This is version 2026-10-09-when-posted, which takes effect October 17, 2026. Until then version 2026-10-05, effective October 13, 2026, is the one in effect.

Cancellation + Refund Policy

Effective date: 2026-09-23 Last updated: 2026-10-09

"Intake Gateway", "we" and "us" below mean Intake Gateway LLC, a New Mexico limited liability company.

0. Free trial

New accounts start with their first month free: a 30-day free trial. A payment card is required to start it, nothing is charged before the trial ends, and cancelling before the trial ends (Section 7) means no charge at all. Every call is included during the trial, with no call limit -- the 30 days are the limit, and the fair-use guide in the Terms (Section 7) applies during the trial as after it. On day 31 the plan starts and the first charge is made, at the price shown on our pricing page and in your account. One trial per firm and per payment card. A trial that was already running when this version took effect keeps the end date it was given when it started, as shown on your Billing page.

1. Cancelling your subscription

You can cancel at any time, yourself, from the billing portal in your account (Section 7). No email, call, approval, or waiting on a human decision is involved.

Cancellation takes effect at the end of your current billing period, and fees already paid for that period are not refunded -- except that Section 2's first-charge refund, when it applies, refunds your first charge and ends your subscription at once. We may end your access at any point before then; if we do so without cause, Section 2's prorated refund applies. Nothing in this policy limits our right under Terms of Service Section 8 to suspend, terminate, or discontinue the Service at any time, for any reason, with or without notice. Plan your call coverage accordingly.

2. Refunds

Your first charge, if your line was barely used. You can refund your account's first charge yourself if all of these are true when you ask: it was made no more than 14 days ago; it has not already been refunded, in whole or in part, or disputed with your card issuer; no first charge paid with the same card has been, or is being, refunded this way on any other account; and your account shows fewer than 5 calls in total -- every call your Intake Gateway line has received since your account began, including calls during the free trial and calls that did not complete, and not counting calls we classified as spam. Sign in, open Billing, and use Refund my first charge. The option appears there only while these conditions hold, with the last moment you can use it, and they are checked again when you use it. The refund is the full amount of that charge, to the card it was charged to (when it reaches your statement is up to your card issuer), and it ends your subscription at once: we stop answering your calls, and Section 5 applies from then. If the refund cannot be completed at the moment you ask, it is completed automatically afterwards -- together with the end of your subscription, if that did not happen at once -- even if the 14 days have run out by the time it goes through, unless the charge is disputed with your card issuer in the meantime. While it is being completed, a new subscription cannot be started. It applies to the first charge on your account only -- never to a later charge, never a second time, including if you subscribe again, and once per card -- and it is made only from the Billing page.
Otherwise, the monthly fee is non-refundable for a billing period you have already started — you keep full access through the end of that period instead (see Section 1), which is the equivalent value.
There are no usage or per-call charges to refund: the plan is a single flat monthly fee that includes every answered call.
If we terminate or discontinue the Service without cause, we refund the unused portion of the fee you prepaid for the then-current billing period, prorated to the date your access ends. That refund is your sole and exclusive remedy for the termination (Terms of Service Section 8). No refund is due where we suspend or terminate for your breach, for non-payment, or following a chargeback, and, apart from the first-charge refund above, no refund is due when you cancel.

3. Plan changes

There is one plan, so there is nothing to upgrade or downgrade between.

4. Failed payment and involuntary suspension

This is different from cancelling on purpose. If a payment fails, we may send an email notice and allow a grace period to update your payment method before the Service is suspended, and we may suspend without notice. If your subscription remains suspended for non-payment for 30 days, it is treated as cancelled effective that date, and the data handling in Section 5 below applies from there.

5. What happens to your data after cancellation

Keep your own copies. We do not guarantee dashboard access continues after cancellation takes effect, and do not undertake to provide any export tool, export window, or copy of your data, whether before or after cancellation. We are not obliged to restore access, re-export, or send you anything.
Download what you need before you cancel, and do not wait. While your account is live, each call's recording, transcript, summary and intake record is in your dashboard and you can take copies at any time -- but recordings and transcripts are deleted on our routine schedule a short time after each call, whether or not you have cancelled, so the window to copy them is measured from the call, not from cancellation. The email we send after each call carries the summary and the intake details, not the recording or the full transcript — those stay behind your sign-in. Anything written to your own Clio or Cal.com account stays in your account. Connecting Clio or a calendar is optional, so if you have connected neither, the only copies outside Intake Gateway are the per-call emails we have already sent you.
Anything that lives in your own connected Clio or Cal.com account is unaffected by cancelling Intake Gateway — those are your accounts, not ours, and we never had exclusive custody of that data. (Stripe is different: it is our payment processor, not an account of yours, and your billing records with us are covered by the schedule above.)

6. Chargebacks and disputes

If a payment is disputed or charged back, we may suspend or terminate the Service immediately. We may, at our discretion, restore access if the dispute resolves in our favor; if it resolves against us, your subscription is treated as cancelled from the date of the disputed charge.

7. How to cancel

Sign in, open Billing, and use Manage billing -- that button opens our payment provider's own portal, where you can cancel. That is the whole process: no approval, call, email or wait on a human decision is involved. Your cancellation is recorded at once and takes effect at the end of the period you have paid for (Section 1); you keep access until then.

If your first charge qualifies under Section 2, Billing also shows Refund my first charge. Using it refunds that charge and ends your subscription at once, rather than at the end of the period.

If you cannot reach the portal for any reason, email contact@intakegateway.com from your account's registered email address and we will cancel it for you. That is a fallback, not the route — the portal is always available to a signed-in account.

8. Changes to this policy

A change takes effect when we post it here. We email active subscribers about a material change when it is posted, consistent with the Terms of Service's amendment process.