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InboxRobot

Software Usage Agreement

§ 1 Scope of Services

Core Platform

We offer InboxRobot, an AI-powered email automation platform with:

  • Automated email processing via IMAP/SMTP integration
  • Multi-tenant team management with role-based access
  • Real-time analytics and usage dashboards
  • GDPR-compliant data export and deletion tools

Technical Specifications

  • Plan-based email processing limits (monthly quotas)
  • Mail account limits per organization
  • Email history retention: 6-24 months based on plan
  • Activity log retention: 1000 most recent entries
  • Subscription management through Stripe payment gateway

§ 2 Support Responsibility

Support is entirely the responsibility of the Customer. Support requests can be managed through our website.

§ 3 Usage Rights

License Grant

  • Non-exclusive, non-transferable license during active subscription
  • Team-based licensing with multiple users per organization
  • Access via web interface and API (where applicable)

Usage Restrictions

  • No reverse engineering or decompilation
  • No reselling or sublicensing
  • Must comply with plan-based usage limits
  • No automated scraping or excessive API calls

§ 4 Contract Duration

The minimum contract period is one (1) month. After that, it can be terminated monthly. The maximum license duration is twelve (12) months.

§ 5 Prices and Payment Terms

The monthly fee is determined by the subscription plan. Payment is due 14 days after invoice receipt. After 14 days without payment, we may suspend services until payment is received.

§ 6 Customer Obligations

Technical Requirements

  • Provide valid IMAP/SMTP credentials for mail accounts
  • Ensure email account permissions allow processing
  • Maintain accurate account and billing information

Legal Compliance

  • Obtain necessary consents for email processing
  • Comply with applicable privacy laws (GDPR, etc.)
  • Ensure lawful basis for automated email handling
  • Respect email recipients’ privacy rights

Acceptable Use

  • No processing of illegal or harmful content
  • No circumvention of service limitations
  • No activities that harm system performance
  • Comply with AI provider usage policies

§ 7 Warranty and Liability

Service Warranty

  • Software provided “as is” without guarantees
  • No warranty for 100% spam detection accuracy
  • No guarantee of uninterrupted service
  • Best-effort email processing based on configured rules

Liability Limitations

  • Maximum liability: fees paid in previous 12 months
  • No liability for indirect or consequential damages
  • No responsibility for missed emails or communications
  • No liability for AI misclassifications
  • Full liability retained for gross negligence or intent

Third-Party Services

  • Not responsible for Stripe payment processing issues
  • Not liable for Mistral AI or OpenAI service disruptions
  • Customer assumes risk when selecting non-GDPR AI option

§ 8 Data Protection and Data Security

Data Processing

  • Email metadata (sender, subject, timestamps) retained for service operation
  • Email body content processed transiently, not permanently stored
  • User profile and settings data encrypted at rest
  • IMAP/SMTP credentials stored encrypted
  • Processing logs retained based on plan limits

Security Measures

  • Password hashing using bcrypt
  • Optional two-factor authentication (TOTP)
  • Session-based authentication with timeouts
  • Regular security updates and patches
  • Data hosted in EU/German data centers

AI Processing Options

  • GDPR-Compliant (Default): Mistral AI (EU-based) processing
  • Alternative: OpenAI (US-based) - customer assumes compliance risk
  • Customer can switch between options at any time
  • AI providers bound by their respective privacy policies

§ 9 Contract Changes

We reserve the right to expand our portfolio and add feature packages. Every new feature set may require an updated contract document.

§ 10 Jurisdiction and Applicable Law

The place of jurisdiction is Nuremberg, Germany, and German law shall apply.

§ 11 Updates and Maintenance

Customers will be informed via email about software updates. Updates must be installed by the Customer.

§ 12 Service Level Agreements (SLA)

No agreements on availability or response times are provided unless explicitly agreed upon.

§ 13 Training and Instruction

The software is designed to be user-friendly, requiring no separate training.

§ 14 Usage Restrictions

There are no geographical or user-limit restrictions. The software includes a licensing model.

§ 15 Compliance and Certifications

GDPR Compliance

  • Data subject rights implemented (access, deletion, portability)
  • Privacy by design principles
  • Data Processing Agreements available for business customers
  • Regular compliance reviews

Data Subject Rights Implementation

  • Export: Complete data export in HTML format (rate-limited to 1/hour)
  • Deletion: Soft delete for users, hard delete for organizations
  • Correction: Direct profile editing in account settings
  • Access: Transparent data collection disclosed in privacy policy

Retention Policies

  • Email history: 6-24 months then auto-deleted
  • Activity logs: Rolling 1000 entry limit
  • Financial records: 7 years (German tax law)
  • Backup retention: 30 days for disaster recovery

§ 16 Dispute Resolution

No special regulations exist for mediation or arbitration.

§ 17 Right of Withdrawal

There is no right of withdrawal since this is a B2B arrangement.

§ 18 Availability of Data

Customers always retain access to their data, as we only process and do not store content.

§ 19 Customer Cooperation Obligations

No special cooperation obligations apply.

§ 20 Exclusivity and Non-Competition Clauses

No exclusivity or non-competition clauses are in place.