Terms of Service

IntakePilot: Purchase orders to Shopify draft orders

Effective date: November 3, 2026

These Terms of Service ("Terms") govern your use of IntakePilot ("the App"), operated by Alpenglow Software LLC ("we," "us," "our"). By installing or using the App, you agree to these Terms. If you do not agree, do not install or use the App.

1. Service Description

IntakePilot is a Shopify app that turns wholesale purchase orders (POs) into Shopify draft orders. You forward a PO email to your store's forwarding address, or upload a PO file or paste an order's text in the App. An AI model reads the document, the App matches the buyer and the items to your Shopify companies, customers and products, and it creates a draft order (or updates or flags an existing one when a PO changes or cancels an earlier order). The App shows each PO next to its draft for review, and a member of your staff approves it before it becomes an order.

A person approves every order. The App never turns a draft into an order on its own: a draft becomes an order only when a member of your staff approves it in the App (which refuses approval while anything on the PO is unresolved) or completes the draft themselves in Shopify. Apart from creating and updating draft orders, adding its own tags to them, completing a draft you approve, and creating a customer when you press "Add customer in Shopify", the App does not change your store. It does not edit orders after they are placed (a change that arrives after an order exists is flagged for you instead), it does not change products or prices, and it never contacts your buyers: it sends them no email, invoice or other message.

What IntakePilot is not. IntakePilot is not an order-entry service that guarantees accuracy, a pricing or contract tool, or a substitute for checking a PO against your agreement with the buyer. It is an assistant that reads POs and prepares drafts; the decision to accept an order, and the order itself, remain yours.

2. Eligibility

The App is available to Shopify merchants with an active Shopify store. You must have appropriate permissions to install apps on your store. By installing the App, you represent that you are authorized to do so on behalf of the store owner.

3. Plans and Billing

The App offers a free plan and paid plans. Paid plans charge for each approved order, and some include a monthly fee and a number of included orders; the plans, what each includes (for example whether email forwarding is included), their limits, any free trial, and their prices are shown in the App and on the Shopify App Store listing before you subscribe. Pricing is subject to change with notice.

Billing terms

• Paid plans are billed through Shopify's billing system. Charges appear on your regular Shopify invoice.
• On a plan with a usage charge, a usage charge is made for each draft the App created that becomes an order, whether your staff approves it in the App or completes it in Shopify. A PO the App split into several drafts (for example one per ship-to location) is charged once per draft. Each draft is charged at most once, however many times it is read, revised or retried. Drafts that are deleted or never become orders are not charged.
• You choose, change or cancel your plan in the App, which uses Shopify's billing approval.
• Any free-trial terms for a paid plan, if offered, are as stated on the App Store listing at the time you subscribe. You are not charged during a trial period. The App may limit how many POs can be approved during a trial, as stated on the listing.
• We do not offer refunds for partial billing periods or for usage charges already made. When you cancel or downgrade, the change applies as soon as Shopify reports it to the App.
• If your subscription lapses or is cancelled, your account reverts to the free plan. Features your plan no longer includes stop: for example, if the free plan does not include email forwarding, email sent to your forwarding address is no longer fetched or read.

4. Acceptable Use

You agree not to:

• Use the App in any way that violates applicable laws or Shopify's Terms of Service.
• Attempt to circumvent feature gating, plan limits, or rate limits.
• Reverse engineer, decompile, or attempt to extract the source code of the App.
• Send the App documents you are not entitled to process, or documents containing payment card numbers, bank account credentials, health information, or other sensitive data a purchase order does not need.
• Send the App documents designed to attack it or the AI model (for example malware, or text written to make the model act against its instructions).
• Interfere with or disrupt the App's infrastructure or other users' access.

Your forwarding address is like a password: anyone who has it can send documents to your store's App. Share it only with people who should send you POs, and replace it in the App if it is misused.

5. Intellectual Property

• Your content: you retain all ownership rights to your store data, the documents you and your buyers send to the App, your customer data, and your orders. The App does not claim any rights to your content.
• Our service: the App, including its reading and matching logic, review and approval workflow, user interface, and documentation, is our intellectual property. These Terms do not grant you any rights to our intellectual property beyond the right to use the App as intended.
• Third-party components: open-source components used by the App are licensed under their own terms, separate from this agreement.

6. Data and Privacy

Our collection and use of your data is governed by our Privacy Policy. By using the App, you agree to our data practices as described in that policy.

Key points:

• IntakePilot stores each document you send it, encrypted, and has it read by Anthropic's Claude AI models. Email to your forwarding address is received by Resend, which keeps each email for 30 days.
• The App reads your companies, customers (names and email addresses), products and the last 60 days of orders to match POs, and writes draft orders, its own tags, and customers you ask it to add (read_customers, write_customers, write_draft_orders, read_orders, read_products, read_payment_terms, write_payment_terms).
• Original documents, their line text and the AI's reading are deleted 90 days after arrival (180 days at most if a PO is still open); all shop data is deleted when you uninstall the App (via Shopify's shop-redact request), as described in the Privacy Policy.
• We do not sell your data or use it for advertising, marketing, or profiling, and we do not use it to train AI models.
• For applicable data protection laws, you are the data controller and Alpenglow Software LLC is a data processor acting on your instructions.

