Straight answers
We would rather explain the limits now than make a customer discover them later. These answers describe the private beta today and identify the decisions that must still be finalized before commercial sales.
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The installed program can store the company profile, routing rules, selected storage locations, submissions, attachments, calls, recordings, transcripts, summaries, client and project records, inventory information, legacy files, review markers, audit receipts, and encrypted connection credentials.
This information is written to the business computer, network, and local or cloud drives chosen during setup.
When an enabled feature uses Stripe, Twilio, OpenAI, Cloudflare, Google Drive, or another connected provider, the minimum information required for that operation is handled under that provider’s terms. Payment-card information is handled by Stripe, not stored by Trace Intake. Twilio recordings are removed from Twilio after the configured business storage locations confirm delivery.
Ownership and privacy
The installed program processes information to provide the features you enable. The separate owner dashboard does not scan or store lead details, form answers, caller audio, transcripts, documents, inventory line items, legacy files, or business folder paths.
No. The long-term home for operational records is the computer, network, and business drives selected during setup. Trace Intake does not operate a central warehouse that customers must keep paying to access.
No. Records already written to your business-controlled storage remain there. Cancelling controls program access, the Trace Intake-held profile, and connected provider resources—not the files on your drives.
Enabled providers receive the minimum information required to deliver their feature and apply their own processing and retention terms. Final commercial disclosures will identify each provider and the applicable configuration. Trace Intake requests non-storage processing from OpenAI where supported and removes completed Twilio recordings after confirmed business-drive delivery.
Setup and compatibility
No. Trace Intake uses the local and synchronized business folders selected during setup. It can connect a quote form to an existing website and accept calls forwarded from an existing business number.
The private beta uses owner-assisted setup because every installation needs its own secure HTTPS connection, storage locations, routing choices, and provider safeguards. A signed installer and simpler commercial onboarding are still release requirements.
Yes. The product is modular. Web Intake is the shared monthly foundation, Answering Service and Inventory can be added as needed, and Legacy Filing is a separate permanent-access purchase with analysis credits.
No. Customers use the public form or their normal telephone. The business team uses Trace Intake on its own Windows computer.
Reliability and accuracy
Yes for the current private beta. The computer, Trace Intake service, and secure Tunnel must remain online and reachable to accept internet forms and telephone callbacks. Trace Intake does not currently operate a lead-storage relay.
The local installation cannot accept new internet deliveries while it is unreachable. Provider behaviour varies, so recovery and missed-event handling must be tested and disclosed for each commercial connection before launch.
Strong project identifiers, normalized email, and normalized phone numbers take priority. A name by itself is not treated as enough evidence when more than one client could match.
The item goes to Needs Review. Trace Intake keeps the original information available and does not create, merge, or overwrite a client merely because names look similar.
Trace Intake uses request tokens, event identifiers, content hashes, and processed-event markers appropriate to each module. A verified repeat is not written as a new operational submission.
That depends on the source. Some providers retry signed events; a person submitting a web form may need to retry after the business connection returns. Every supported commercial provider needs a documented retry and recovery result before it is advertised as compatible.
Calls and security
Yes. The existing number can forward calls to the assigned Trace Intake number. The original carrier relationship stays with the business.
The settings remain. The number can also remain reserved, but Twilio continues charging while it is held. The holding cost must be shown and accepted. If the number is released, Trace Intake cannot promise that it will be available again.
Trace Intake supports a configurable business greeting. Final recording and transcription consent wording, business responsibilities, and regional disclosures must be approved before commercial launch.
Public traffic uses HTTPS. Twilio and Stripe callbacks are signature-verified before they can change calls or billing. The business dashboard is restricted to the local workstation, provider credentials are encrypted at rest, and ambiguous matches are isolated for review.
Pricing and cancellation
The confirmed module prices are shown on the homepage. Provider usage, telephone-number holding, taxes, onboarding, and any other commercial charges will be disclosed before public checkout opens.
Those commercial terms are not final yet. They will be written plainly in the Terms, cancellation policy, and checkout disclosures before anyone can purchase the public release.
Sponsored beta installations have isolated OpenAI and Twilio limits that can suspend funded access before costs continue. Commercial limits and overage behaviour must be finalized and shown before checkout opens.
The settings and records for that module remain on the business system. Other modules keep working. Answering Service customers choose whether to continue paying the disclosed Twilio number-holding cost or release the number.
You will choose between keeping the Trace Intake profile and service setup for up to 90 days or deleting eligible Trace Intake-held profile and service data immediately. Business files on your computer, network, and drives remain untouched. Required billing, transaction, and security records may remain for their required period.
After a second confirmation, Trace Intake removes eligible profile, access, setup, and provider-reference information held on its systems and releases connected provider resources. It does not delete submissions, recordings, transcripts, documents, inventory, legacy records, or other business files stored on your systems. A released telephone number may not be recoverable.
Support and availability
The private beta is owner-assisted. The permanent support channel, response expectations, escalation path, and service commitments must be published before commercial sales.
Operational records already live in business-controlled storage, but the signed installer, update channel, repair process, clean-machine recovery test, and customer backup instructions are still commercial-release requirements.
Approved private-beta testers receive the complete program without paying and use owner-funded provider resources within limits. There is no public trial or signup today.
Not yet. Pricing is confirmed, but public checkout and downloads remain disabled while private testing, installer signing, provider pilots, lifecycle safeguards, policies, and commercial acceptance are completed.
Still unclear?
The private beta exists to find the questions that cannot be answered from a development desk. The FAQ will grow from real feedback before public sales open.