Terms and Conditions

1. Agreement to Terms

By accessing or using Qbox ("Service"), operated by Qbox Intelligence, Inc. ("we," "our," or "us"), you agree to be bound by these Terms and Conditions ("Terms"). If you do not agree, do not use the Service.

These Terms apply to all users, including free trial users, paid subscribers, and enterprise customers.

2. Account Registration and Security

2.1 Account Creation

You must register for an account to use certain features. You agree to:

• Provide accurate, current, and complete information
• Maintain and promptly update account details
• Keep your password secure
• Accept responsibility for all account activity
• Notify us immediately of unauthorized use

2.2 Account Types

• Free Trial: Limited access with credits
• Pro: Full access with monthly credits
• Enterprise: Custom features and allocation

2.3 Age Requirement

You must be at least 18 years old to use the Service.

3. Service Description and Features

3.1 Core Services

Qbox provides AI-powered email management, including:

• Gmail synchronization and management
• AI-generated email drafts and responses
• Google Calendar integration for meeting scheduling
• Real-time calendar availability checking
• Automated meeting time suggestions
• Calendar conflict prevention
• Categorization, prioritization, and meeting detection
• Follow-up automation, templates, and analytics
• Personalization and writing style learning

3.2 Credit System

• Credits are consumed for AI features
• Allocation depends on subscription tier
• Unused credits may expire at billing cycle end
• Extra credits may be purchased

3.3 Calendar Features

• Calendar sync for availability checking
• Privacy-focused calendar data handling with obfuscation
• Meeting scheduling assistance with real-time availability
• Working hours and timezone management
• Read-only calendar access (we cannot modify your calendar)
• Temporary caching of availability data (1-hour maximum)

4. Acceptable Use Policy

4.1 Permitted Use

You may use the Service only for lawful purposes.

4.2 Prohibited Uses

You agree not to:

• Send spam, phishing, or illegal emails
• Infringe intellectual property rights
• Distribute malware or harmful code
• Harass or impersonate others
• Circumvent usage limits or resell the Service
• Violate any applicable law
• Attempt to access calendar data beyond authorized scope
• Use calendar integration for unauthorized surveillance
• Bypass or circumvent calendar privacy settings

4.3 Content Standards

Content must not include illegal, fraudulent, defamatory, discriminatory, or sexually explicit material.

5. Intellectual Property Rights

5.1 Ownership

The Service, including its content and functionality, is owned by Qbox Intelligence, Inc. and protected by intellectual property laws.

5.2 Your Content

You retain ownership of your email content. You grant us a limited license to process it solely to provide the Service.

5.3 AI-Generated Content

• You own AI-generated content produced for your use
• We do not claim ownership
• You are responsible for reviewing and using it appropriately

5.4 User Responsibility for AI-Generated Content

Important: AI-generated email drafts and responses are suggestions that may contain errors, inaccuracies, or inappropriate tone. By using our AI features, you acknowledge and agree that:

• AI technology is probabilistic and may produce unexpected, incorrect, or inappropriate results
• AI-generated content may contain factual errors, outdated information, or misinterpretations of context and tone
• You are solely responsible for reviewing all AI-generated content before sending any emails
• Qbox Intelligence, Inc. is not responsible for the content, accuracy, tone, or consequences of any AI-generated emails
• We strongly recommend carefully reviewing all emails, especially important or sensitive communications, before sending
• You should verify all facts, recipient information, attachments, and appropriateness before sending

Best Practice: Treat AI drafts as starting points that require your review and judgment, not as final communications ready to send.

5.5 Feedback

We may use any feedback you provide without obligation.

6. Payment Terms

6.1 Subscription Billing

• Subscriptions are billed monthly or annually, in advance
• Subscriptions auto-renew unless canceled before the renewal date
• Price changes take effect with 30 days' advance notice
• All payments are processed securely through Stripe

6.2 Payment Processing via Stripe

All payment processing is handled by Stripe, Inc., a third-party payment processor. By providing payment information, you agree to:

• Stripe's Services Agreement and Privacy Policy
• Allow us to charge your payment method for subscription fees
• Provide accurate and current billing information
• Update payment information promptly if it changes

6.3 Refunds and Cancellations

• Monthly subscriptions: You may cancel anytime; access continues until period end
• Annual subscriptions: No refunds for partial periods unless required by law
• Free trials: No charges if canceled before trial ends
• Refunds are issued at our discretion for service issues
• Credit purchases are non-refundable once used

6.4 Failed Payments

If a payment fails, we will:

• Notify you via email
• Retry the payment according to Stripe's retry schedule
• Suspend service access if payment remains unsuccessful after retries
• Delete your account data if payment issues persist for 60 days

6.5 Taxes

Prices exclude applicable taxes unless stated otherwise. You are responsible for any taxes, duties, or government fees that apply to your subscription.