7. Accuracy and Disclaimers

• The AI can be wrong: documents are read by an AI model, which can misread or miss a buyer, an item, a quantity, a unit, a price, a date, or an address, especially in scanned, handwritten, or unusually formatted documents. The App flags what it could not match or is unsure about, but it cannot catch every error. A draft the App marks as ready can still be wrong.
• You review and approve, and you are responsible: you are responsible for checking each draft against its PO before you approve it, and for every order you approve. Approving a draft confirms that you have checked it. We are not responsible for an order you approved, including its products, quantities, prices, buyer, shipping address, payment terms or dates.
• Prices and terms come from your store: drafts use your Shopify prices, catalogs and the buyer's payment terms, not the prices written on the PO. The App flags a PO price that differs from your price; honoring the PO's price, or not, is your decision.
• Senders can be forged: the App checks each forwarded email's sender authentication and holds what it can't verify, but email can be forged and a document can contain false information. Confirm unusual orders, changes and cancellations with the buyer through your usual channel.
• Delivery is not guaranteed: a forwarded email can be delayed, refused by a limit, or not delivered (for example when a mail provider rejects it, it exceeds a size limit, or the forwarding address was replaced). Keep the original POs in your own mailbox or files; the App deletes its copy after the retention period.
• Your Shopify automations: the App's tags (agent-intake, needs-review, po-cancelled) are labels in your store. If you or another app, Shopify Flow workflow, or service act on them, those actions are your responsibility. Drafts, orders, tags and customers the App created stay in your store after you uninstall it.
• No contact with buyers: the App never tells a buyer that their PO was received, changed, or entered. Confirming orders to your buyers is your responsibility.
• Best-effort service: the App is provided on a best-effort basis. Reading quality depends on the documents you send, and the App depends on Shopify, Anthropic, Resend and our hosting providers being available.

8. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

• The App is provided "AS IS" and "AS AVAILABLE" without warranties of any kind, express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, accuracy, or non-infringement.
• We are not liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of revenue, lost or delayed orders, mis-shipped or mis-priced orders, data, or business opportunities.
• Our total liability for any claim arising from your use of the App shall not exceed the amount you paid for the App in the 12 months preceding the claim.
• We are not responsible for any order you approve, or for any consequence of an error in a draft you approved, or of a PO that was not received, read, or drafted.
• We are not responsible for the accuracy of documents your buyers or others send, or of data provided by Shopify or third-party services.

9. Termination

• By you: you may stop using the App at any time by uninstalling it from your Shopify store. Your shop data will be deleted following Shopify's shop-redact request, as described in the Privacy Policy.
• By us: we may suspend or terminate your access to the App, or disable your forwarding address, if you violate these Terms, if your forwarding address is being used to send abusive or harmful documents, if required by law, or if we discontinue the App. We will provide reasonable notice when possible and will continue to support the App until any published removal date, consistent with our obligations to Shopify.
• Sections 5 (Intellectual Property), 7 (Accuracy and Disclaimers), 8 (Limitation of Liability), 11 (Indemnification), 13 (Dispute Resolution), and 14 (General Provisions) survive termination of these Terms.

10. Changes to These Terms

We may update these Terms from time to time. If we make material changes, we will update the effective date at the top of this page. Continued use of the App after changes constitutes acceptance of the updated Terms. If you disagree with any changes, you may uninstall the App.

11. Indemnification

You agree to indemnify, defend, and hold harmless Alpenglow Software LLC and its officers, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or related to:

• Your use of the App, including any order you approve and any action you take (or decline to take) based on information provided by the App.
• The documents you or others send to your forwarding address or upload to the App, and your right to have them processed.
• Your violation of these Terms or any applicable law.
• Your violation of any third-party rights, including the rights of your customers and buyers.

12. Force Majeure

We are not liable for any failure or delay in performing our obligations under these Terms due to causes beyond our reasonable control, including but not limited to: Shopify platform outages or API changes, AI model or email provider outages, internet service disruptions, infrastructure provider failures, third-party service unavailability, natural disasters, pandemics, government actions, or acts of war or terrorism.

13. Dispute Resolution

Informal resolution

Before filing any formal claim, you agree to contact us at support@alpenglowsoftware.com and attempt to resolve the dispute informally for at least 30 days.

Binding arbitration

If a dispute cannot be resolved informally, you and Alpenglow Software LLC agree to resolve it through binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules. Arbitration will take place in Boulder County, Colorado, before a single arbitrator. The arbitrator's decision is final and binding.

Small claims exception

Either party may bring qualifying claims in small claims court in Boulder County, Colorado, as an alternative to arbitration.

Class action waiver

You agree that any dispute resolution proceedings will be conducted only on an individual basis and not as part of a class, consolidated, or representative action. You waive any right to participate in a class action lawsuit or class-wide arbitration against Alpenglow Software LLC.

Governing law

These Terms are governed by and construed in accordance with the laws of the State of Colorado, United States, without regard to conflict of law principles.

14. General Provisions

• Severability: if any provision of these Terms is found to be unenforceable or invalid, that provision will be modified to the minimum extent necessary to make it enforceable, and the remaining provisions will remain in full force and effect.
• Entire agreement: these Terms, together with the Privacy Policy, constitute the entire agreement between you and Alpenglow Software LLC regarding the App and supersede all prior agreements and understandings.
• Assignment: we may assign or transfer these Terms, in whole or in part, without restriction. You may not assign your rights or obligations under these Terms without our prior written consent.
• Waiver: our failure to enforce any provision of these Terms does not constitute a waiver of that provision or any other provision.
• Shopify relationship: IntakePilot is an independent application. Shopify Inc. is not responsible for the App and has no liability to you in connection with these Terms or your use of the App.

15. Contact Us