1. Status and acceptance
These draft terms describe the intended rules for approved private-beta testing. They do not become binding merely because someone visits the website. A tester may use the service only after the individual operator and tester enter the separate beta arrangement supplied during onboarding.
No public purchase, download, trial, or signup is offered. Commercial terms must be presented for express acceptance before payment and must include the complete supplier identity, price, taxes, renewal, cancellation, privacy, support, and notice information.
2. Eligibility and access
A tester must be legally able to enter the beta arrangement and, when acting for a business, authorized to bind or operate for that business. Access is personal to the approved business installation and may not be sold, shared outside the approved team, sublicensed, or used to provide an undisclosed service bureau.
Activation may be tied to one installation identity, one approved HTTPS address, an expiry date, selected modules, and provider limits. Credentials and activation codes must be protected and reported if exposed.
3. Service and modules
Trace Intake is a Windows-first modular intake and records-routing program. Web Intake is the base; Answering Service, Inventory Tracking, and Legacy Filing are separate modules. Features depend on the selected configuration, reachable business computer, internet service, Cloudflare Tunnel, business storage, and enabled providers.
The private beta is always-online for incoming delivery. It does not include a developer relay that warehouses customer leads while a tester installation is unreachable.
4. Customer responsibilities
- provide accurate business, routing, consent, storage, and provider information;
- use only information and systems the business is entitled to access;
- configure and test greetings, forms, routes, review queues, folder permissions, backups, and recovery;
- keep the business computer, service, network, and unique Tunnel available when accepting incoming work;
- review uncertain routing and AI-generated or imported results before relying on them;
- give required notices and obtain required consent from callers, customers, workers, and other individuals;
- restrict team access and promptly report suspected security or privacy incidents; and
- follow the Acceptable Use Policy Draft and enabled-provider terms.
5. Data and intellectual property
The business keeps ownership and responsibility for its submissions, calls, recordings, transcripts, documents, inventory, legacy records, and other operational content. Trace Intake does not obtain ownership of those business files. The business grants only the limited permission required to process and deliver them through enabled features.
The Trace Intake software, website, interface, documentation, product design, and original branding remain the operator's or applicable licensor's intellectual property. The beta provides a limited, revocable, non-transferable right to use the supplied build for approved testing; it does not transfer source code or redistribution rights.
Feedback may be used to improve the product without identifying the tester or exposing business files, unless a separate written arrangement says otherwise.
6. Providers and AI
Some features require Cloudflare, Stripe, Twilio, OpenAI, or customer-selected storage providers. Their availability, acceptable-use rules, prices, locations, security controls, and retention obligations also apply. A provider interruption or carrier-routing problem may prevent or delay a feature. Their roles and official policy links are listed in the Third-Party Provider Directory.
Transcriptions, classifications, matches, summaries, counts, and other automated outputs can be incomplete or wrong. Trace Intake retains uncertain matches for review where designed, but the business remains responsible for decisions made from operational output. The private beta is not approved for emergency, medical, legal, financial, safety-critical, or other high-risk automated decisions.
7. Availability and support
The beta is owner-assisted and provided for evaluation and feedback. No commercial uptime promise, response time, disaster-recovery commitment, service credit, or update schedule is offered by this website draft. Planned repairs, third-party outages, local computer failure, internet failure, carrier issues, or security action may interrupt service.
Commercial service levels, support hours, escalation, maintenance notice, update compatibility, backup responsibilities, and remedies must be finalized before public sales.
8. Suspension and termination
Access may expire or be suspended to protect security, privacy, provider limits, costs, law, the service, or other users. Where reasonably possible, the operator should explain the reason and available corrective step. Serious unlawful use, credential abuse, deliberate safeguard bypass, or material harm may require immediate suspension.
Cancellation effects, 90-day retention, deletion, refunds, module settings, and Twilio number choices are described in the Billing & Cancellation Policy Draft. Business files already delivered to customer-controlled storage remain under the customer's control.
9. Risk terms still requiring review
The commercial agreement still requires professionally reviewed language for warranties, legal remedies, limitation of liability, indemnity, insurance, confidentiality, governing law, dispute venue, assignment, notices, force majeure, severability, waiver, and the order of precedence among product and provider terms.
This draft does not attempt to waive a right that cannot lawfully be waived. It must not be used as the final sales contract without Alberta-focused legal review.