Terms of Service

1. Agreement to Terms

By accessing or using the Emily virtual assistant service ("the Service"), provided by White Rabbit Foundry Limited, a company registered in England and Wales ("WRF", "we", "us", "our"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to all of these Terms, you may not access or use the Service. These Terms constitute a legally binding agreement between you and WRF.

2. Description of Service

Emily is an AI-powered email assistant that processes emails and chat messages on behalf of registered users. The Service includes, without limitation: email management, meeting scheduling, web research, reminders, document processing, automation rules, and a web-based chat interface. The Service is provided "as is" and may be updated, modified, or discontinued at any time.

3. Beta Programme and Free Access Period

The Service is currently in a beta phase. By participating in the beta programme, you acknowledge and agree to the following:

• The beta programme is offered free of charge for a period of three (3) months from the date of your account activation ("Beta Period"), subject to acceptance of a valid beta invitation code at registration.
• Beta access is granted in exchange for your feedback, bug reports, and participation in improving the Service. By using the Service during the Beta Period you agree to provide reasonable feedback upon request.
• The Service during the Beta Period may contain errors, bugs, or incomplete features. It may be unstable, subject to outages, or materially changed without notice.
• WRF makes no warranties, express or implied, regarding the reliability, availability, accuracy, or fitness for a particular purpose of the Service during the Beta Period. The beta Service is provided strictly on an "as is" and "as available" basis.
• WRF shall have no liability whatsoever for any losses, damages, missed appointments, failed communications, or other consequences arising from use of or reliance on the Service during the Beta Period. This includes, without limitation, any AI errors, missed emails, failed scheduling, or incorrect responses.
• At the conclusion of the Beta Period, continued use of the Service will require a paid subscription. WRF will provide reasonable notice before the Beta Period ends.
• WRF reserves the right to terminate beta access at any time, for any or no reason, without notice or liability.

4. Free Trial

New accounts that are not part of the beta programme receive a 14-day free trial. No credit card is required to start the trial. At the end of the trial period, a paid subscription is required to continue using the Service. WRF reserves the right to modify or discontinue free trials at any time without notice.

5. Billing and Payments

Subscriptions are billed monthly. Pricing is usage-based: a base fee per seat per month is charged, inclusive of a defined allowance of actions. Actions beyond the included allowance are charged at the per-unit rate displayed in your account at the time of use. All prices are exclusive of VAT or other applicable taxes. Prices may change with at least 30 days' notice. Continued use of the Service after a price change constitutes acceptance of the new pricing.

6. Cancellation and Refunds

You may cancel your subscription at any time via the billing portal. Cancellation takes effect at the end of the current billing period. We do not provide refunds for partial billing periods. If your account is terminated by WRF for breach of these Terms, no refund will be issued.

7. AI-Generated Content and Actions

The Service uses artificial intelligence to generate email responses, schedule meetings, conduct research, and take other actions on your behalf. You acknowledge and agree that:

• Emily acts immediately and autonomously. When you instruct Emily to send an email, schedule a meeting, or take any other action, that action is executed automatically without human review by WRF and without a preview or approval step. Emails are dispatched, calendar invites issued, and follow-up messages sent directly on your behalf. You are responsible for monitoring actions taken via the Activity log in your dashboard.
• AI-generated content may contain errors, inaccuracies, or omissions. This includes, without limitation: incorrect details relayed to third parties, erroneous meeting times or attendee details, failure to correctly interpret your instructions, and responses that do not reflect your intended meaning.
• Emily may fail to process an instruction entirely. This includes, without limitation: failure to receive or route an inbound email, service outages or interruptions, temporary unavailability of third-party infrastructure (such as Microsoft Graph API or the AI provider), and processing errors that result in no action being taken. The absence of a response from Emily does not guarantee that an instruction was not received, nor that it was not partially processed.
• WRF is not liable for any consequences arising from AI-generated responses, actions taken, or communications sent by the Service on your behalf, including but not limited to missed appointments, incorrect information relayed to third parties, failed or erroneous meeting schedules, unintended follow-up messages, or misinterpretation of your instructions.
• You retain full responsibility for any communications sent or actions taken by the Service on your behalf. Third parties who receive communications from the Service are dealing with you, not WRF.
• You should not use the Service for legally sensitive, medically critical, or safety-critical communications without independent review of every action taken.

