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Version 1.1 · Last updated 22 May 2026

This document is provided as a plain-language draft and is pending legal review. If you spot an issue, email legal@inboxdesk.ai.

Terms of Service

These Terms of Service ("Terms") govern your use of the InboxDesk service. Please read them carefully — by signing up for an account, you agree to them.

1. The parties

These Terms are an agreement between:

  • You ("Customer", "you", "your") — the person or organisation that creates an account or uses the service; and
  • Rohan Ellis, a sole trader based in the United Kingdom, trading as InboxDesk ("InboxDesk", "we", "us", "our"). InboxDesk may transition to a UK limited company in the future, in which case the limited company will succeed to these Terms.

For organisations: by creating an account on behalf of an organisation, you confirm you have the authority to bind that organisation to these Terms.

2. The service

InboxDesk is a software-as-a-service product that helps you draft replies to customer-support emails using AI. In normal use it:

  • Receives customer emails you forward to an InboxDesk inbound address
  • Classifies each email and (when appropriate) drafts a reply
  • Lets you review, edit, send and learn from those drafts in a web dashboard
  • Stores rules, knowledge-base content and a voice profile that improve future drafts

We may add features, change features or remove features over time. We will give you reasonable notice of any change that meaningfully reduces functionality you depend on.

3. Eligibility and account

You must be at least 16 years old and able to enter into a contract under UK law to use the service. You must provide accurate sign-up information and keep your login credentials secure.

You're responsible for everything that happens under your account. If you suspect unauthorised use, contact us immediately at security@inboxdesk.ai and we'll work with you to lock things down.

4. Your content

"Your Content" means any data, configuration, email text, knowledge-base material or other material you bring into InboxDesk — including the inbound customer emails forwarded into the service.

  • You retain ownership of Your Content. We don't claim it.
  • You grant us a non-exclusive, worldwide, royalty-free licence to host, process, transmit and display Your Content solely for the purpose of providing the service to you.
  • We do not use Your Content to train shared AI models, and we do not pool it across customers.
  • You are responsible for the legality of Your Content — including making sure you have the right to forward customer emails to InboxDesk under applicable privacy law.

For email content specifically, our roles under UK GDPR are: you are the data controller; we are a data processor acting on your documented instructions. The Data Processing Agreement at /dpa governs that relationship.

5. Acceptable use

You agree not to use the service to:

  • Send unsolicited bulk email or anything that would constitute spam under applicable law (PECR / GDPR);
  • Process content you don't have a lawful basis to process;
  • Impersonate another person or business to deceive customers;
  • Reverse-engineer, scrape, or otherwise probe the service for vulnerabilities outside a coordinated disclosure context;
  • Interfere with the service's operation, including by overloading the system or running automated traffic that bypasses normal usage patterns;
  • Use the service in support of activity that's illegal in the United Kingdom or in your jurisdiction;
  • Resell or rebrand the service without a written reseller agreement.

We may suspend or terminate access if we reasonably believe these Acceptable Use rules have been broken. Where it's safe to do so, we'll give you a chance to put things right first.

6. AI-generated content — important

InboxDesk uses third-party AI models to produce suggested drafts. AI output is suggested, not authoritative.

  • You are responsible for reading every draft before sending it. Each draft sits in the dashboard awaiting your review; we do not send unattended.
  • AI models can make mistakes — fabricate facts, hallucinate features, miss context. We design the product to nudge you toward catching this (rules, knowledge base, post-checks, flagged-email alerts), but the responsibility for the final reply you send is yours.
  • We disclaim liability for the substantive content of replies you send. The Customer-side review step is a deliberate part of the design, not a workaround.

If you would like a higher level of assurance, write rules and upload knowledge-base material that constrain the AI. The product's "rules" feature exists for exactly this purpose.

7. Fees and billing

The current price list and billing terms are published on inboxdesk.ai/pricing. Headline points:

  • Subscriptions are billed in advance. We'll charge the payment method you provide on each renewal until you cancel.
  • VAT is added where required.
  • Prices may change. We'll give at least 30 days' notice in writing before a price change applies to your subscription. If you don't agree to the new price, you can cancel before it takes effect.
  • Stripe is our card processor. We don't see your full card number.

8. Refunds and cancellation

  • You can cancel your subscription at any time from the Settings page. Cancellation takes effect at the end of the current billing period.
  • Monthly subscriptions are non-refundable for the period in progress.
  • Annual subscriptions: if you cancel within 14 days of first payment, you can request a full refund (UK consumer-style policy, applied generously). After 14 days, no pro-rated refund.
  • We may issue discretionary refunds when we judge them appropriate — typically when there's been a service failure on our side.

9. Service availability

We aim to keep the service available, but we don't currently offer a contractual uptime SLA. We post status updates on inboxdesk.ai/status when the service is degraded.

