• Are at least 18 years old.
• Have the authority to accept these Terms on behalf of your organization (if applicable).
• Agree to comply with all applicable laws and regulations.
2. Services Provided
MailIntake.com provides services including, but not limited to:
1. Analyzing, organizing, and managing incoming mail and email.
2. Sending notifications via email, SMS, AI-powered voice calls, and other AI-driven communications.
3. Integration with third-party platforms such as Prima.Law, Clio.com, and Zapier.
4. Statistical data analysis to improve platform performance.
5. AI-enhanced services to optimize mail organization, notifications, and communication workflows.
We reserve the right to modify or discontinue the Platform or any of its features without prior notice.
3. Account Registration and Responsibilities
You are responsible for:
• Providing accurate and complete information during account registration.
• Maintaining the confidentiality of your account credentials.
• Notifying us immediately of any unauthorized access or use of your account.
We reserve the right to suspend or terminate accounts that violate these Terms.
4. Consent for Communications
By using MailIntake.com, you expressly consent to:
1. Email Communications:
• Receiving emails necessary to facilitate platform operations, such as notifications, account updates, and support communications.
• Receiving marketing communications about MailIntake.com, its features, updates, and other business software offered by our company, parent company, or other companies owned by our parent company.
• Receiving general inquiry emails, newsletters, and other informational materials.
2. SMS Notifications:
• Sending and receiving SMS messages related to notifications, updates, and client communications.
• Any SMS messages sent on your behalf will be managed securely through our platform, in compliance with applicable laws.
3. AI-Powered Voice Calls and Communications:
• Receiving or sending AI-powered voice calls or other AI-based communications that enhance or facilitate your use of the Platform.
• AI-powered communications will be used for notifications, client updates, or any other authorized purposes.
4. Future Communications:
• Receiving communications about future services, features, or business software solutions developed by our company, our parent company, or affiliates.
Opt-Out:
You may opt out of marketing communications at any time by following the unsubscribe instructions included in the communication or by contacting us at nomarketingmail@mailintake.com. However, you may continue to receive non-marketing communications necessary for the operation of the Platform.
5. Data Collection and Use
We collect and process data as outlined in our Privacy Policy. This includes:
1. Personal Data: For account creation, security, and service delivery.
2. Client Data: Uploaded content required for the use of the Platform.
3. Statistical Data: Aggregated, anonymized data used for AI training, analytics, and service enhancement.
4. Communications Data: Content and metadata from emails, SMS messages, and AI-powered communications for service delivery and improvement.
AI Training and Improvement
By using the Platform, you grant us the right to collect and process anonymized data to enhance or utilize artificial intelligence models. This data is fully anonymized and cannot identify you or your clients.
6. Confidentiality and Privacy
We implement ISO 27001-compliant measures to ensure data security, including:
• Data encryption in transit and at rest.
• Role-based access controls.
• Anonymization of data used for statistical and AI purposes.
• Regular audits and incident response protocols.
You agree to comply with all applicable privacy laws when using the Platform.
7. Third-Party Integrations
MailIntake.com integrates with third-party platforms, including Prima.Law, Clio.com, and Zapier. By enabling these integrations, you authorize us to share data necessary for their functionality. You acknowledge that:
• Third-party platforms are governed by their own terms and privacy policies.
• We are not responsible for the actions or omissions of third-party providers.
8. Subscription and Payment
1. Fees: Use of the Platform is subject to subscription fees, as outlined on our website.
2. Payment Processing: Payments are managed securely through third-party payment processors.
3. Renewals and Cancellations: Subscriptions automatically renew unless canceled in accordance with the cancellation terms provided during signup.
Failure to pay subscription fees may result in account suspension or termination.
9. Data Retention and Ownership
1. Data Ownership: You retain ownership of all client data uploaded to the Platform.
2. Retention: We retain data as necessary to provide our services, comply with legal obligations, and conduct statistical analysis.
3. Deletion Requests: You may request data deletion, subject to legal and operational constraints.
10. Intellectual Property
All content, trademarks, and technology associated with the Platform are owned by MailIntake.com or its licensors. You are granted a limited, non-exclusive, non-transferable license to use the Platform in accordance with these Terms.
11. Limitation of Liability
To the maximum extent permitted by law:
• MailIntake.com and its affiliates are not liable for indirect, incidental, or consequential damages arising from your use of the Platform.
• Our total liability is limited to the subscription fees paid in the 12 months prior to the claim.
12. Indemnification
You agree to indemnify and hold MailIntake.com harmless from any claims, damages, or expenses arising from your use of the Platform, violation of these Terms, or infringement on the rights of a third party.
13. Termination
We reserve the right to suspend or terminate your account if you:
• Violate these Terms.
• Fail to pay subscription fees.
• Engage in activities that harm the Platform or its users.
Upon termination, you must cease all use of the Platform, and any data you uploaded may be deleted.
14. Modifications to Terms
We may update these Terms at any time. Changes will be posted on our website with the “Effective Date” noted. Continued use of the Platform after updates constitutes acceptance of the revised Terms.
15. Governing Law
These Terms are governed by the laws of the State of Michigan, USA. Any disputes arising under these Terms shall be resolved exclusively in the courts located in Michigan.
16. Contact Information
For questions or concerns regarding these Terms, contact us at:
MailIntake.com
603 E 16th St, Ste 110
Holland, MI
Email: support@mailintake.com
Phone: 616-298-86
17. Severability
If any provision of these Terms is found to be unenforceable, the remaining provisions shall remain in full force and effect.
This Terms of Service was last updated on 1/14/2025. By continuing to use MailIntake.com, you agree to these Terms.
