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Terms of Service

Last updated: 5 October 2026

These Terms of Service ("Terms") govern access to and use of PlainMailOS, a deterministic email intelligence platform operated by Business Lead Intelligence, a sole proprietorship in Mumbai, India ("PlainMailOS", "we", "us", or "our"). By creating an account, connecting a mailbox, or otherwise using PlainMailOS (the "Service"), you agree to be bound by these Terms. If you are using the Service on behalf of an organization, you represent that you have authority to bind that organization, and "you" refers to that organization.

1. The Service

PlainMailOS connects to email accounts you authorize (Outlook and Microsoft 365, and any mailbox reachable over IMAP, including custom domains; direct Gmail connection is coming soon) and layers deterministic, rule-based classification, alerts, follow-up detection, and collaboration features (including Sticky Notes) on top of your existing email. If your organization turns on AI assistance, PlainMailOS also uses an AI provider to help classify messages, as described in the Privacy Policy; AI output is a suggestion and never acts on your mailbox by itself.

2. Accounts and Eligibility

You must provide accurate registration information and keep your credentials secure. You are responsible for all activity under your account. You must be legally capable of entering into a binding contract to use the Service. One human corresponds to one PlainMailOS user account, which may belong to multiple organizations.

3. Subscriptions, Billing, and Seats

Free trial. Each new organization may use the Service free of charge for 14 days with the features of the Small Business plan. When the trial ends without a paid plan, the Service stops syncing mail and starting new work (connecting mailboxes, inviting people); your existing data stays available to read until you choose a plan or ask us to delete it.

Paid plans. Paid plans are billed monthly in US dollars through our payment processor, Paddle.com, which acts as the Merchant of Record for all purchases and handles payment collection, applicable sales tax/VAT/GST, and invoicing. The features of each plan are listed on our pricing page. Small Business and Professional plans are billed per seat, where a seat represents one human member of your organization, not one connected mailbox. Changing plan or seats takes effect immediately and Paddle prorates the difference: increases are charged for the rest of the current period, and decreases are credited against future invoices. If payment fails, Paddle retries it and we notify you; if it is not resolved, the subscription may be cancelled and the Service limited as after a trial. Enterprise features (single sign-on, SCIM provisioning, custom retention policies) are provided under a separate agreement. See our Refund Policy for cancellation and refund terms.

4. Acceptable Use

You must follow our Acceptable Use Policy. In particular, you agree not to use the Service to:

  • Violate any applicable law or regulation;
  • Access, or attempt to access, mailboxes or data you are not authorized to access, including circumventing the organization/mailbox permission model described in our Privacy Policy;
  • Send unsolicited bulk email, malware, or engage in phishing through the Service;
  • Reverse-engineer, resell, or white-label the Service without our written consent;
  • Interfere with the Service's operation or attempt to bypass its security or rate limits.

5. Your Data and Content

You retain all rights to the email content and data you connect to the Service. You grant PlainMailOS a limited license to access, process, and store that data solely to provide the Service to you, as described in our Privacy Policy. We do not sell your email content or personal data. Where your organization uses the Service to process its staff's or customers' personal data, our Data Processing Addendum applies and forms part of these Terms.

6. Third-Party Services

The Service integrates with third-party providers, including Google, Microsoft and IMAP providers, and relies on the service providers listed on our sub-processors page (including Paddle for billing and, when your organization turns on AI assistance, OpenAI). Your use of those providers is subject to their own terms. We are not responsible for the availability or acts of third-party providers.

7. Intellectual Property

PlainMailOS and its underlying technology, including the deterministic rule engine, are the property of Business Lead Intelligence and its licensors. These Terms do not grant you any ownership rights in the Service itself.

8. Disclaimers

The Service is provided "as is" and "as available" without warranties of any kind, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or that classification, alerts, or AI-assisted output will be accurate or complete. You are responsible for independently verifying anything important before acting on it.

9. Limitation of Liability

To the maximum extent permitted by law, PlainMailOS and Business Lead Intelligence will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of profits, data, or goodwill, arising from your use of the Service. Our total aggregate liability for any claim relating to the Service will not exceed the amount you paid us in the twelve (12) months preceding the claim.

10. Termination

You may stop using the Service and cancel your subscription at any time from Settings → Billing. We may suspend or terminate your access if you breach these Terms, engage in conduct harmful to other users, or fail to pay applicable fees. When a subscription ends, the Service is limited as described in §3 and your data is kept until you ask us to delete it, or deleted within 90 days of the end of the subscription for organizations covered by our Data Processing Addendum. Upon termination of an organization, that organization's access to shared mailboxes is revoked, but your personal PlainMailOS account and personal mailboxes are unaffected.

11. Changes to These Terms

We may update these Terms from time to time. If we make material changes, we will provide reasonable notice (such as an in-app notice or email) before the changes take effect. Continued use of the Service after changes take effect constitutes acceptance of the revised Terms.

12. Governing Law and Jurisdiction

These Terms are governed by the laws of India. Any dispute, claim, or controversy arising out of or relating to these Terms or the Service shall be subject to the exclusive jurisdiction of the competent courts at Mumbai, Maharashtra, India, and you consent to that jurisdiction and venue.

13. Contact

Questions about these Terms can be sent via our contact form or to grievance@plainmailos.com.