If the service is interrupted in a way that meaningfully prevents you using it for an extended period, contact us — we'll work out a fair credit on a case-by-case basis.

10. Suspension and termination

We may suspend or terminate your access if:

  • You materially breach these Terms (including the Acceptable Use rules) and fail to fix it within 14 days of being notified;
  • You don't pay invoices when due, after a reasonable reminder;
  • We're required to suspend access by law or by a competent authority;
  • Continued operation creates an immediate risk of harm to other users or to us — in which case suspension may be immediate, with notification to follow.

You may terminate at any time by cancelling your subscription and (if you wish) deleting your account from the Settings page. The Settings deletion flow includes a 30-day grace period during which you can cancel; after that, your tenant data is hard-deleted.

On termination we will, at your request, return or delete Your Content as set out in Section 4 of the Data Processing Agreement (/dpa).

11. Intellectual property

The service software, branding, marketing copy, documentation and design are owned by InboxDesk and are protected by UK and international intellectual-property law. Nothing in these Terms transfers ownership of those things to you. You receive a non-exclusive, non-transferable, revocable licence to use them while your subscription is active and in good standing.

You retain ownership of Your Content as set out in Section 4.

If you submit feedback or suggestions for improvements, we may use them without obligation to you. We won't quote you publicly without permission.

12. Confidentiality

We will treat any confidential information you share with us in connection with the service as confidential. You agree to do the same with any non-public information about the service that we share with you (for example, beta features, pricing terms, technical roadmap).

This obligation does not apply to information that is or becomes public without breach, that you already lawfully held, or that we're required to disclose by law.

13. Warranties and disclaimers

We warrant that we will provide the service with reasonable skill and care.

To the maximum extent permitted by UK law, the service is otherwise provided "as is" — we make no implied warranties of merchantability, fitness for a particular purpose, accuracy, or non-infringement. AI-generated drafts are suggestions and are not warranted as suitable for any specific situation; see Section 6.

Nothing in these Terms excludes or limits liability that cannot be excluded or limited under UK law (including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or breach of statutory consumer rights).

14. Limitation of liability

To the maximum extent permitted by UK law:

  • Neither party is liable for indirect, incidental, special, consequential or punitive losses, or for loss of profits, revenue, anticipated savings, business opportunity, or data (other than a failure to comply with our data protection obligations in Section 16).
  • Our total aggregate liability arising under or in connection with these Terms — whether in contract, tort (including negligence), breach of statutory duty or otherwise — is capped at the greater of (a) the total fees you paid us in the 12 months preceding the event giving rise to the liability, or (b) £500.

Section 13 sets out exceptions that cannot be excluded under UK law.

15. Indemnity

You will indemnify us against third-party claims arising from your breach of Section 5 (Acceptable Use), your processing of personal data in violation of applicable law, or material that you upload that infringes another person's intellectual-property rights or breaches their privacy.

16. Data protection

Our handling of your personal data is governed by the Privacy Policy (/privacy). Where we process personal data on your behalf — including the contents of customer emails forwarded into the service — the Data Processing Agreement (/dpa) applies. Each is incorporated into these Terms by reference.

17. Modifications to these Terms

We may update these Terms from time to time. The version and effective date are shown at the top of this page. For material changes that adversely affect you, we will give at least 30 days' notice by email and/or in-app banner. Continued use after the effective date counts as acceptance of the updated Terms; if you don't agree, you can cancel before they take effect.

Non-material changes (for example, fixing a typo, clarifying wording, or adding a sub-processor we've already disclosed in the Privacy Policy) take effect when published.

18. Force majeure

Neither party is liable for failure to perform caused by events outside its reasonable control — including outages of cloud infrastructure on which the service depends, internet failures, government action, or natural events. The affected party will notify the other and use reasonable efforts to resume performance.

19. General

  • Assignment — you may not assign these Terms without our consent. We may assign them to a successor entity (for example, a UK limited company that succeeds to the InboxDesk business).
  • Notices — we'll give you notice by email to your account address, or by a clear in-app banner. You should send us notices to legal@inboxdesk.ai.
  • No partnership — these Terms don't create a partnership, joint venture, or agency relationship.
  • Severability — if a court finds any provision unenforceable, the remaining provisions stay in force.
  • No waiver — failing to enforce a right doesn't waive it.
  • Entire agreement — these Terms (together with the Privacy Policy and DPA) are the entire agreement between us, and supersede prior negotiations and proposals on this subject.

20. Governing law and jurisdiction

These Terms are governed by the laws of England and Wales. Disputes are subject to the exclusive jurisdiction of the courts of England and Wales — except that you may bring small-claims proceedings in your local courts where UK consumer law gives you that right.

21. Contact

  • Legal: legal@inboxdesk.ai
  • Security: security@inboxdesk.ai
  • Support: hello@inboxdesk.ai