7. Third-Party Services

Qbox integrates with third-party services to provide functionality. Your use of these integrated services is also subject to their respective terms and policies:

• Google Gmail API: Subject to Google's Terms of Service and API Services User Data Policy
• Google Calendar API: Calendar access is read-only and subject to Google's API quotas and rate limits
• Google AI (Gemini): AI generation uses Google's Gemini API; subject to Google Cloud's Terms of Service and AI Principles
• Stripe: Payment processing subject to Stripe's Services Agreement
• Supabase: Backend infrastructure subject to Supabase's Terms of Service

Limitation: We are not liable for outages, changes, or issues arising from third-party services. Service availability depends on these providers' continued operation and API access.

If a third-party service terminates our access or significantly changes their terms, we may need to modify or discontinue related features with reasonable notice.

8. Privacy and Data Protection

Your use of the Service is governed by our Privacy Policy, which forms part of these Terms.

9. Service Limitations and Disclaimers

• The Service is provided "as is" and "as available"
• We do not guarantee uninterrupted or error-free operation
• AI responses may contain inaccuracies — you must verify them
• Email delivery depends on factors outside our control
• Calendar sync depends on Google Calendar availability
• API rate limits may affect real-time availability checking
• Cached calendar data may be up to 1 hour old
• Calendar conflicts detected only for visible calendars
• Technical limitations (rate limits, storage, processing caps) apply

9.1 AI Technology Limitations

• Probabilistic Nature: AI responses are generated using probabilistic models and may produce errors, hallucinations, or inappropriate content
• Context Misinterpretation: AI may misinterpret email context, tone, intent, or recipient relationships
• Factual Accuracy: AI-generated emails may contain factual errors, outdated information, or incorrect assumptions
• Tone and Style: AI may not perfectly match your communication style or may use inappropriate tone for the situation
• No Guarantee of Results: AI may not meet your specific communication needs, business requirements, or quality expectations

9.2 Email Sending Accuracy and Safety

• User Verification Required: You must verify all email details before sending, including recipients, subject lines, attachments, and content
• No Responsibility for Errors: We are not responsible for errors in sent emails, including incorrect recipients, wrong attachments, inappropriate content, or factual inaccuracies
• Auto-Send Users: If you enable auto-send features, you accept full responsibility for emails sent automatically on your behalf
• Delivery Not Guaranteed: Email delivery depends on recipient servers, spam filters, and other factors outside our control

9.3 Auto-Send Feature - Critical Warning

Recommendation: Start with manual review mode and only enable auto-send after thoroughly testing the AI's accuracy with your specific use case. Consider using filters to limit which emails can be auto-sent.

9.4 Service Limits and Rate Limiting

We enforce various service limits to ensure system stability and fair usage:

• Credit Limits: AI generation limited by subscription tier credits
• Email Sending Limits: Daily sending limits to prevent spam (varies by tier)
• API Rate Limits: Restrictions on frequency of certain operations (sync, generation)
• Storage Limits: Email and attachment storage caps (varies by tier)
• Team Size Limits: Maximum team members for paid plans

Exceeding limits may result in temporary service restrictions. Persistent abuse may result in account termination without refund.

10. Limitation of Liability

• We disclaim all warranties to the maximum extent allowed by law
• We are not liable for indirect, incidental, or consequential damages, including but not limited to damages arising from:
  • Errors, inaccuracies, or inappropriate content in AI-generated emails
  • Incorrectly sent emails, whether sent manually or via auto-send features
  • Emails sent to wrong recipients or with incorrect attachments
  • Miscommunications, misunderstandings, or damaged relationships resulting from email content
  • Data loss, system errors, or service interruptions
  • Missed opportunities, lost business, or reputational harm
  • Any consequences resulting from automated email sending (auto-send)
• Our total liability is capped at the amount you paid us in the past 12 months
• Some jurisdictions do not allow certain liability limitations, so these may not apply to you

11. Indemnification

You agree to indemnify and hold harmless Qbox Intelligence, Inc., its officers, directors, employees, and agents from any claims, damages, losses, liabilities, and expenses (including legal fees) arising from:

• Your use of the Service, including any emails sent through the platform
• Your use of AI-generated content and any emails you send based on AI suggestions
• Your use of auto-send features and any emails sent automatically on your behalf
• Your breach of these Terms or violation of any laws or regulations
• Your violation of any third-party rights, including intellectual property, privacy, or other rights
• Any content you provide to the Service or send through the Service

12. Termination

12.1 Termination by You

• You may close your account at any time through account settings
• Subscription access continues until the end of your billing period
• You may request immediate data deletion or schedule it for later
• You can export your data before deletion

12.2 Termination by Us

We may suspend or terminate your account for:

