SmartIntake AI
Dutch AI platform that listens to professional consultations and turns them into structured reports written in each profession's own terminology. Trained per occupation, connected to Dutch EHR and CRM systems, ISO 27001 and NEN 7510 certified.
What is SmartIntake AI?
SmartIntake AI is a Dutch platform that sits in on a professional conversation and produces the written record of it. Published by Guest Technology B.V., it combines speech recognition with large language models — the wording used in its own DPIA — to turn a consultation into a structured report rather than a wall of transcribed text. That distinction is the product's whole argument: the output arrives with the sections of the user's trade already filled in and the vocabulary correct.
The engine behind it, which the company calls the Specialist Engine, is trained per occupation on that occupation's jargon and templates. The homepage claims accuracy above 95 percent. Two routes into the platform are offered. Individual practitioners use ready-made vertical applications, each on its own domain — Fysio.AI for physiotherapists, Psychologen.AI, Tandartsen.AI, Huisartsen.AI, Bedrijfsarts.AI, Podotherapie.AI, RecruitNL.AI, Zeker.AI for insurance brokers and Inspectie.AI for inspectors. Others work straight from the main application, which covers occupational therapists, dietitians, speech therapists, municipalities running social-care interviews, estate agents, accountants, notaries and lawyers. Larger organisations take the second route: custom integration through the API, with models tuned to their own processes.
Beyond the report itself, the platform prompts live during the conversation so compliance points are not missed, drafts the follow-up actions, and offers a dashboard for trend analysis and after-the-fact compliance checks. An enterprise hardware range exists — the SmartIntake Pin, a clip-on recorder rated for eight hours with offline internal storage, and the SmartIntake Card, a few millimetres thick and magnetically mounted for phone calls.
Security is the second pillar. DigiTrust B.V. has certified the company to ISO/IEC 27001:2023 and NEN 7510-1:2017, valid from 6 February 2025 to 6 February 2028. Processing stays inside the European Economic Area, audio is destroyed once processed, and a human validation step is mandatory: the AI drafts, the professional signs off, and no automated decision is taken.
What it does
- Record a consultation from the browser, the mobile app or a physical button and return a finished report
- Write that report in the layout and terminology of the user's own profession rather than as a transcript
- Guide the conversation live on screen, ticking off compliance items and mandatory talking points
- Generate the follow-up work: draft email, to-do list, draft quotation or full advice
- Push the result into the practice's EHR or CRM through an API or webhook, into the correct record
- Analyse trends, monitor quality and run automatic compliance checks after the fact from a dashboard
- Let a team share one credit pool while each member keeps an individual login
When to use SmartIntake AI / When not to
A quick filter to help you decide if SmartIntake AI is the right fit.
When to use SmartIntake AI
- Allied health practitioners who write up every consultation themselves: physiotherapists, dietitians, speech and language therapists, occupational therapists and podiatrists
- Doctors and dentists working to a fixed record structure, including GPs on the Dutch SOEP layout, occupational physicians and dental practices
- Psychologists and mental health professionals who want to document a session without typing during it
- Advisers and brokers with a duty-of-care paper trail to produce: mortgage advisers, insurance brokers, recruiters, notaries, lawyers and accountants
- Organisations that want the finished report to land straight in their own EHR or CRM through an API or webhook rather than by copy and paste
When not to use SmartIntake AI
- Anyone who wants a raw verbatim transcript: the product deliberately returns a structured report, not a block of speech
- Buyers who need to compare prices before signing up, since no figure is published anywhere on the site
- Teams working outside Dutch, as the models, templates and every compliance document are built around Dutch professional practice and no language coverage is stated
- Users who need conversations kept on file by default, because audio is destroyed after processing and text is held for at most 24 hours
- Anyone expecting the report to be filed without review: a human validation step is built in and cannot be skipped
How to use SmartIntake AI
A typical end-to-end flow, from setup to results.
