Effective Date: March 16, 2026 | Last Updated: March 16, 2026
HQ Intake LLC ("HQ Intake," "we," "us," or "our") is committed to protecting the privacy and security of personal information entrusted to us. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website hqintake.com (the "Site") or engage our legal intake services (the "Services").
By using our Site or Services, you agree to the terms of this Privacy Policy. If you do not agree, please do not use our Site or Services.
1. Information We Collect
1.1 Information You Provide Directly
We collect information you voluntarily provide, including but not limited to:
- Contact Information: Name, email address, phone number, mailing address
- Case Information: Details about potential legal matters, incident descriptions, injury information, medical provider names, insurance information, and other facts relevant to legal intake and case qualification
- Retainer and Engagement Data: Electronic signatures, signed retainer agreements, and related documentation
- Business Information: Law firm name, bar number, practice area, and other professional details (for our law firm clients)
- Communications: Content of emails, contact form submissions, live chat messages, and other correspondence
1.2 Information Collected Automatically
When you visit our Site, we may automatically collect:
- Device and Browser Information: IP address, browser type and version, operating system, device type
- Usage Data: Pages visited, time spent on pages, referring URL, click patterns
- Cookies and Tracking Technologies: We use cookies, web beacons, and similar technologies to enhance your experience and gather analytics. See Section 7 for details.
1.3 Call Recording and Monitoring
Important: Telephone calls to and from HQ Intake may be recorded and/or monitored for quality assurance, training, compliance, and legal purposes. By calling us or accepting a call from us, you consent to the recording and monitoring of that call. All call recordings are stored securely and access is restricted to authorized personnel.
If you do not consent to call recording, you may notify us at the beginning of the call and submit your information in writing instead.
1.4 Information from Third Parties
We may receive information about you from:
- Our law firm clients who engage us to perform intake services on their behalf
- Lead generation platforms and advertising networks
- CRM systems (e.g., HubSpot, Salesforce) and dialer platforms (e.g., Convoso)
- Public records and databases used for lead qualification
2. How We Use Your Information
We use collected information for the following purposes:
- Service Delivery: To provide legal intake, lead qualification, and retainer signing services on behalf of our law firm clients
- Communication: To respond to your inquiries, follow up on potential cases, and provide requested information
- CRM and Data Management: To enter, manage, and synchronize lead and client data in CRM systems including HubSpot, Salesforce, and other platforms used by our law firm clients
- Quality Assurance: To monitor and improve the quality of our intake services, including call review and agent training
- Compliance: To comply with legal obligations, enforce our agreements, and protect our rights
- Analytics: To analyze website traffic, service performance, and business metrics
- Marketing: To send you information about our services, with your consent where required by law
3. How We Share Your Information
We do not sell your personal information. We may share your information in the following circumstances:
- With Our Law Firm Clients: Information collected during intake is shared with the law firm on whose behalf we are performing services. This is the primary purpose of our Services.
- Service Providers: We share information with third-party vendors who assist in our operations, including CRM providers (HubSpot), telephony platforms (Convoso), e-signature services, cloud hosting providers, and analytics tools. These providers are contractually bound to protect your information.
- Legal Compliance: We may disclose information when required by law, regulation, subpoena, court order, or other legal process.
- Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction.
- With Your Consent: We may share information for other purposes with your explicit consent.
4. HIPAA Compliance
HQ Intake recognizes that certain information collected during legal intake may constitute Protected Health Information ("PHI") under the Health Insurance Portability and Accountability Act ("HIPAA"). Where we act as a Business Associate to our law firm clients who are Covered Entities or Business Associates under HIPAA, we comply with applicable HIPAA requirements, including:
- Entering into Business Associate Agreements (BAAs) with applicable clients
- Implementing administrative, physical, and technical safeguards to protect PHI
- Restricting access to PHI to authorized personnel on a need-to-know basis
- Training all intake staff on HIPAA privacy and security requirements
- Maintaining breach notification procedures in compliance with the HIPAA Breach Notification Rule
- Properly disposing of PHI when no longer needed
If you believe your PHI has been improperly disclosed, please contact us immediately at info@hqintake.com.