8. Acceptable Use

You agree not to use the Service to send spam, engage in unlawful activities, impersonate others, harass or threaten third parties, distribute malware, circumvent security measures, or violate any applicable laws or regulations. You agree not to use the Service to process data of individuals without a lawful basis under applicable data protection law. WRF reserves the right to suspend or permanently terminate accounts that violate this policy, without notice or refund.

9. Intellectual Property

The Service, including all software, algorithms, design, branding, and content produced by WRF, is owned by White Rabbit Foundry Limited and protected by intellectual property laws. You retain ownership of content you provide to the Service. You grant WRF a limited, non-exclusive licence to process your content solely to provide the Service. WRF does not use your content to train AI models without your explicit consent.

10. Disclaimer of Warranties

To the fullest extent permitted by applicable law, the Service is provided "as is" and "as available" without warranties of any kind, whether express, implied, or statutory, including without limitation warranties of merchantability, fitness for a particular purpose, non-infringement, accuracy, or uninterrupted availability. WRF does not warrant that the Service will be error-free, that defects will be corrected, or that the Service or the servers that make it available are free of viruses or other harmful components.

11. Limitation of Liability

To the fullest extent permitted by law, WRF, its directors, employees, and affiliates shall not be liable for any indirect, incidental, special, consequential, punitive, or exemplary damages arising from or related to your use of or inability to use the Service, including but not limited to: loss of profits, loss of data, loss of business, reputational harm, missed meetings or scheduling errors, incorrect AI responses sent to third parties, or service outages. In no event shall WRF's total aggregate liability to you exceed the greater of (a) the amount you paid to WRF in the three months immediately preceding the event giving rise to the claim, or (b) fifty pounds sterling (GBP 50). Nothing in these Terms excludes liability that cannot be excluded under English law, including liability for death or personal injury caused by negligence or fraud.

12. Indemnification

You agree to indemnify, defend, and hold harmless WRF and its officers, directors, employees, and agents from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable legal fees) arising from: (a) your use of the Service; (b) communications sent by the Service on your behalf; (c) your violation of these Terms; or (d) your violation of any third party's rights.

13. Modifications to the Service and Terms

WRF reserves the right to modify, suspend, or discontinue the Service (or any part of it) at any time. We may update these Terms from time to time. Material changes will be communicated by email or via the Service at least 14 days before taking effect. Continued use of the Service after the effective date of updated Terms constitutes your acceptance.

14. Governing Law and Jurisdiction

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales. If you are a consumer in another jurisdiction, mandatory consumer protection laws of that jurisdiction may also apply.

15. Severability

If any provision of these Terms is found to be unenforceable or invalid under applicable law, that provision shall be limited or eliminated to the minimum extent necessary so that these Terms shall otherwise remain in full force and effect.

16. Consumer Statutory Rights

If you are a consumer based in the United Kingdom, nothing in these Terms affects your statutory rights under the Consumer Rights Act 2015 or any other applicable consumer protection legislation. Your statutory rights are not limited, excluded, or otherwise affected by these Terms.