- Create an account in about two minutes, with no installation and no involvement from an IT department
- Collect the three free credits granted on sign-up, which need no card and never expire
- Choose the application matching your profession, or work from the main platform if yours is not listed
- Pick one of the standard templates supplied for that profession
- Grant the browser access to your microphone, following the Chrome guidance in the FAQ if the wrong device is selected
- Click 'Start recording' and hold the consultation while the tool listens
- Read the structured report, which the FAQ says is often ready within ten minutes of signing up
- Check the full transcript through 'AI actions' and correct anything that needs it, since final control stays with you
- Adjust the template in the built-in AI editor if the standard layout does not fit your practice
- Invite colleagues to a shared team so everyone draws on one credit pool, or connect your EHR so SmartIntake appears as an option inside your existing system
Pros & Cons
Pros
- Genuine, verifiable certification: named ISO 27001 and NEN 7510 certificates issued to the publisher by DigiTrust, with numbers and validity dates, not a logo in a carousel
- A written and unconditional commitment not to train models on customer data, repeated in both the privacy policy and the DPIA
- Minimal retention by design — audio destroyed after processing, text kept 24 hours at most
- All processing confined to the European Economic Area, with standard contractual clauses in place
- An unusually complete public compliance pack: processing agreement, sector-specific healthcare agreement, DPIA and a client information leaflet
- Credits that never expire, with no contract and no notice period, and a failed consultation that costs nothing
- Native EHR and CRM connectors that remove copy and paste, plus three free credits with no card required
Cons
- No price is published anywhere: the rate card only becomes visible after you create an account
- The site's own legal pages — terms, privacy policy and their English versions — still show Lorem ipsum placeholder text
- The real legal documents live on Google Drive rather than on the company's own domain
- Every compliance document is Dutch only, despite English and German tabs on the documentation centre
- No language coverage is stated for the tool itself, and the product is heavily shaped around the Dutch market
- There is no public API documentation, even though the platform is sold on its integrations
- The claimed accuracy above 95 percent comes with no method or source, and the DPIA itself rates the risk of AI hallucination as high in severity
Pricing & Plans
No price is published. There is no permanent free plan; instead every new account receives three free credits, which require no payment card and carry no expiry date. Beyond that, the service is paid on a consumption basis: one credit covers one complete consultation, from recording through to finished report, and credits are bought in bundles whose unit price falls as the bundle grows. Rates are shown only inside the customer's account, under 'Buy credits'. Larger customers may instead negotiate a fixed monthly fee, optionally including a fully dedicated platform, by contacting the company. A failed consultation is not charged, credits do not expire, and there is no contract or notice period. The enterprise hardware and the recommended microphone are sold separately, again without a published figure.
- Three free credits granted on account creation
- with no payment card and no expiry date
- Prepaid credit bundles charged per consultation
- with the unit price falling as the bundle size increases
- amounts visible only inside the account
- Negotiated fixed monthly fee for larger volumes
- with the option of a fully dedicated platform
- Enterprise hardware (SmartIntake Pin and SmartIntake Card) sold separately on request
Data, GDPR & hosting
A consolidated view of how SmartIntake AI handles your data.
GDPR overview
Implementation is unusually well documented. The privacy policy, last updated on 4 March 2024, is written to the GDPR and lists the six data subject rights with a one-month response deadline that may be extended. Complaints can go to the Dutch supervisory authority, the Autoriteit Persoonsgegevens. A named Chief Information Security Officer is presented as independent and reachable at privacy@smartintake.ai, though the role is described as CISO rather than data protection officer. A processing agreement and a DPIA are published in the documentation centre, with a signed copy available on request, plus a sector-specific processing agreement drawn up by the Dutch healthcare branch organisation. Standard contractual clauses are in place with each subprocessor. As the publisher is established in the Netherlands, no Article 27 representative is required or appointed.
Who owns the data?
The customer organisation stays in control. In the processing agreement the professional or practice is the data controller and Guest Technology B.V., trading as SmartIntake AI, acts only as processor, working on instruction and keeping no permanent copy; the DPIA describes the system as a temporary processor. The vendor's own privacy policy separately names SmartIntake AI as controller for account data such as login details and usage counts. Recordings, generated notes and account data are the categories handled. Users may ask at any time for processing to stop or for their data to be erased, and approved subprocessors are listed in an annex that cannot change without the controller's prior approval.
Reuse rights
Output belongs to the professional who produced it: the report, the transcript and the follow-up drafts are theirs to edit, file in a patient or client record and reuse without asking the vendor. No permission step stands between the user and their own material. What the vendor may do with it is narrowly bounded. The privacy policy states in capitals that customer data is not used to train or further develop its AI models, and the DPIA repeats that neither audio nor text feeds model training. Improvement comes only from feedback ratings, and the company says it sees the rating without the generated output or the underlying conversation. Processing happens solely to produce the report for that one consultation. Microsoft Azure and Google Cloud Platform act as subprocessors under the same no-training commitment.
