Privacy policy
Last updated October 5, 2026
IntakeBird provides intake software to behavioral-health practices. This policy explains what information IntakeBird handles, why, and how it is protected. It applies to this website and to the IntakeBird service.
Who is responsible for client information
When a practice uses IntakeBird, the practice decides what information to collect from its clients and is responsible for it. IntakeBird processes that information only on the practice's behalf and on its instructions, under a Business Associate Agreement where the practice is covered by HIPAA. If you are a client of a practice that uses IntakeBird, please contact the practice with questions about your information; we will help them respond.
Information we handle
- Information clients give a practice through the practice's intake form: for example contact details, date of birth, the kind of care they are looking for, availability, payment and insurance details, uploaded documents such as insurance cards, and any preferences they choose to share about the therapist they would like to work with.
- Email between a practice and its clients, when the practice connects its mailbox. IntakeBird reads and stores only email to or from addresses saved on a client's record. Email from any other address is never stored.
- Information about practice staff and therapists: names, work email addresses, roles, and the profile details a practice enters, such as services, locations and availability. Identity and cultural details about therapists are entered only if the therapist chooses to share them, and each one has its own visibility setting.
- Service records: sign-in times, security events and an audit log of who changed or opened what, kept so practices can review access.
- This website does not use advertising or tracking cookies, and does not collect personal information unless you email us.
How information is used
- To provide the service to the practice: running intake, matching clients with therapists, scheduling first appointments and sending the emails the practice chooses to send.
- To keep the service secure: signing people in, detecting misuse and keeping audit records.
- To support practices when they ask for help.
IntakeBird does not sell information, does not use it for advertising, and does not use client information to train artificial intelligence models.
How information is protected
- The service runs on Google Cloud in the United States, under Google's Business Associate Agreement.
- Information is encrypted in transit and at rest. Sensitive form answers are additionally encrypted with a key that belongs to each practice, and can be opened only through logged actions.
- Each practice's information is kept separate. Staff see only their own practice, and only what their role allows.
- Uploaded files are checked for viruses before staff can open them.
- Staff are signed out automatically after a period without activity.
Sharing
We share information only with the service providers we need to run IntakeBird (such as Google Cloud for hosting, and the email service a practice connects, such as Microsoft 365 or Google Workspace), under agreements that protect it, or when the law requires it. We do not share information with anyone for their own marketing.
Connected mailboxes
When a practice or staff member connects a Microsoft 365 or Google Workspace mailbox, IntakeBird asks only for the permissions it needs to send email from that mailbox and to read email to and from saved client addresses. The connection can be removed at any time from IntakeBird or from the email provider's account settings.
How long information is kept
Practices decide how long their information is kept, within the limits of their legal obligations. When a practice stops using IntakeBird, its information is returned or deleted as agreed with the practice.
Your choices
Clients can ask the practice they contacted to see, correct or delete their information. Practice staff can ask their practice administrator. Anyone can contact us at contact@intakebird.com.
Changes
We will post any change to this policy on this page and update the date at the top. Significant changes will be shared with practices before they take effect.
Contact
Questions about privacy: contact@intakebird.com.
Please don't send health information by email. If you're a client of a practice that uses IntakeBird, contact your practice directly.