17. Organisations and Enterprise Accounts

Emily is also offered to organisations (the "Enterprise" or "organisation" offering). Where an account belongs to an organisation, the following additional terms apply:

• Structure. An organisation groups individual member accounts under a single admin, billing and policy layer. Each member keeps their own Emily assistant, address and activity; the organisation's admins manage membership, organisation-wide rules and memory, communication policy, and billing.
• Converting a personal account. If you register an organisation while signed in to a personal account, that personal account is converted into an organisation account: your personal subscription is cancelled and replaced by organisation billing, any usage in the current period is transferred to the organisation, and you become the organisation's admin. This change is intended to be permanent.
• Billing. Organisation pricing is agreed separately (typically a negotiated per-credit rate, an optional periodic platform fee, and invoice-based billing) and is not the standard per-seat consumer pricing. Invoices are issued to the organisation and are due on the terms stated on each invoice (for example, payment within 30 days, or automatic charging where the organisation has set up a payment method). Credit allocations and budget alerts are informational only and do not stop the Service. If an organisation's invoices remain unpaid, WRF may suspend the organisation's use of the Service: while suspended, members' assistants stop taking actions, though admins retain sign-in access to manage billing and settings. Service resumes once the account is brought up to date.
• Service agreement. Organisation use may additionally be governed by a separate written service agreement between WRF and the organisation, which the organisation's admin accepts on the organisation's behalf. Where such an agreement is in place, its terms prevail over these Terms to the extent of any conflict in respect of that organisation's use of the Service.
• Admin authority and member data. Organisation admins can invite and remove members, set member display names and addresses, apply organisation-wide rules and memory, restrict the actions Emily may take, require internal-only communication, and view organisation-wide and per-member usage. If you join an organisation (including automatically, by signing up with a verified organisation email domain, or by accepting an invitation), you acknowledge that your admins control these settings and can see your usage and activity at the organisation level. Members cannot change organisation billing or their own organisation-managed identity.
• Responsibility. The organisation and its admins are responsible for ensuring they have authority to add members and a lawful basis to process the data they direct Emily to handle. Clauses 7 (AI-Generated Content and Actions), 10, 11 and 12 apply equally to organisation use.

18. Connected Calendars and Meeting Providers

You may optionally connect one or more calendar accounts (Microsoft, Google or Apple) and, optionally, a Zoom account. Connecting is optional and the Service works without it. By connecting a calendar, you represent that you are authorised to grant access to that account, and you authorise Emily to:

• read your free/busy information and event details to determine your availability and summarise your schedule; and
• create, update and cancel events, and generate online meeting links (Microsoft Teams or Google Meet), on your behalf and at your instruction.

If you connect a Zoom account, you represent that you are authorised to do so and you authorise Emily to create a Zoom meeting on your account when you ask her to arrange a meeting, so the join link can be added to the invitation. Emily does not read, list or modify your existing Zoom meetings.

Emily accesses only your calendar (and, where connected, your ability to create Zoom meetings) through these connections - not your email, mailbox, contacts or files. As with all of Emily's actions (section 7), calendar changes are made automatically without a preview or human review by WRF; you are responsible for reviewing events Emily creates or changes via your calendar and the Activity log. We are not liable for scheduling errors, double-bookings, missed meetings or lost calendar data arising from your instructions, provider outages, or the inherent limitations of AI. You can disconnect a calendar or your Zoom account at any time in Settings (which revokes our access and deletes the stored tokens) or by revoking access in your provider's account settings. How we handle connected-calendar and Zoom data is described in our Privacy Policy.

19. Email Delivery and Communications

Emily sends and receives email through third-party email infrastructure (currently Mailgun, operated by Sinch, in its EU region), uses Microsoft Graph for calendar events and Teams links, and, where you connect a Zoom account, uses the Zoom API to create meeting links. Email delivery depends on these providers and on recipient mail systems, spam filtering, and DNS configuration outside our control. We do not guarantee that any message will be delivered, delivered on time, or not be classified as spam by a recipient's provider. Emily normally sends from your assigned emily-wrf.com address (or your organisation's address); routing of inbound mail depends on the sending and recipient addresses used. You are responsible for monitoring important communications via the Activity log and confirming receipt where it matters.

20. Contact

For questions about these Terms, contact us at help@emily-wrf.com. White Rabbit Foundry Limited, registered in England and Wales. Registered office: available at Companies House (no. 15222598).