• Violation of these Terms or our policies
• Suspected fraudulent or illegal activity
• Non-payment of subscription fees
• Extended inactivity (180+ days with no login)
• Legal requirements or court orders
• Abuse of service limits or attempting to circumvent restrictions

12.3 Data Retention After Termination

• Individual accounts: Data deleted 30 days after account closure
• Pilot programs and trials: Automatic deletion 30 days after contract end
• Email notifications sent 7 days and 1 day before deletion
• Immediate deletion available upon request (irreversible)
• Some metadata may be retained for legal compliance (audit logs, billing records)

12.4 Team and Enterprise Accounts

For team or enterprise accounts:

• Organization owner must authorize account termination
• Individual team member data may be retained for organization continuity
• Data ownership remains with the organization
• Removed team members can request personal data export

13. Dispute Resolution

• Informal resolution first: Contact privacy@qbox-ai.com
• Arbitration: Disputes not resolved informally will be resolved by binding arbitration (AAA rules)
• Class Action Waiver: Disputes must be resolved individually
• Governing Law: Delaware, USA

14. Changes to Terms

We may update these Terms. You will be notified via:

• Posting updated Terms on this page
• Updating the "Last Updated" date
• Email for material changes

Continued use of the Service means you accept the changes.

15. General Provisions

• Entire agreement: These Terms + Privacy Policy
• Severability: Invalid terms do not affect the rest
• Waiver: Our failure to enforce rights is not a waiver
• Assignment: You cannot transfer rights; we may assign ours
• Force Majeure: We are not liable for events beyond our control
• Notices: Sent to your account email; ours: privacy@qbox-ai.com

16. Specific Service Terms

• Beta Features: Provided as-is, may change or be removed
• API Access: May include extra limits/terms
• Enterprise: Additional agreements may apply

16.1 Calendar Integration Terms

• Calendar access requires periodic re-authentication for security
• Calendar data is cached temporarily (maximum 1 hour) for performance
• We cannot create, modify, or delete calendar events
• Calendar availability may be limited by Google API quotas
• Users can revoke calendar access at any time through Google account settings
• Calendar integration is optional and can be disabled in settings
• Time zone differences may affect scheduling suggestions
• Only calendars you have access to will be checked for availability

16.2 Auto-Send Feature Terms

Important Notice: The auto-send feature is an optional convenience feature that automatically sends AI-generated email responses based on confidence scores and eligibility criteria you configure. This feature carries inherent risks and requires your explicit acceptance of responsibility.

Acknowledgment and Acceptance of Risk

By enabling the auto-send feature, you explicitly acknowledge and accept all risks associated with automated email sending. You understand and agree that:

• Emails may be sent automatically without your direct review or approval for each individual message
• AI-generated content sent via auto-send may contain errors, inaccuracies, inappropriate tone, or misinterpretations
• You are solely responsible for all emails sent through auto-send, as if you had written and sent them manually
• Auto-send does not eliminate your responsibility to monitor and verify your email communications

Limitation of Liability for Auto-Send

Qbox Intelligence, Inc. is not responsible for any consequences arising from auto-sent emails, including but not limited to:

• Content, accuracy, tone, or appropriateness of auto-sent emails
• Emails sent to incorrect recipients or with wrong attachments
• Timing of sent emails, including emails sent outside your intended schedule
• Miscommunications, damaged relationships, or reputational harm
• Lost business opportunities or financial damages
• Any legal, contractual, or professional consequences resulting from auto-sent communications
• Violations of third-party policies or regulations caused by auto-sent content

Strongly Recommended Best Practices

We strongly recommend the following practices when using auto-send:

• Start with Manual Review: Use manual review mode extensively before enabling auto-send to understand AI behavior and quality
• Conservative Settings: Set high confidence thresholds (80%+) to reduce risk of inappropriate auto-sends
• Regular Monitoring: Review your sent emails folder regularly to catch and address any issues promptly
• Domain Filtering: Use domain filters to limit auto-send to trusted, familiar recipients
• Working Hours: Configure working hours to prevent emails from being sent at inappropriate times
• Disable for Sensitive Communications: Turn off auto-send when dealing with sensitive topics, negotiations, or high-stakes communications
• Test Thoroughly: Test auto-send with less critical emails before relying on it for important communications

Control and Monitoring

• You may disable auto-send at any time through your account settings
• You can configure confidence thresholds, domain filters, working hours, and send limits to control auto-send behavior
• Auto-send respects your configured working hours, domain filters, and compliance rules
• You can cancel pending auto-sends before they are sent
• All auto-send activity is logged and available for your review
• You remain in full control of the feature and can adjust or disable it based on your experience

Important: Auto-send is designed as a productivity tool for routine, lower-risk communications. It is not a substitute for careful review of important emails. By using auto-send, you accept full responsibility for managing this tool appropriately for your specific use case and risk tolerance.

17. Contact Information