Terms of Service
PromptIntake, a service of Formsort Inc.
Effective date: April 13, 2026
Welcome to PromptIntake (https://promptintake.com), a service operated by Formsort Inc. ("Formsort," "we," "us," or "our").
These Terms of Service ("Terms") are a binding contract between you ("you" or "Customer") and Formsort Inc. These Terms govern your access to, browsing, and use of the PromptIntake website and services, any content that we make available through the service, and any services that we provide (collectively, the "Services").
Please read these Terms carefully before using the Services. By accessing, browsing, or using the Services, you acknowledge that you have read, understood, and agree to be bound by these Terms and to comply with all applicable laws and regulations. If you do not agree to these Terms, you are not authorized to use the Services.
Part I: General Terms
1. Changes to These Terms
We may revise and update these Terms from time to time in our sole discretion. All changes are effective immediately and apply to all access to and use of the Services thereafter. We will use reasonable efforts to give you prior written notice of any material changes.
Your continued use of the Services following the posting of revised Terms means that you accept and agree to the changes.
2. Conflicting Agreements
If you have entered into a separate written agreement with Formsort Inc. for use of the Services (such as a Master Service Agreement or Enterprise Agreement), the terms of that agreement will govern to the extent they conflict with these Terms. In the absence of such a separate agreement, these Terms apply in full.
3. Privacy
We take the privacy of our users seriously. For our current Privacy Policy, please visit our Privacy Policy. The Privacy Policy is incorporated into these Terms by reference.
Children's Privacy: The Children's Online Privacy Protection Act ("COPPA") requires that online service providers obtain parental consent before they knowingly collect personally identifiable information online from children who are under 13. We do not knowingly collect or solicit personally identifiable information from children under 16. If you are a child under 16, please do not attempt to register for the Services or send any personal information about yourself to us. If we learn we have collected personal information from a child under 16, we will delete that information as quickly as possible. If you believe that a child under 16 may have provided us personal information, please contact us at hello@promptintake.com.
4. Account Security
To access the Services, you may be required to sign up for an account and select a password and username or provide an email address. It is a condition of your use of the Services that all the information you provide is correct, current, and complete.
You may not:
- Select as your username a name that you don't have the right to use, or another person's name with the intent to impersonate that person
- Transfer your account to anyone else without our prior written permission
- Share your login credentials with any other person or entity
You must treat your login information as confidential. You agree to notify us immediately of any unauthorized access to or use of your username or password or any other breach of security. You also agree to ensure that you exit from your account at the end of each session.
We have the right to disable any username, password, or other identifier, whether chosen by you or provided by us, at any time in our sole discretion for any or no reason, including if, in our opinion, you have violated any provision of these Terms.
5. Prohibited Uses
You may use the Services only for lawful purposes and in accordance with these Terms. You agree not to use the Services:
- In any way that violates any applicable federal, state, local, or international law or regulation
- For the purpose of exploiting, harming, or attempting to exploit or harm minors in any way
- To transmit any advertising or promotional material, including "junk mail," "chain letters," "spam," or similar solicitations
- To impersonate or attempt to impersonate Formsort, a Formsort employee, another user, or any other person or entity
- To engage in any conduct that restricts or inhibits anyone's use or enjoyment of the Services, or which may harm Formsort or users of the Services
Additionally, you agree not to:
- Use the Services in any manner that could disable, overburden, damage, or impair the site or interfere with any other party's use of the Services
- Use any robot, spider, or other automatic device to access the Services for any purpose not expressly authorized
- Use any device, software, or routine that interferes with the proper working of the Services
- Introduce any viruses, Trojan horses, worms, logic bombs, or other malicious material
- Attempt to gain unauthorized access to, interfere with, damage, or disrupt any parts of the Services or any server, computer, or database connected to the Services
- Decompile, reverse engineer, or otherwise attempt to obtain the source code or underlying ideas of the Services
- Attack the Services via a denial-of-service attack or distributed denial-of-service attack
6. Intellectual Property
Formsort reserves all rights to its trademarks, service marks, and logos. The contents of the Services are protected by copyright and intellectual property laws. Copyright © 2026 Formsort Inc. All rights reserved.