Data retention & training
Hosting summary
All processing takes place within the European Economic Area, and the company states it in the privacy policy, in the processing agreement and on the site itself. Two subprocessors are named. Google Cloud Platform provides web hosting, temporary storage and AI processing on servers located in Europe; Microsoft Azure runs the AI model. Both are engaged under processing agreements that include the standard contractual clauses, and the company points out that both providers separately commit not to use customer data for their own model training. An annex to the processing agreement keeps the approved subprocessor list, and changes require prior notice to and approval from the controller. No individual hosting country is named — the documents go no further than Europe and the EEA — so the jurisdiction should be read as European rather than tied to any one state. Data is encrypted with AES-256 at rest and TLS in transit, and no permanent storage is kept on the vendor's side.
Things to keep in mind
Risks and trade-offs to weigh before adopting SmartIntake AI.
- Over-reliance risk: the tool writes the record you would otherwise have composed yourself, and the habit of shaping a consultation into a report is itself a clinical skill that can fade
- The DPIA rates AI hallucination as high in severity and medium in likelihood; the mandatory human review is the only barrier, and it works only if genuinely performed rather than clicked through
- The site's terms and privacy pages are placeholder text, so the document you tick to accept on every form is not the document that actually binds you — read the PDFs in the documentation centre
- Recording a consultation carries a consent duty toward the client, which falls on the professional, not the vendor; the supplied information leaflet exists precisely because that duty is real
- Audio is destroyed after processing and text after 24 hours, so anything not filed promptly is gone; that is a privacy strength and an operational trap at the same time
- The claimed accuracy above 95 percent is published without method or source, and the FAQ concedes that sound quality largely determines the result
- The company address on the ISO certificates and in the trade register (Amsterdam) differs from the one shown on every page of the site (Rotterdam), which is worth clarifying before contracting
Setup & Integrations
Technical difficulty
Very low for direct use. There is no installation and no IT project: an account takes about two minutes and the first report often arrives within ten minutes of signing up. The only technical step is granting microphone access in the browser, and the FAQ documents the Chrome quirk that trips people up. No training is required, and most users are comfortable after one or two consultations. Connecting an EHR or CRM is a separate piece of work, handled with the vendor over API or webhook; implementation partners get a sandbox environment and dedicated training for it.
Deployment
Apps stores
Integrations
Behind SmartIntake AI
Social
Resources
All the official URLs gathered for verification and reference.
Frequently asked questions
Can I try SmartIntake AI for free?
How does the pricing actually work?
How is this different from a transcription tool?
Which EHR and business systems does it connect to?
Is my data used to train the AI?
How long is my data kept?
Where is the data processed?
Is SmartIntake AI certified?
Do I need training or special equipment?
Are there mobile apps?
Should you pick SmartIntake AI?
SmartIntake AI is a narrow, well-built tool rather than a general-purpose assistant, and it makes no pretence otherwise. Everything about it — the per-profession models, the Dutch EHR connectors, the SOEP layout for GPs, the NEN 7510 certificate — points at one market: Dutch professionals who must produce a written record of every client conversation. Within that market the proposition is coherent and the evidence behind it is stronger than most. The compliance pack is among the most complete you will find at this size: two named certificates with numbers and validity dates, a processing agreement, a sector-specific healthcare agreement, a DPIA, and a client information leaflet, all published rather than promised. The no-training commitment is unconditional and written down twice. Retention is close to nothing by design.
Two things sit awkwardly against that care. The first is pricing: nothing is published, and a buyer cannot form any view of cost without creating an account. The credit model itself is reasonable and unusually free of lock-in, but its opacity is a real obstacle to comparison. The second is presentation. The terms and privacy pages on the site still carry placeholder Lorem ipsum text in both Dutch and English, while the genuine documents sit on Google Drive; two different copyright years coexist across the site; and the certificates give a company address in Amsterdam where every page of the site gives one in Rotterdam. None of this touches the substance, but on a product whose entire pitch is rigour it is a jarring loose end.
Worth a close look for any Dutch practice drowning in consultation notes. Ask for the rate card early, and read the PDFs rather than the web pages.
- Choosing a selection results in a full page refresh.
- Opens in a new window.