Terms of Service

Last updated: April 2026 · AI Automated Solutions LLC

1. Acceptance of Terms

By creating an account or using MailMind, you agree to be bound by these Terms of Service and our Privacy Policy. If you do not agree, do not use the service. These terms constitute a legally binding agreement between you and AI Automated Solutions LLC.

2. Description of Service

MailMind is an AI-powered email management tool that connects to your email account to help you prioritize, respond to, and manage your inbox. The service uses artificial intelligence to analyze your emails, draft replies, detect action items, and provide voice-controlled email management.

3. Account Registration

• You must provide accurate information when creating your account.
• You are responsible for maintaining the security of your account credentials.
• You must be at least 18 years old to use MailMind.
• One account per person. You may not share accounts.
• You are responsible for all activity that occurs under your account.

4. Email Access and Authorization

By connecting your email account to MailMind, you explicitly authorize MailMind to:

• Read emails from your inbox to rank and display them
• Read your sent emails to analyze and learn your communication style (with your explicit consent)
• Send emails on your behalf when you explicitly direct the app to do so
• Delete emails from your inbox when you explicitly direct the app to do so

MailMind will never read, send, or delete emails without your direct instruction. All AI actions require your review and approval before being executed.

5. AI Disclaimer — Important

By using MailMind you acknowledge that:

• AI-generated email drafts may be inaccurate, inappropriate, or incomplete
• You will always review AI-drafted content before sending
• Email deletion via AI commands is permanent (subject to your email provider's trash period)
• You are fully responsible for all emails sent from your account through MailMind

6. Subscription and Billing

• Paid plans are billed monthly in advance via Stripe.
• You may cancel at any time. Cancellation takes effect at the end of the current billing period.
• No refunds are provided for partial months or unused time.
• We reserve the right to change pricing with 30 days notice.
• Trial access is limited to 500 emails processed within 7 days, whichever comes first.
• Business plan pricing is determined on a per-seat basis and agreed upon individually.

7. Acceptable Use

You agree not to use MailMind to:

• Send spam, phishing emails, or unsolicited bulk email of any kind
• Compose, send, or facilitate harassing, threatening, defamatory, or fraudulent communications
• Violate CAN-SPAM, CASL, or any other anti-spam or email marketing law
• Harass, threaten, impersonate, or harm any person
• Violate any applicable local, state, federal, or international law or regulation
• Attempt to reverse-engineer, copy, or resell the MailMind service
• Share your account credentials with others
• Use automated scripts to interact with MailMind beyond its intended interface
• Use the service in any way that could damage, disable, overburden, or impair MailMind's infrastructure
• Process emails containing Protected Health Information (PHI) under HIPAA or similarly regulated personal data without a separate written agreement with AI Automated Solutions LLC

Violation of these terms may result in immediate account suspension without refund. We reserve the right to report illegal activity to relevant authorities.

8. Email Sending on Your Behalf

When you use MailMind's reply drafting and send features, MailMind sends emails directly from your connected email account using credentials you have provided. You are solely responsible for all emails sent through your account. MailMind does not independently initiate or send emails without your explicit action. AI-drafted replies are presented for your review before sending — you approve every email before it leaves your inbox.

You agree that any emails sent using MailMind's AI drafting feature comply with all applicable laws including CAN-SPAM (requiring accurate sender information, subject lines, and physical address for commercial emails) and that you will not use MailMind to send commercial emails without appropriate consent from recipients where required by law.

8a. Business Accounts — Data Processing

For business or organizational accounts, AI Automated Solutions LLC acts as a data processor on behalf of the business owner (the data controller) with respect to employee email data processed through MailMind. By setting up a business account and inviting employees, the business owner represents and warrants that:

• They have a lawful basis for processing employee email data as required by applicable law
• They have informed employees that their work email will be processed by an AI system, or will do so before employees connect their accounts
• They will only enable Team Visibility Mode for company-provided email accounts where they have the legal right to review such communications
• Their use of MailMind complies with all applicable employment, privacy, and data protection laws in their jurisdiction

Business clients who require a formal Data Processing Agreement (DPA) for compliance purposes may request one by contacting legal@mailmind.app. We will work with you to establish appropriate data processing terms for your organization's needs.

9. Data and Privacy

Your use of MailMind is also governed by our Privacy Policy, which is incorporated into these terms by reference. Key points:

• Email content is processed in real time by Anthropic's Claude AI and is not permanently stored on our servers
• Your email credentials are encrypted at rest using AES-256 encryption
• You can export or delete your data at any time from Settings
• We do not sell your data or use it for advertising
• California residents have additional rights under CCPA — see our Privacy Policy Section 10

10. Limitation of Liability

To the maximum extent permitted by law, AI Automated Solutions LLC shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to:

• Loss of data or emails
• Emails sent or deleted based on AI-generated suggestions
• Business losses arising from the use or misuse of MailMind
• Service interruptions or downtime
• Inaccurate AI rankings, summaries, or reply drafts

You acknowledge that AI-generated content may contain errors and that you are solely responsible for reviewing all AI output before acting on it or sending it. Our total liability to you for any claims arising from these terms or your use of MailMind shall not exceed the amount you paid us in the 3 months preceding the claim.

11. Service Availability

We aim for high availability but do not guarantee uninterrupted access to MailMind. We may perform maintenance, updates, or experience outages beyond our control. We are not liable for any losses resulting from service unavailability.

12. Termination

Either party may terminate the agreement at any time. We may suspend or terminate your account immediately if you violate these terms, fail to pay your subscription, or if we determine your use poses a risk to other users or the service. Business plan clients may also be subject to the termination terms in their signed service agreement.

Upon termination, your data will be retained for 30 days to allow for export, then permanently deleted as described in our Privacy Policy.

13. Changes to Terms

We may update these terms from time to time. We will notify you of material changes by email at least 14 days before they take effect. Continued use of MailMind after the effective date constitutes acceptance of the updated terms.

14. Governing Law

These terms are governed by the laws of the United States. Any disputes shall be resolved through binding arbitration rather than in court, except for small claims matters. Nothing in these terms limits your rights under applicable consumer protection laws in your jurisdiction.

15. Contact

AI Automated Solutions LLC
Email: legal@mailmind.app
Support: support@mailmind.app
California Privacy: privacy@mailmind.app