Privacy Policy

Effective Date: August 25, 2026
Last Updated: September 2, 2026

PI Intake Ops (“PI Intake Ops,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the

information

entrusted to us.

This Privacy Policy explains how we collect, use, store, disclose, and protect information when you visit our website,

request a demonstration, communicate with us, participate in a trial, or use our AI-powered intake and communication

services.

1. Information We Collect

Depending on how you interact with PI Intake Ops, we may collect:

Contact and Business Information

This may include:

• Name

• Business or law firm name

• Email address

• Telephone number

• Business address

• Job title

• Website

• CRM or practice-management information

• Information submitted through website forms or scheduling pages

Account and Service Information

For clients using PI Intake Ops services, we may process information necessary to configure, operate, monitor, and

support AI agents and related automations. This may include:

• Agent configuration information

• Call routing information

• CRM records

• Lead and prospective-client information

• Call summaries

• Call recordings and transcripts

• SMS and email communications

• Appointment information

• Intake information

PI Intake Ops | Smarter Intake. Faster Response. More Cases.

• Workflow status information

• Documents or information provided through approved workflows

Call, SMS, Email, and AI Interaction Data

Interactions with PI Intake Ops AI agents may be recorded, transcribed, summarized, or otherwise processed to

provide the services.

Depending on the configuration selected by a client, an AI agent may collect information from callers or prospective

clients for intake, follow-up, scheduling, document collection assistance, or other approved purposes.

Website and Technical Information

We may automatically collect information such as:

• IP address

• Browser type

• Device information

• Pages visited

• Referring website

• Date and time of visits

• Website interaction information

• Cookies and similar technologies

Payment Information

Payments may be processed through third-party payment processors. PI Intake Ops generally does not directly store

complete payment card information. Payment information is handled according to the practices and security

requirements of the applicable payment processor.

2. How We Use Information

We may use information to:

• Provide and operate PI Intake Ops services

• Configure AI agents for client firms

• Conduct demonstrations and trials

• Respond to inquiries

• Schedule demonstrations or consultations

• Route and process calls

• Conduct intake and lead follow-up

• Assist with approved document collection workflows

• Send SMS, email, or telephone communications

• Integrate with client CRM or practice-management systems

PI Intake Ops | Smarter Intake. Faster Response. More Cases.

• Generate call summaries, transcripts, reports, and operational data

• Monitor service performance

• Provide customer support

• Process payments

• Improve our services

• Maintain security and prevent misuse

• Comply with legal obligations

• Enforce our agreements and policies

3. Information Processed on Behalf of Clients

PI Intake Ops provides technology and operational services to law firms and other clients.

When we process information collected through a client's AI agents, workflows, telephone numbers, integrations, or

communications, the client generally determines the purpose for which that information is collected and used. As

between PI Intake Ops and the client, the client retains ownership of its client, lead, case, and business data. PI Intake

Ops processes that information to provide the contracted services. Law firms using PI Intake Ops remain responsible

for determining their own legal, ethical, professional, record-retention, disclosure, and consent obligations relating to

their clients and prospective clients.

4. Sensitive Information and Client Documents

PI Intake Ops services may be configured to assist with the collection or processing of documents and information

required by a client. However, users should not provide highly sensitive information through an AI agent or workflow

unless the workflow has specifically been approved and configured for that type of information.

Unless PI Intake Ops has expressly approved a secure workflow for such information, users should not provide:

• Social Security numbers

• Full banking credentials

• Credit or debit card numbers

• Account passwords

• Authentication credentials

• Other highly sensitive financial or security information

Certain agents or workflows may assist with requesting, following up on, receiving, or routing medical records,

case-related documents, identification documents, or other materials required by a client. The exact information

collected depends on the services and configuration selected by the applicable client.

5. Call Recording and Transcription

Calls handled through PI Intake Ops systems may be recorded, transcribed, summarized, or analyzed. Clients are

responsible for ensuring that their use of recording, transcription, SMS, email, and automated communication features

PI Intake Ops | Smarter Intake. Faster Response. More Cases.

complies with applicable federal and state laws, professional requirements, and consent obligations. Where

appropriate, disclosures regarding recording or AI interaction may be incorporated into the client's configured call flow.

