Terms of Service

Intake AI helps authorized clinical research teams generate study source documents and operate study workflows. The Service includes a web platform that assists with drafting, reviewing, and managing clinical trial source documents generated from study materials such as case report forms (CRFs), protocols, and lab manuals, and a browser extension that assists with building, configuring, and verifying study workflows within supported browser-based clinical research systems (such as approved CRIO, RealTime, EClinPro, or other Intake AI-supported application domains). With user approval, the Service can write approved documents and entries into customer eSource and clinical research systems.

The Service acts only in connection with workflows a user initiates and controls. Where the Service detects uncertainty, mapping ambiguity, or another condition requiring review, the workflow pauses and requests user input rather than continuing automatically. Documents and entries are finalized only through the confirmations and approvals the Service presents to the user.

The Service is a business product for clinical research professionals and is not intended for use by children. You must be at least 18 years old, and you may use the Service only on systems and data you are authorized to access.

Use of the Service requires an Intake AI account. You agree to provide accurate account information, keep your credentials confidential, and notify us promptly of any unauthorized use. You are responsible for activity under your account.

Subject to these Terms, Intake AI grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Service, including to install and use the Extension, for its disclosed purpose of assisting with clinical research source document generation and study workflows.

You may not: copy, modify, distribute, sell, or lease any part of the Service; reverse engineer or attempt to extract its source code, except where applicable law permits this despite this restriction; remove or alter proprietary notices; circumvent security or access controls; access the Service by automated means other than through its intended interfaces; or use the Service or its outputs to develop a competing product or service.

The web platform processes the study materials and instructions you provide to generate draft source documents and workflow outputs, using the cloud infrastructure, database, authentication, and AI processing providers described in the Intake AI Privacy Policy.

To provide its disclosed functionality, the Extension requests Chrome permissions - which may include activeTab, tabs, scripting, storage, sidePanel, and host permissions limited to supported clinical research application domains. Each permission is used only for the purposes described in the Intake AI Chrome Extension Privacy Policy. The Extension reads and interacts with supported pages only in connection with authenticated Intake AI workflows you initiate. It is not designed to monitor unrelated websites or collect general browsing activity for advertising, profiling, or unrelated purposes.

The Extension is distributed through the Chrome Web Store and updates automatically through Chrome. Updates may add, change, or remove functionality. Where an update changes how user data is collected or used, we will provide the disclosures and obtain the consent the Chrome Web Store User Data Policy requires.

We may otherwise change, suspend, or discontinue the Service or any part of it at any time, subject to any applicable Customer Agreement.

You may use the Service only on systems and data you are authorized to access, and only in compliance with applicable law and regulation (including HIPAA, 21 CFR Part 11, and good clinical practice requirements, where applicable), your organization’s policies, and, for the Extension, Chrome Web Store policies.

You must not:

• use the Service to access or process PHI unless a BAA between Intake AI and your organization covering that use is in place;
• use the Service to access systems, accounts, or data you are not authorized to access;
• upload or transmit malicious code, or interfere with or disrupt the Service, Intake AI systems, or third-party systems;
• probe, scan, or test the vulnerability of the Service or Intake AI systems without authorization;
• attempt to re-identify de-identified or aggregated data;
• use Service data for advertising, marketing profiling, creditworthiness determination, or sale to data brokers; or
• misrepresent Service outputs as human-reviewed or signed off when they were not.

The Service assists with source document generation and study workflows. It does not replace professional judgment, human review, or any review or approval step your obligations require.

You and your organization are responsible for: ensuring you have authority to access the underlying clinical research systems and to instruct Intake AI to process the information they contain; reviewing and approving Service outputs before relying on them or finalizing any document or entry; the accuracy and legality of information entered into your systems; and compliance with protocol, regulatory, record-keeping, and signature obligations, including 21 CFR Part 11 and trial master file requirements.

The Service does not provide medical, clinical, or legal advice.

