Client Intake Privacy Notice
How {{business_name}} handles the personal, professional, and potentially sensitive information you submit during intake.
Effective date: {{effective_date}}
Before you begin, review what this intake asks for, why each item is needed, who can access it, how long it is kept, and safer ways to share sensitive material. Completing an intake does not by itself create a professional, client, patient, employment, or other confidential relationship unless {{relationship_formation_terms}} says otherwise.
At a glance
{{business_name}} uses this intake to {{intake_purpose}}. Required fields are marked; optional fields may be skipped. We use submitted information only for the purposes described here and in our general privacy notice. Marketing is optional and handled separately.
1. Who we are and what this intake covers
The organization responsible for this intake is {{legal_business_name}}, located at {{business_address}}. Questions about this notice or our privacy practices can be sent to {{privacy_contact}}. This notice applies to information collected through this intake and any follow-up needed to assess or begin the requested service.
2. Information this intake requests
We may request {{intake_data_categories}}. Our field inventory identifies {{required_optional_fields}} so you can distinguish information needed to process the request from information that is optional. Do not configure a field as required unless the intake cannot reasonably proceed without it.
3. Why each field is needed
We request each field for the reason documented in {{field_purpose_mapping}}. We do not collect information merely because it might be useful later. If a less intrusive field can achieve the same purpose, use that field instead. Information will not be repurposed incompatibly without a valid basis and appropriate notice.
4. Sensitive or special-category information
This intake may involve {{sensitive_information_categories}}. Sensitive information can include health, disability, financial, identity, legal, criminal-offence, genetic, biometric, racial or ethnic origin, beliefs, union membership, sex-life, or sexual-orientation information, depending on the jurisdiction. Collect it only where necessary and supported by {{sensitive_information_basis}}. Consider a privacy impact assessment before high-risk processing.
5. What not to submit here
Do not submit {{prohibited_submissions}} through ordinary text fields or email. Use {{secure_upload_method}} when sensitive documents are genuinely necessary. This intake is not monitored for emergencies; if the matter is urgent, follow {{urgent_contact_guidance}}. Avoid sending original identity documents, account credentials, payment card security codes, or information about another person unless specifically requested and authorized.
6. Confidentiality and relationship status
Submitting this intake does not guarantee acceptance, create a contract, or automatically establish an attorney-client, health-care, fiduciary, employment, or other protected relationship. Any applicable confidentiality or privilege begins only as described in {{confidentiality_terms}} and {{relationship_formation_terms}}. Until confirmed, avoid sharing unnecessary confidential details.
7. Permission and lawful use
We process intake information under {{permission_and_legal_basis}}. Where explicit consent is required for sensitive information, it must be specific, informed, documented, and capable of withdrawal where the law allows. Consent to receive marketing is not a condition of submitting this intake and is presented separately.
8. Secure uploads and communications
Use {{secure_upload_method}} for requested files. Our safeguards are summarized at {{security_summary}} and may include encryption in transit and at rest, role-based access, multi-factor authentication, logging, backups, and incident procedures where appropriate. No security method is absolute, so do not promise risk-free transmission.
9. Who may receive the information
Access is limited to {{authorized_recipients}} who need the information for the stated purpose. Approved service providers are listed or described at {{service_providers}} and are contractually restricted where required. If we refer your request elsewhere, {{referral_practices}} explains whether we will ask before sharing. We do not sell intake details or use them for unrelated advertising unless clearly disclosed and legally permitted.
10. International processing and safeguards
Information may be processed in {{processing_locations}}. When information crosses borders, we use {{transfer_safeguards}} and explain any material differences in legal protection. Contact {{privacy_contact}} for more information about relevant safeguards or service-provider locations.
11. Retention, incomplete intakes, and deletion
Completed intake records are kept according to {{retention_schedule}}. Unsubmitted or abandoned drafts are retained for {{incomplete_intake_retention}} and then deleted or de-identified unless law, a dispute, or a documented operational need requires otherwise. We securely dispose of information that is no longer needed and periodically review retained sensitive data.
12. Your choices, rights, and contact options
Depending on where you live, you may be able to request access, correction, deletion, portability, restriction, objection, consent withdrawal, or review of a significant automated decision. Submit a request through {{privacy_request_method}}. Details, exceptions, identity-verification steps, response timing, and regulator contacts appear at {{rights_and_regulator_details}}. For human review, accessibility, or another submission method, contact {{accommodation_contact}}. We will post material changes with a new effective date.