6. How We Share Information

We may share information with third-party service providers when necessary to operate our business and provide the

services. These providers may include companies providing:

• AI voice technology

• Telecommunications

• CRM systems

• Workflow automation

• Email and SMS delivery

• Cloud hosting

• Data storage

• Scheduling

• Analytics

• Payment processing

• Customer support

We may also disclose information when reasonably necessary to comply with law, legal process, governmental

requests, enforce our agreements, protect our rights, or prevent fraud, abuse, or security threats. We do not sell

personal information to third parties for their independent marketing purposes.

7. Data Security

PI Intake Ops uses reasonable administrative, technical, and organizational safeguards designed to protect

information

under our control. No internet transmission, AI platform, telecommunications system, CRM, cloud service, or electronic

storage system can be guaranteed to be completely secure. Clients are responsible for maintaining appropriate

security for their own systems, credentials, integrations, user accounts, and connected applications.

8. Data Retention

We may retain information for as long as reasonably necessary to:

• Provide the services

• Maintain business and transaction records

• Resolve disputes

• Meet contractual requirements

• Comply with applicable laws

• Maintain security and prevent fraud

PI Intake Ops | Smarter Intake. Faster Response. More Cases.

Retention periods may vary depending on the type of information, client configuration, third-party platform, and

applicable legal requirements.

9. Cookies and Website Technologies

Our website may use cookies and similar technologies to operate the website, understand website traffic, improve

performance, and measure marketing activity. Your browser may allow you to limit or disable certain cookies.

10. Third-Party Services

PI Intake Ops may integrate with or link to third-party platforms. Those companies maintain their own privacy practices

and policies. PI Intake Ops is not responsible for the independent privacy practices of third-party websites or

platforms.

11. Your Choices

You may contact us to request correction or deletion of certain information maintained directly by PI Intake Ops,

subject

to contractual, legal, operational, and record-retention requirements. If your information was collected by PI Intake Ops

on behalf of a law firm or other client, requests relating to that information may need to be directed to the applicable

client.

If you have opted in to receive SMS communications from PI Intake Ops, you may withdraw your SMS consent at any

time by replying STOP. For SMS assistance, reply HELP or contact us at [email protected].

12. SMS Communications and Consent

PI Intake Ops may send SMS text messages to individuals who have voluntarily provided their mobile telephone

number and consented to receive SMS communications from us.

SMS messages may include appointment confirmations, appointment reminders, responses to inquiries, follow-up

communications, service updates, and occasional promotional messages where the individual has provided

appropriate consent.

Message frequency varies. Message and data rates may apply. You may opt out of SMS communications at any time

by replying STOP. For assistance, reply HELP or contact PI Intake Ops at [email protected].

Consent to receive SMS messages is not a condition of purchasing any goods or services.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information

sharing to subcontractors in support services, such as customer service, is permitted when necessary to provide

services on our behalf. All other use-case categories exclude text-messaging originator opt-in data and consent; this

information will not be shared with any third parties.

Individuals may withdraw SMS consent at any time by replying STOP. Individuals may also contact us to request

access to, correction of, or deletion of certain personal information, subject to applicable legal, contractual,

operational,

and record-retention requirements.

PI Intake Ops | Smarter Intake. Faster Response. More Cases.

Terms and Conditions: https://piintakeops.com/terms-and-condition

13. Children's Privacy

PI Intake Ops services are intended for businesses and their clients and prospective clients and are not directed

toward

children under 13. We do not knowingly use our website to solicit personal information directly from children under 13.

14. Changes to This Privacy Policy

We may update this Privacy Policy periodically. The revised version will be posted on this page with an updated “Last

Updated” date. Continued use of our website or services after an update constitutes acknowledgment of the revised

Privacy Policy where permitted by law.

15. Contact Us

Questions about this Privacy Policy may be directed to:

PI Intake Ops

Email: [email protected]

Website: www.PIIntakeOps.com

Phone: (470) 470-5303

Business Address: 600 Westridge Parkway, STE 714, McDonough, Georgia, USA