You may not copy or distribute any portion of the Services, except as necessary to use the Services as intended.
7. Links to Third-Party Sites
If the Services contain links to other sites and resources provided by third parties, these links are provided for your convenience only. This includes links to payment processors such as Stripe, which are subject to their own terms of service. We have no control over the contents of those sites or resources and accept no responsibility for them or for any loss or damage that may arise from your use of them.
Part II: Service Terms
8. Payments, Renewals, and Cancellation
Payments: All fees are exclusive of all taxes, levies, or duties imposed by taxing authorities. You shall be responsible for payment of all such taxes, levies, and duties. Any fees received are non-refundable.
We offer payments through third-party payment processors. By making payments to us, you indicate that you have reviewed and agree to the terms of service and privacy policy of the payment processor.
Automatic Renewal: Paid accounts are subscriptions. You will be billed in advance on a recurring, periodic basis. Your subscription will automatically renew at the end of each billing cycle until you cancel.
Downgrades: Downgrading your plan may cause the loss of features or capacity of your account. We do not accept any liability for such losses. Downgrading your subscription will not cause you to lose your forms or your data.
Cancellation: You may cancel your subscription at any time through your account settings or by contacting hello@promptintake.com. Upon cancellation:
- You will retain full access to your account through the end of your current billing cycle
- After your billing cycle ends, your forms will stop accepting new submissions
- You will have thirty (30) days of read-only access to export your forms and response data
- After this thirty (30) day period, your data will be permanently deleted
- We will send a reminder email seven (7) days before deletion
To delete your account and data immediately, submit a request to hello@promptintake.com.
Finance Charges: Unpaid fees are subject to a finance charge of one percent (1.0%) per month, or the maximum permitted by law, whichever is lower, plus all expenses of collection, including reasonable attorneys' fees.
9. Use of the Services
You accept and assume sole responsibility for your use of the Services.
Form Responses: As between Formsort and you, you own all rights to the forms you create and the data submitted through them ("Form Data"). You are solely responsible for ensuring that your collection and use of Form Data complies with all applicable laws and regulations.
Sensitive Data: You agree not to use the Services to collect, process, or transmit sensitive categories of information (such as protected health information under HIPAA, financial account information, or government identifiers) unless you have entered into a Business Associate Agreement (BAA) or other appropriate agreement with us.
Compliance: You represent and warrant that your use of the Services complies with all applicable laws and regulations, including but not limited to HIPAA, state privacy laws, and any industry-specific regulations applicable to your use case.
10. Artificial Intelligence (AI) Capabilities
PromptIntake offers features powered by artificial intelligence ("AI") to help you create, manage, and optimize your forms. This includes the ability to upload documents (such as PDFs) and have AI extract and structure form content.
In some cases, we use large language models (LLMs) provided by third parties, such as OpenAI and Anthropic, to support these features. In connection with this, certain non-personally identifiable form metadata and user-generated prompts may be shared with these LLM providers to help improve our models.
We will not share any form responses or submitted data with LLM providers.
By using our AI-powered features, you acknowledge and consent to the sharing of this limited data for model improvement purposes, subject to our Privacy Policy and applicable data protection laws.
11. Data Storage and Retention
PromptIntake provides you with the ability to store and manage Form Data directly within our platform. By default, Form Data collected via your forms will be securely stored, allowing you to access, filter, download, and integrate data with external systems.
Termination: Upon termination of your account, you must download your data prior to termination. Following termination, we have no obligation to retain your data and may permanently delete it in accordance with our internal policies and procedures.
HIPAA Compliance: For Customers subject to HIPAA compliance obligations, we will retain necessary audit logs and compliance-related records for a minimum of six (6) years as required by HIPAA.
12. APIs and Third-Party Services
You acknowledge and agree that the Services may operate on or with or using application programming interfaces (APIs) and/or other services operated or provided by third parties ("Third-Party Services"). We are not responsible for the operation of any Third-Party Services nor the availability or operation of the Services to the extent such availability and operation is dependent upon Third-Party Services.