Intake AI owns the Service and all related intellectual property. These Terms grant you no rights other than the limited license in Section 4.

As between you and Intake AI, study information, source documents, configuration data, and other content processed through the Service remain yours or your organization’s. You grant Intake AI the rights needed to process that content to provide and improve the Service, as described in the Intake AI Privacy Policy and any applicable Customer Agreement.

Where permitted by the applicable Customer Agreement and BAA, Intake AI may create and use data de-identified in accordance with 45 CFR 164.514(a)-(c) to operate, secure, and improve its products and the models that power them. Intake AI does not attempt to re-identify de-identified data and does not use PHI that has not been de-identified for product improvement or model training.

If you send us feedback or suggestions, we may use them without restriction or obligation to you.

Your use of the Service is governed by the Intake AI Privacy Policy and, for the Extension, the Intake AI Chrome Extension Privacy Policy. Our use of information received from Google APIs and Chrome extension APIs adheres to the Chrome Web Store User Data Policy, including the Limited Use requirements.

The Service operates alongside third-party systems you use - your browser, the Chrome Web Store, and your organization’s clinical research and eSource applications - and relies on service providers Intake AI uses for cloud infrastructure, database, authentication, and AI processing. Third-party systems are governed by their own terms and policies, and your organization’s agreements with those vendors govern your access to them. Intake AI is not responsible for third-party systems or services.

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE,” WITH ALL FAULTS AND WITHOUT WARRANTY OF ANY KIND. TO THE MAXIMUM EXTENT PERMITTED BY LAW, INTAKE AI DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, ACCURACY, AND NON-INFRINGEMENT.

Service outputs are drafts and workflow assistance. They may be incomplete, inaccurate, or unsuited to a particular study, and they require review and approval by an authorized user before reliance. Intake AI does not warrant that the Service will be uninterrupted or error-free, or that outputs will satisfy any regulatory requirement.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, INTAKE AI WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, DATA, OR GOODWILL, ARISING FROM OR RELATED TO YOUR USE OF THE SERVICE.

Where a Customer Agreement applies to your organization’s use, its liability terms govern. Otherwise, Intake AI’s aggregate liability arising from or related to the Service will not exceed one hundred U.S. dollars (US $100).

To the extent permitted by law and subject to any applicable Customer Agreement, you agree to indemnify and hold harmless Intake AI from claims, damages, and expenses (including reasonable attorneys’ fees) arising from your use of the Service in violation of these Terms or applicable law, or your use of the Service on systems or data you were not authorized to access.

You may stop using the Service at any time by closing your account and uninstalling the Extension through Chrome. We may suspend or terminate your access to the Service at any time for breach of these Terms, for security or legal risk, or as required by law, subject to any applicable Customer Agreement.

Sections 8, 11, 12, 13, 16, and 17 survive termination. Closing your account or uninstalling the Extension does not automatically delete information previously transmitted to Intake AI servers; that information remains subject to the applicable privacy policy, Customer Agreement, and retention obligations.

We may update these Terms from time to time. When we do, we will update the “Last Updated” date above. For material changes, we will provide notice through the Service, our website, or the Chrome Web Store listing, or by other reasonable means, before the change takes effect. Your continued use of the Service after updated Terms take effect constitutes acceptance.

These Terms are governed by the laws of the State of Delaware, without regard to conflict-of-laws rules. The state and federal courts located in Delaware have exclusive jurisdiction and venue over disputes arising from these Terms, and you consent to their jurisdiction.

These Terms, together with the Intake AI Privacy Policy, the Intake AI Chrome Extension Privacy Policy, and any applicable Customer Agreement and BAA, are the entire agreement between you and Intake AI regarding the Service. If any provision is found unenforceable, the rest remain in effect. Our failure to enforce a provision is not a waiver. You may not assign these Terms without our consent; we may assign them in connection with a merger, acquisition, or sale of assets. There are no third-party beneficiaries.

For questions about the Service or these Terms, please contact:

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