Terms of Service

1. Acceptance of Terms

By accessing or using EaseMail ("Service," "Platform," "we," "us," or "our"), you agree to be bound by these Terms of Service ("Terms"). If you disagree with any part of these terms, you do not have permission to access the Service.

These Terms apply to all visitors, users, and others who access or use the Service.

2. Description of Service

EaseMail is an email management platform that provides:

• Unified inbox for multiple email accounts
• AI-powered email summarization and generation
• Smart inbox management and automation
• Contact management and organization
• Calendar integration and scheduling
• Team collaboration features (Enterprise plans)

3. Account Registration

3.1 Eligibility

You must be at least 18 years old to use EaseMail. By creating an account, you represent and warrant that you meet this requirement.

3.2 Account Security

You are responsible for:

• Maintaining the confidentiality of your password
• All activities that occur under your account
• Notifying us immediately of any unauthorized access
• Using strong, unique passwords and enabling MFA when available

3.3 Accurate Information

You agree to provide accurate, current, and complete information during registration and to update such information to keep it accurate and current.

4. Subscription Plans and Billing

4.1 Plan Tiers

• Free: Limited AI features (10 requests/month)
• Starter: Enhanced AI features (100 requests/month)
• Pro: Advanced features (500 requests/month)
• Enterprise: Unlimited usage and dedicated support

4.2 Subscription Billing

• Subscriptions are billed monthly or annually as selected
• All fees are in USD unless otherwise stated
• Payment is processed securely through Stripe
• Automatic renewal unless canceled before billing date
• You must maintain a valid payment method on file for paid plans

4.3 Usage-Based Billing

In addition to subscription fees, certain features are billed based on actual usage:

• SMS Messages: $0.02 per message sent (after included allowance)
• AI Requests: $0.001 per request (after included allowance)
• Storage: $0.10 per GB per month (after included allowance)

Usage is tracked hourly and billed monthly. You can view current usage at any time in your billing dashboard. Usage charges are added to your monthly invoice and charged to your payment method on file.

4.4 Billing Address and Tax Calculation

You are required to provide and maintain an accurate billing address. We calculate and collect applicable sales tax, VAT, GST, or HST based on your billing address location:

• United States: Sales tax rates vary by state (0% to 10%+)
• Canada: GST (5%), HST (13-15%), or PST (up to 20% combined)
• European Union: VAT rates vary by country (up to 27%)

Tax rates are automatically updated to reflect current regulations. You are responsible for providing accurate billing address information to ensure correct tax calculation.

4.5 Payment Methods

We accept credit cards and debit cards via Stripe. Your payment information is stored securely by Stripe (we never see or store your full card number). You may:

• Add, update, or remove payment methods in your billing settings
• Set a default payment method for automatic billing
• Update billing address at any time (affects future tax calculations)

Paid plan subscribers must maintain at least one valid payment method on file. Failure to do so may result in service restrictions or account suspension.

4.6 Payment Failures and Retries

If a payment fails:

• You will receive an email notification with the failure reason
• We will automatically retry the payment up to 3 times over 7 days
• You will receive notifications before each retry attempt
• After final failure, your account may be suspended until payment is resolved
• You can manually retry payment or update your payment method at any time

During the retry period, your service access may be limited. Late fees are not charged, but service interruption may occur if payment cannot be collected.

4.7 Invoices and Receipts

You will receive:

• Email notification before each billing cycle with estimated charges
• Invoice and receipt after successful payment
• Detailed usage breakdown showing subscription fees, usage charges, and taxes
• Access to all invoices in your billing dashboard for download (PDF)

Invoices are retained for 7 years for tax compliance purposes and are available for download at any time.

4.8 Billing Disputes

If you believe a charge is incorrect, you must notify us within 30 days of the charge date. We will investigate and respond within 10 business days. Undisputed charges are considered final after 30 days.

4.9 Refunds

We offer a 14-day money-back guarantee for first-time subscribers on subscription fees only (usage-based charges are non-refundable). Refunds after this period are granted at our sole discretion. To request a refund, contact legal@easemail.com.

4.10 Cancellation

You may cancel your subscription at any time through account settings. Cancellation takes effect at the end of the current billing period. You will continue to have access to paid features until the end of the period. No partial refunds are provided for unused time, but you will not be charged for subsequent periods.

Usage-based charges incurred up to the cancellation date will be billed in your final invoice. After cancellation, your account will revert to the Free plan.