You are solely responsible for procuring any and all rights necessary for you to access Third-Party Services and for complying with any applicable terms or conditions thereof. We do not make any representations or warranties with respect to Third-Party Services or any third-party providers.
13. Our Use of Your Data
Form Analytics and Metadata: We may collect and use aggregated, de-identified data about the structure and usage of forms created using the Services ("Form Analytics")—including but not limited to form configuration, completion rates, field drop-off, time to complete, component usage patterns, and technical performance—for the purposes of operating, improving, promoting, and marketing the Services. Such Form Analytics will not include any submitted form responses or identify you or any individual end user.
Restrictions on Form Responses: We will not access, use, or analyze the content of submitted form responses for analytics, marketing, or product development purposes, except as necessary to provide the Services or with your prior written consent.
General Data Use: We will process your data only to perform our obligations under these Terms. We will not modify, sell, distribute, or otherwise disclose your data to any third party, except where you configure integrations with third-party providers or as otherwise described in these Terms and our Privacy Policy.
14. Confidentiality
Each party (the "Receiving Party") understands that the other party (the "Disclosing Party") has disclosed or may disclose information relating to the Disclosing Party's technology or business ("Proprietary Information").
The Receiving Party agrees:
- Not to divulge to any third person any such Proprietary Information
- To give access to such Proprietary Information solely to those employees with a need to have access thereto for purposes of these Terms
- To take the same security precautions to protect against disclosure or unauthorized use of such Proprietary Information that the party takes with its own proprietary information, but in no event less than reasonable precautions
The foregoing will not apply with respect to any information that the Receiving Party can document:
- Is or becomes generally available to the public without any action by the Receiving Party
- Was in its possession or known by it prior to receipt from the Disclosing Party
- Was rightfully disclosed to it without restriction by a third party
- Was independently developed without use of any Proprietary Information of the Disclosing Party
Part III: Disclaimers and Liability
15. Warranty Disclaimer
THE SERVICES AND ANYTHING PROVIDED IN CONNECTION WITH THESE TERMS ARE PROVIDED "AS-IS," WITHOUT ANY WARRANTIES OF ANY KIND. FORMSORT (AND ITS AGENTS, AFFILIATES, LICENSORS, AND SUPPLIERS) HEREBY DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, ALL IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.
FORMSORT DOES NOT WARRANT THAT THE SERVICES WILL MEET YOUR REQUIREMENTS OR THAT THE SERVICES WILL BE UNINTERRUPTED, TIMELY, SECURE, OR ERROR-FREE.
16. Limitation of Liability
IN NO EVENT WILL FORMSORT (OR ANY OF ITS AGENTS, AFFILIATES, LICENSORS, OR SUPPLIERS) BE LIABLE FOR ANY INDIRECT, PUNITIVE, INCIDENTAL, SPECIAL, OR CONSEQUENTIAL DAMAGES, OR COST OF PROCUREMENT OF SUBSTITUTE GOODS, SERVICES, OR TECHNOLOGY, ARISING OUT OF OR IN ANY WAY CONNECTED WITH THE USE OF THE SERVICES OR ANYTHING PROVIDED IN CONNECTION WITH THESE TERMS, INCLUDING WITHOUT LIMITATION, LOSS OF REVENUE OR ANTICIPATED PROFITS OR LOST BUSINESS OR LOST SALES, WHETHER BASED IN CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY, OR OTHERWISE, EVEN IF FORMSORT HAS BEEN ADVISED OF THE POSSIBILITY OF DAMAGES.
THE TOTAL LIABILITY OF FORMSORT, WHETHER BASED IN CONTRACT, TORT (INCLUDING NEGLIGENCE OR STRICT LIABILITY), OR OTHERWISE, WILL NOT EXCEED, IN THE AGGREGATE, THE LESSER OF (i) TEN THOUSAND DOLLARS, OR (ii) THE FEES PAID TO FORMSORT HEREUNDER IN THE THREE MONTH PERIOD ENDING ON THE DATE THAT A CLAIM OR DEMAND IS FIRST ASSERTED.
