Return & Refund Policy
Your satisfaction is our priority
We stand behind Intake.Dental. If you're not satisfied with our platform or services, we offer a comprehensive 30-day money-back guarantee from the date of purchase. This policy covers eligible subscriptions and add-ons purchased through our platform.
✓ What's Covered
Subscriptions Refundable
Full refund within 30 days of initial purchase for:
- Solo Practice subscriptions
- Multi-Location subscriptions
- Add-on services (Insurance Verification, PMS Integration, etc.)
If the platform doesn't meet your needs and our support team cannot resolve the issue.
Monthly Subscriptions Refundable
First month's payment is fully refundable if:
- Requested within 30 days of signup
- Platform does not meet your practice's requirements
- We cannot provide a technical remedy
Cancel anytime to prevent future billing.
✗ What's Not Refundable
Subscription Renewals Non-Refundable
- Monthly renewal charges after the first month
- Annual renewal charges after the first year
The 30-day guarantee applies only to the initial purchase. You can cancel anytime to stop future charges.
Professional Services Conditional
- Completed setup/onboarding services
- Delivered custom development work
- Finished form or workflow customizations
Pro-rated refunds may be available for work not yet started.
Third-Party Services Non-Refundable
- Stripe payment processing fees
- Insurance verification transaction fees
- PMS integration (Sikka AI) fees
- Video consultation platform costs
These are billed by or through their respective providers.
Data Storage & Processing Non-Refundable
- HIPAA-compliant cloud storage used
- Data migration services completed
- Backup services already rendered
Data will be retained per our data retention policy and BAA.
💳 Subscription & Billing Management
Active Subscription
Valid payment method on file
Payment Fails
Email notification sent
Grace Period
7 days to update payment
Service Paused
Portal & forms disabled
⚠️ Important Billing Notes
Maintain Valid Payment Method: To avoid service interruption, you must keep a valid credit card on file.
Grace Period: If a charge fails, we provide a 7-day grace period with email reminders.
Service Restoration: Update your payment method to immediately restore all services, including your patient portal, form submissions, and integrations.
Data Retention: Your data remains secure on our HIPAA-compliant infrastructure during service suspension and for 30 days after cancellation.
📧 How to Request a Refund
Contact Support
Email support@intake.dental within 30 days of your initial purchase.
Provide Information
Include your practice name, subdomain, billing email, and a brief description of the issue you're experiencing.
Support Resolution
Our team will work to resolve any technical issues first. We want you to succeed with our platform!
Refund Processing
If we cannot resolve the issue, we'll process your refund to the original payment method within 5-7 business days.
🔄 Late or Missing Refunds
After we've confirmed your refund:
- Check your bank statement (may take 5-10 business days to appear)
- Contact your credit card company (processing times vary)
- Check with your bank (some institutions have longer processing times)
- If still not received after 14 days, email us at support@intake.dental
🔒 Data Handling Upon Cancellation
When you cancel or request a refund:
- Your patient data remains on our HIPAA-compliant infrastructure for 30 days
- You can export all data at any time during this period through your dashboard
- After 30 days, all data is permanently and securely deleted
- Deletion certificates are available upon request for compliance records
- Encrypted backups are purged within 90 days of account deletion
Questions About Our Refund Policy?
We're here to help! Contact our support team at:
Response time: Within 24 business hours