5. Usage Metering and Billing Accuracy

5.1 How We Track Usage

Usage is tracked automatically and in real-time when you use billable features:

• SMS Messages: Counted when message is successfully sent via our SMS provider
• AI Requests: Counted when AI processing completes (summarization, email generation, etc.)
• Storage: Calculated hourly based on total email and attachment size, aggregated monthly

5.2 Viewing Usage

You can view your current usage at any time in your billing dashboard. Usage data includes:

• Current billing period usage with daily breakdown
• Included allowance vs. overage charges
• Estimated charges for the current period (updated hourly)
• Historical usage data from previous billing periods

5.3 Usage Limits and Throttling

Each plan tier includes specific usage allowances. If you exceed your plan limits:

• You will be charged overage fees at the rates specified in Section 4.3
• Excessive usage may trigger rate limiting to prevent abuse
• You will receive email notifications when approaching or exceeding limits
• You may upgrade to a higher tier to increase allowances

5.4 Billing Accuracy

We take billing accuracy seriously. Our systems:

• Track usage with redundant logging for audit purposes
• Calculate charges using transparent, documented pricing
• Provide detailed invoices showing all charges and taxes
• Retain usage logs for 2 years for dispute resolution

If you discover a billing error, notify us within 30 days and we will investigate and issue credits or refunds if the error is confirmed.

6. Acceptable Use Policy

6.1 Prohibited Activities

You agree NOT to:

• Send spam, phishing emails, or malicious content
• Use the Service for illegal purposes or fraudulent activities
• Attempt to hack, disrupt, or compromise system security
• Abuse API rate limits or attempt to bypass usage restrictions
• Share your account credentials with unauthorized users
• Scrape, crawl, or reverse-engineer the Service
• Upload viruses, malware, or harmful code
• Impersonate others or misrepresent your affiliation

6.2 Consequences of Violation

Violation of these terms may result in immediate suspension or termination of your account without refund.

7. AI Features and Content

7.1 AI-Generated Content

AI-generated summaries and drafts are provided as-is. You are responsible for reviewing and editing AI content before sending emails.

7.2 Data Processing

By using AI features, you consent to your email content being sent to OpenAI for processing. See our Privacy Policy for details on data handling.

7.3 Usage Limits

AI feature usage is subject to plan limits. Excessive usage may be throttled or require upgrade to a higher tier.

8. Intellectual Property

8.1 Our IP

The Service, including source code, design, trademarks, and content, is owned by EaseMail and protected by copyright, trademark, and other laws.

8.2 Your Content

You retain all rights to your email content. You grant us a limited license to process your data solely to provide the Service.

8.3 Feedback

Any feedback, suggestions, or ideas you provide may be used by us without compensation or attribution.

9. Third-Party Services

EaseMail integrates with third-party services (Nylas for email, OpenAI for AI, Stripe for payments). Your use of these services is subject to their respective terms. We are not responsible for third-party service failures or data breaches.

10. Service Availability

10.1 Uptime

We strive for 99.9% uptime but do not guarantee uninterrupted access. Scheduled maintenance will be communicated in advance when possible.

10.2 Modifications

We reserve the right to modify, suspend, or discontinue the Service (or any part thereof) at any time with reasonable notice.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, EASEMAIL SHALL NOT BE LIABLE FOR:

• Indirect, incidental, special, or consequential damages
• Loss of profits, data, or business opportunities
• Damages exceeding the amount paid by you in the past 12 months
• Third-party service failures or data breaches
• AI-generated content errors or inaccuracies

12. Indemnification

You agree to indemnify and hold harmless EaseMail, its affiliates, officers, and employees from any claims, damages, or expenses arising from your use of the Service or violation of these Terms.

13. Data Protection and Privacy

Your use of EaseMail is also governed by our Privacy Policy, which is incorporated into these Terms by reference. Please review it carefully.

View Privacy Policy

14. Termination

14.1 By You

You may delete your account at any time through account settings. Data deletion occurs within 30 days.

14.2 By Us

We may suspend or terminate your account for:

• Violation of these Terms
• Fraudulent activity or payment failure
• Prolonged inactivity (6+ months on Free plan)
• Legal or regulatory requirements

15. Governing Law and Disputes

These Terms are governed by the laws of [Your Jurisdiction], excluding conflict of law provisions. Any disputes shall be resolved through binding arbitration or in courts located in [Your Jurisdiction].

16. Changes to Terms

We may revise these Terms at any time. Material changes will be notified via email or in-app notification 30 days in advance. Continued use after changes constitutes acceptance.

17. Contact Information

For questions about these Terms:

• Email: legal@easemail.com
• Website: https://easemail.app

18. Miscellaneous

• Entire Agreement: These Terms constitute the entire agreement between you and EaseMail
• Severability: If any provision is found unenforceable, the remainder stays in effect
• No Waiver: Failure to enforce a provision does not waive our right to do so later
• Assignment: You may not assign these Terms. We may assign them to an affiliate or acquirer