THE FOREGOING LIMITATIONS WILL APPLY NOTWITHSTANDING ANY FAILURE OF ESSENTIAL PURPOSE OF ANY LIMITED REMEDY.
17. Indemnification
You agree to indemnify, defend, and hold harmless Formsort, its parents, subsidiaries, and other affiliated companies (and the respective officers, directors, employees, or agents of any such entities) from and against any and all claims, liabilities, damages, losses, costs, expenses, and fees (including reasonable attorneys' fees) that such parties may incur as a result of or arising from your (or anyone using your account) use of the Services or violation of these Terms.
We reserve the right to assume the exclusive defense and control of any matter otherwise subject to indemnification by you, and in such case, you agree to cooperate with our defense of such claim.
Part IV: General Provisions
18. Service Availability
We will undertake commercially reasonable efforts to make the Services available. Notwithstanding the foregoing, we reserve the right to suspend your access to the Services: (i) for scheduled or emergency maintenance, or (ii) in the event you are in breach of these Terms, including failure to pay any amounts due.
19. U.S. Government Matters
You may not provide to any person or export or re-export or allow the export or re-export of the Services or any software or anything related thereto in violation of any restrictions, laws, or regulations of the United States Department of Commerce, the United States Department of Treasury Office of Foreign Assets Control, or any other United States or foreign agency or authority. By using the Services, you represent and warrant that you are not located in, under the control of, or a national or resident of any country subject to United States embargo, and that you are not on any U.S. government restricted party list.
20. California Consumer Privacy Act (CCPA)
The terms "personal information," "service provider," "sale," and "sell" are as defined in applicable data privacy laws, including without limitation the California Consumer Privacy Act ("CCPA"). The parties acknowledge and agree that Formsort is a "service provider" for the purposes of applicable data privacy laws. We agree that we shall not (a) retain, use, or disclose any personal information provided by you except as necessary to perform the services as set forth in these Terms or as otherwise permitted by applicable data privacy laws, or (b) sell any such personal information.
21. Force Majeure
Neither party will be held responsible or incur any liability for any delay in or inability to perform any part of these Terms to the extent that such delay or inability results from causes beyond its control, including fire, flood, explosion, civil commotion, natural disasters, epidemic or pandemic, acts of government, war, labor dispute, or other similar situations.
22. Governing Law and Jurisdiction
These Terms will be governed by the laws of the State of New York, U.S.A. without regard to its conflict of laws provisions. The federal and state courts sitting in New York County, New York, U.S.A. will have proper and exclusive jurisdiction and venue with respect to any disputes arising from or related to the subject matter of these Terms.
23. Waiver and Severability
The failure of Formsort to exercise or enforce any right or provision of these Terms shall not constitute a waiver of such right or provision. If any provision of these Terms is found by a court of competent jurisdiction to be invalid, you agree that the court should endeavor to give effect to the intentions of the parties as reflected in the provision, and that the other provisions of these Terms remain in full force and effect.
24. Entire Agreement
These Terms, together with the Privacy Policy and any additional terms to which you agree when using the Services, constitute the entire and exclusive statement of the agreement between you and Formsort regarding the Services and supersede all prior and contemporaneous understandings, agreements, representations, and warranties, both written and oral, regarding the Services.
25. Assignment
These Terms are not assignable, transferable, or sublicensable by you except with our prior written consent. We may transfer and assign any of our rights and obligations under these Terms with written notice to you.
26. Electronic Communications
When you visit the Services or send emails to us, you are communicating with us electronically. We may respond to you by email or by posting notices on the Services. You agree that all such notices, disclosures, and other communications that we provide to you electronically satisfy any legal requirement that such communications be in writing.
27. Survival
All sections of these Terms which by their nature should survive termination will survive termination, including, without limitation, restrictions, accrued rights to payment, confidentiality obligations, intellectual property rights, warranty disclaimers, and limitations of liability.
Contact Information
PromptIntake is a service of Formsort Inc.