Terms of Service

1. Acceptance of Terms

The Terminus AI platform (“Platform”) is a business product made available to organizations and their authorised users. By accessing or using the Platform, you agree to be bound by these terms and conditions (“Terms”). Where you accept these Terms on behalf of an organization, you represent and warrant that you are duly authorised to bind that organization. If you do not agree to these Terms, you must not access or use the Platform. We may amend these Terms in accordance with Section 8. Continued use of the Platform on or after the effective date of any amendment constitutes acceptance of the amended Terms; where you do not accept an amendment, you must discontinue use of the Platform before it takes effect.

2. Description of Services

Terminus AI provides AI-powered tools and services including:

• AI Chatbot: Intelligent conversational assistance for organizational knowledge and support
• MailSense Workflow Automation: Email workflow analysis and optimization tool designed to identify communication bottlenecks, extract action items, and provide organizational efficiency insights

You agree to use these services in compliance with all applicable laws and regulations.

3. MailSense Workflow Automation Service

3.1 Service Purpose and Scope

MailSense is a workflow automation and communication analysis tool designed exclusively for:

• Identifying workflow bottlenecks in email communications
• Extracting action items and tasks from organizational correspondence
• Analyzing communication patterns to improve organizational efficiency
• Providing sentiment insights to enhance team collaboration
• Generating automated reports on communication workflows

MailSense is NOT an employee monitoring or surveillance tool. It shall not be used for individual performance tracking, employee surveillance, disciplinary purposes, or performance evaluations.

3.2 Consent and Account Connection

All email accounts connected to MailSense must provide explicit, informed, and voluntary consentfor workflow analysis. Organizations using MailSense agree to:

• Obtain explicit consent from all account holders before connecting their email accounts
• Clearly communicate the purpose, scope, and nature of email analysis to account holders
• Document consent in accordance with applicable data protection laws
• Provide account holders with the ability to review what data is being analyzed
• Honor withdrawal of consent and immediately disconnect accounts upon request
• Ensure account holders understand their rights regarding their data

Account holders retain the right to:

• Withdraw consent at any time without penalty or adverse consequences
• Request disconnection of their email account from MailSense
• Access, review, and request deletion of their analyzed data
• Receive transparent information about how their email data is processed

3.3 Prohibited Uses

Organizations and users are strictly prohibited from using MailSense for:

• Individual employee monitoring or surveillance
• Performance evaluations or employee assessments
• Disciplinary actions or investigations
• Tracking individual employee productivity or behavior
• Any purpose that infringes on individual privacy rights
• Making employment decisions based solely on MailSense data
• Any use that violates data protection laws or regulations

Violation of these prohibited uses may result in immediate termination of service access and potential legal action.

4. Data Processing and GDPR Compliance

4.1 Data Collection and Processing

For MailSense workflow analysis, we collect and process:

• Email Metadata: Sender, recipient, timestamp, subject lines
• Email Content: A short extract of the message body for AI analysis, retained only transiently as described in Section 4.3
• Communication Patterns: Email frequency, response times, communication flows
• Analysis Results: AI-generated insights, action items, sentiment analysis, workflow reports

4.2 Legal Basis for Processing

For customer content processed by MailSense, DocCheck, and the AI Assistant, the customer organization is the data controller and we act as a data processor, processing such content solely on the organization’s documented instructions. The customer organization is responsible for determining and documenting an appropriate legal basis under Article 6(1) GDPR (typically the consent of the relevant individuals or its own legitimate interest) and for discharging any related information and consent obligations. Where we process personal data as a controller (for example, account, billing, and platform-usage data), we rely on the performance of a contract, compliance with legal obligations, and our legitimate interests, as set out in our Privacy Policy. A Data Processing Agreement governing our role as processor is available to customers upon request.

4.3 Data Retention and Storage

We implement the following data retention policies:

• Email Content: Processed to generate workflow insights. Where message data is stored, it is retained transiently for processing, de-duplication, and report generation, is minimised, and is deleted once no longer required for that purpose; it is not retained for any other purpose. The resulting insights and reports are retained as described below.
• Analysis Results: Stored for reporting purposes for a maximum of 12 months or until account disconnection, whichever is earlier
• Account Metadata: Retained for the duration of the service agreement
• Deletion Upon Request: Following account disconnection or a valid deletion request, personal data is deleted or anonymised within 30 days, save where a legal retention obligation applies or where retention is necessary for the establishment, exercise, or defence of legal claims

4.4 Your Data Rights (GDPR)

Under GDPR, you have the following rights regarding your personal data:

• Right of Access (Article 15): Request access to all data we hold about you
• Right to Rectification (Article 16): Request correction of inaccurate data
• Right to Erasure (Article 17): Request deletion of your data (“right to be forgotten”)
• Right to Data Portability (Article 20): Receive your data in a structured, machine-readable format
• Right to Object (Article 21): Object to processing of your data
• Right to Withdraw Consent (Article 7(3)): Withdraw consent at any time without affecting lawfulness of processing based on consent before withdrawal
• Right to Lodge a Complaint: File a complaint with your local data protection authority

To exercise any of these rights, please contact us at hello@perfectorange.pt. We will respond without undue delay and within one month of receipt of the request, which period may be extended by up to two further months for complex or numerous requests, in accordance with Article 12(3) GDPR. Where the relevant data was provided to us by your organization as customer content, we act as processor and will refer or forward the request to that organization as the controller.

