1. Scope
This policy describes how OrderIntake collects and protects information on https://orderintake.ai. Read it with our Terms of Service.
2. Data we process
Account data: name, email, role, company domain. Prospect form data. Tenant configuration (fax numbers, Online Order Site settings, SSO metadata). Order data and original artifacts, which may include PHI once a tenant is live. Public Online Order forms are tenant-scoped by slug and are not gated by company-domain login.
PHI is stored only in that tenant’s database and encrypted at rest with AES-256-GCM. Master routing tables store channel addresses, not clinical content.
3. Hosted AI
OCR and mapping run on self-hosted models on RunPod Secure Cloud under a BAA. Prompts are not sent to consumer LLM APIs. Inference audit logs record tenant, model, and latency — not the document payload.
4. Subprocessors (when live)
Hosting provider, Postgres/backups, object storage, Stripe, Loops.so for transactional account email, soft-fax vendor, and RunPod Secure Cloud. Each requires a BAA before PHI flows.
5. Your rights
Tenant-admins control user access. Patients should direct rights requests to the covered entity that received the order. Contact privacy@orderintake.ai for platform account questions.