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:

• Email synchronization and management (Gmail and Outlook)
• 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
• LinkedIn inbox management, AI-generated message drafts, and follow-up scheduling (Professional and Team plans only, via Unipile integration)

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 and meeting context
• We store calendar event details (titles, descriptions, participants, and meeting times), encrypted in transit and at rest
• Meeting scheduling assistance with real-time availability
• Working hours and timezone management
• Calendar access (read and write): we read your calendar to determine availability and meeting context, and — when you use scheduling features — create and update calendar events on your behalf
• 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 includes read and write permissions (we create and update events when you use scheduling features), 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
• OpenAI: Primary AI generation for email drafts, LinkedIn replies, meeting content and relationship intelligence, plus text embeddings, voice-input transcription, and document text extraction, uses OpenAI's API; subject to OpenAI's API data usage and privacy terms
• Stripe: Payment processing subject to Stripe's Services Agreement
• Supabase: Backend infrastructure subject to Supabase's Terms of Service
• Unipile: LinkedIn authentication and message routing for Professional and Team plan users. Your LinkedIn session and messages are processed through Unipile's API. Subject to Unipile's Terms of Service.
• LinkedIn: By connecting your LinkedIn account, you authorise Qbox to read and send LinkedIn messages on your behalf via Unipile. This is subject to LinkedIn's User Agreement and API Terms. LinkedIn availability and API access may change independently of Qbox.
• HubSpot: On Professional and Team plans, you can connect your own HubSpot account. You then authorise Qbox to push data one way into that account on your behalf — contacts for the people you choose to sync, and the meeting, call, email and LinkedIn activity you switch on. This is subject to your own agreement with HubSpot. Qbox never edits or deletes anything already in your HubSpot account, and data already pushed there stays under your control in HubSpot.

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
• Automated Sending: If you set any feature to send messages automatically (for example, campaign steps set to Auto Send), you accept full responsibility for messages sent on your behalf
• Delivery Not Guaranteed: Email delivery depends on recipient servers, spam filters, and other factors outside our control

9.3 Automated Sending - Critical Warning

Recommendation: Run a campaign with its steps set to Manual Send first, and only switch a step to Auto Send once you have reviewed what it produces for your specific use case. A step that sends your own template is a safer candidate for Auto Send than AI-written content.

9.4 LinkedIn AI Drafts

On Professional and Team plans, Qbox generates AI-drafted replies for LinkedIn messages. By using this feature, you acknowledge:

• Your Responsibility: You are solely responsible for all messages sent via your LinkedIn account, whether AI-drafted or manually written.
• LinkedIn Policies: All messages must comply with LinkedIn's User Agreement and Professional Community Policies. Qbox does not filter messages for compliance with LinkedIn's rules.
• Character Limits: LinkedIn enforces a 1,900-character limit per message. Qbox enforces this limit in drafts, but you are responsible for reviewing content before sending.
• Third-Party Routing: LinkedIn messages are sent via Unipile's API. Qbox is not responsible for delivery failures, latency, or service interruptions arising from Unipile or LinkedIn.

9.5 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 by an automated sending feature
  • 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 sending, including campaign steps set to 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 automated sending features and any messages 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
• Availability data is cached temporarily (maximum 1 hour) for performance
• When you use scheduling features, we create and update calendar events on your behalf; we do not delete your existing 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 Automated Sending Terms

Important Notice: Automated sending is optional. Every campaign step is set to Manual Send unless you switch it to Auto Send; a step set to Auto Send sends its email or LinkedIn message when it comes due, without your review of each message. This carries inherent risks and requires your explicit acceptance of responsibility.

Acknowledgment and Acceptance of Risk

By setting any campaign step to Auto Send, you explicitly acknowledge and accept all risks associated with automated sending. You understand and agree that:

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

Limitation of Liability for Automated Sending

Qbox Intelligence, Inc. is not responsible for any consequences arising from automatically sent messages, including but not limited to:

• Content, accuracy, tone, or appropriateness of automatically sent messages
• Messages sent to incorrect recipients
• Timing of sent messages, including messages 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 automatically sent communications
• Violations of third-party policies or regulations caused by automatically sent content

Strongly Recommended Best Practices

We strongly recommend the following practices when using automated sending:

• Start with Manual Send: Run a campaign with its steps set to Manual Send first, to understand what it produces before switching any step to Auto Send
• Prefer Your Own Templates: A step that sends your own template is safer to automate than a step with AI-written content
• Regular Monitoring: Review your sent emails folder and LinkedIn conversations regularly to catch and address any issues promptly
• Keep Sensitive Contacts Out: Do not use Auto Send steps for contacts involved in sensitive topics, negotiations, or high-stakes communications
• Test Thoroughly: Try Auto Send with less critical contacts before relying on it for important communications

Control and Monitoring

• You can switch any campaign step between Auto Send and Manual Send
• You can pause a campaign at any time, which stops its automatic sends
• A campaign stops for a contact once they reply
• Automatic sends are paced and count toward daily sending limits
• If an automatic send cannot be completed, the step is left as a draft for your review instead
• You remain in full control of the feature and can adjust or stop using it based on your experience

Important: Automated sending is designed as a productivity tool for routine, lower-risk outreach. It is not a substitute for careful review of important messages. By using it, you accept full responsibility for managing it appropriately for your specific use case and risk tolerance.

17. Contact Information