4.5 Data Transfers and Third Parties

Email content is processed through third-party AI service providers for analysis purposes. We ensure:

• Sub-processors are engaged under data processing terms that, where required by the GDPR, restrict them to processing personal data on our documented instructions
• Appropriate data processing agreements are put in place with sub-processors where required by applicable law
• International transfers, where they occur, are subject to appropriate safeguards, such as the European Commission’s Standard Contractual Clauses or an adequacy decision
• Where the option is available, we select providers and configurations intended not to use submitted content to train their models; we do not, however, control and cannot guarantee the internal practices of every third-party provider

5. Security and Data Protection

We implement appropriate technical and organisational measures to protect your data. No method of transmission or storage is entirely secure, and we cannot guarantee absolute security. Such measures include:

• Encryption: Data is encrypted in transit (TLS) and at rest (AES-256)
• Access Controls: Role-based access controls and encrypted storage of provider credentials
• Logging: Security and audit logging of access and processing activities
• Security Reviews: We periodically review and improve our technical and organisational measures
• Breach Notification: In the event of a personal data breach, we will notify the competent supervisory authority within 72 hours where required, and affected parties without undue delay where required, in accordance with Articles 33–34 GDPR. Where we act as a processor, we will notify the relevant customer organization, as controller, without undue delay.

6. User Responsibilities

Users and organizations agree to:

• Maintain the confidentiality of account credentials
• Immediately notify us of any unauthorized access or security breaches
• Use the Platform in compliance with all applicable laws and regulations
• Obtain all necessary consents before connecting email accounts to MailSense
• Not use the Platform for any unlawful, harmful, or prohibited purposes
• Respect the privacy rights of all individuals whose data may be processed
• Ensure compliance with organizational policies and employment laws

Administrator Responsibilities: Organization administrators are solely responsible for:

• Obtaining explicit consent from all account holders before account connection
• Ensuring lawful and ethical use of MailSense within the organization
• Communicating data processing activities transparently to account holders
• Maintaining documentation of consent and data processing activities
• Honoring account holder requests to disconnect or delete their data

7. Intellectual Property

All content, features, functionality, software, and technology of the Terminus AI Platform are owned by Terminus AI and are protected by international copyright, trademark, patent, trade secret, and other intellectual property laws. You may not:

• Copy, modify, or create derivative works of the Platform
• Reverse engineer, decompile, or disassemble any aspect of the Platform, save to the extent such restriction is prohibited by applicable mandatory law
• Remove or alter any copyright, trademark, or proprietary notices
• Use the Platform to develop competing services or products

8. Service Availability and Modifications

We strive to provide reliable service but do not guarantee uninterrupted access. We reserve the right to:

• Modify, suspend, or discontinue any aspect of the Platform with reasonable notice
• Perform scheduled maintenance and updates
• Implement feature improvements and security enhancements
• Update these Terms to reflect changes in our services or legal requirements

Material changes to these Terms will be communicated via email or platform notification at least 30 days before taking effect.

9. Limitation of Liability

To the maximum extent permitted by applicable law:

• Terminus AI shall not be liable for any indirect, incidental, special, consequential, or punitive damages
• Our total liability shall not exceed the amount paid by you for the services in the 12 months preceding the claim
• We are not responsible for misuse of the Platform by users in violation of these Terms
• We do not guarantee the accuracy or completeness of AI-generated insights or analysis
• Users are responsible for verifying the accuracy of AI-generated content before making business decisions

Legal Compliance: Users are solely responsible for ensuring their use of MailSense complies with employment laws, data protection regulations, and organizational policies in their jurisdiction.

Nothing in these Terms shall exclude or limit our liability to the extent that such liability cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, for gross negligence or wilful misconduct, or any liability arising under Article 82 GDPR or mandatory consumer-protection law.

10. Termination

Either party may terminate this agreement:

• By User: At any time by discontinuing use and requesting account deletion
• By Terminus AI: Immediately if you violate these Terms, particularly prohibited uses of MailSense
• Upon Termination: All user data will be deleted within 30 days unless legal retention requirements apply

11. Governing Law and Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of Portugal and the European Union, including GDPR requirements. Any disputes shall be resolved through:

• Good faith negotiation between the parties
• Mediation if negotiation fails
• Jurisdiction of Portuguese courts if mediation is unsuccessful

12. Contact Information

For questions about these Terms, to exercise your GDPR rights, or to report concerns:

• General Inquiries: Contact us through our support channels in the Platform
• Data Protection Matters: Email hello@perfectorange.pt. We have not appointed a Data Protection Officer
• GDPR Complaints: You may also lodge a complaint with your local supervisory authority

13. Severability and Waiver

If any provision of these Terms is found to be unenforceable, the remaining provisions shall continue in full force. Our failure to enforce any right or provision shall not constitute a waiver of such right or provision.

14. Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and Terminus AI regarding the use of the Platform and supersede all prior agreements and understandings.