5. Data Security
We implement industry-standard security measures to protect your information, including:
- Encryption of data in transit (TLS/SSL) and at rest
- Access controls and role-based permissions for all systems
- Regular security assessments and vulnerability testing
- Employee background checks and confidentiality agreements
- Secure data centers with physical access controls
- Incident response and breach notification procedures
While we strive to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security but are committed to industry best practices.
6. Data Retention
We retain personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law. Retention periods vary based on:
- The nature of the information and the purpose for collection
- Contractual obligations with our law firm clients
- Applicable legal, regulatory, and statute of limitations requirements
- Ongoing business needs such as dispute resolution and record-keeping
Call recordings are retained in accordance with applicable state and federal laws and our agreements with law firm clients.
7. Cookies and Tracking Technologies
Our Site uses cookies and similar technologies to:
- Ensure proper Site functionality
- Remember your preferences
- Analyze Site traffic and usage patterns (e.g., Google Analytics)
- Deliver and measure the effectiveness of advertising
You can control cookie preferences through your browser settings. Disabling cookies may affect Site functionality. We honor Do Not Track signals where required by law.
8. Your Privacy Rights
8.1 California Residents (CCPA/CPRA)
If you are a California resident, the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), provides you with the following rights:
- Right to Know: You may request that we disclose the categories and specific pieces of personal information we have collected about you, the sources of collection, the purposes of collection, and the categories of third parties with whom we share your information.
- Right to Delete: You may request that we delete personal information we have collected from you, subject to certain exceptions.
- Right to Correct: You may request that we correct inaccurate personal information.
- Right to Opt Out of Sale/Sharing: We do not sell or share personal information for cross-context behavioral advertising. If this changes, we will provide a "Do Not Sell or Share My Personal Information" link.
- Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.
- Right to Limit Use of Sensitive Personal Information: You may request that we limit the use of sensitive personal information to purposes necessary for performing our Services.
To exercise these rights, contact us at info@hqintake.com or call (818) 473-5806. We will respond within 45 days.
8.2 European Economic Area Residents (GDPR)
If you are a resident of the European Economic Area (EEA), you have rights under the General Data Protection Regulation (GDPR), including:
- Right of Access: Request a copy of the personal data we hold about you.
- Right to Rectification: Request correction of inaccurate or incomplete data.
- Right to Erasure: Request deletion of your personal data under certain conditions.
- Right to Restrict Processing: Request that we limit how we use your data.
- Right to Data Portability: Request a copy of your data in a structured, machine-readable format.
- Right to Object: Object to processing of your data based on legitimate interests or for direct marketing.
- Right to Withdraw Consent: Where processing is based on consent, you may withdraw consent at any time.
To exercise these rights, contact us at info@hqintake.com. We will respond within 30 days.
8.3 Other State Privacy Laws
Residents of Virginia, Colorado, Connecticut, Utah, and other states with comprehensive privacy laws may have similar rights. Please contact us to exercise any applicable rights.
9. Children's Privacy
Our Site and Services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn that we have collected information from a child under 18, we will promptly delete it. If you believe a child has provided us with personal information, please contact us at info@hqintake.com.
10. Third-Party Links
Our Site may contain links to third-party websites. We are not responsible for the privacy practices of those websites. We encourage you to read the privacy policies of any third-party sites you visit.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we make material changes, we will update the "Effective Date" and "Last Updated" date at the top of this page. We encourage you to review this Privacy Policy periodically. Continued use of our Site or Services after changes constitutes acceptance of the updated policy.
12. Contact Us
If you have questions, concerns, or requests related to this Privacy Policy or our data practices, please contact us:
HQ Intake LLC
Encino, California
Email: info@hqintake.com
Phone: (818) 473-5806
Website: hqintake.com