Terms of Service
Last updated: 8 June 2026
These Terms of Service ("Terms") govern your access to and use of ReplyPen, provided by ProBackup BV, a company incorporated in Belgium (enterprise number 0555.782.383), Kroonwinningstraat 113, 3500 Hasselt, Belgium ("ProBackup", "we", "us"). By creating an account or connecting a mailbox you agree to these Terms and to our Privacy Policy.
1. The service
ReplyPen is a multi-tenant software-as-a-service product that connects to your Gmail or Microsoft Outlook mailbox, processes email threads using AI, and prepares draft replies, labels and internal notes for your review. ReplyPen assists with drafting; you and your organisation remain responsible for what is sent. We may change, add or remove features as the service evolves.
2. Accounts & eligibility
You must be at least 18 years old and authorised to bind your organisation. You are responsible for keeping your credentials and API tokens confidential and for all activity under your account. Only authorised users may use the service on your behalf, and you are responsible for their actions.
3. Connecting mailboxes
When you connect a mailbox you authorise ReplyPen to access it using the OAuth scopes shown during connection (for Gmail: read/modify, compose/send, and the account email address). You confirm you have the right to connect that mailbox and to have its content processed as described in the Privacy Policy. You can disconnect a mailbox or revoke access at any time.
4. Acceptable use
You agree not to use ReplyPen to: send spam or unlawful, infringing or harmful content; impersonate others; violate the rights of any third party; attempt to breach the security of the service or other tenants' data; or use the service in breach of any applicable law or of Google's or Microsoft's terms.
5. AI output
Draft replies, notes and other AI-generated output are produced automatically and may be inaccurate, incomplete or inappropriate. You are responsible for reviewing output before it is sent or relied upon. ReplyPen prepares drafts; it does not guarantee any particular result.
6. Fees
Where the service is offered for a fee, the applicable plan, billing period and prices will be agreed at sign-up. Fees are payable in advance and, except where required by law, are non-refundable. We may suspend the service for overdue payment or for material or repeated breach of these Terms, with notice where practicable.
7. Data ownership & processing
As between you and us, you retain all rights to your mailbox content and data. For personal data contained in that content, ProBackup acts as a data processor on your behalf and you act as the controller; our processing is described in the Privacy Policy and governed by a data processing agreement available on request. We retain all rights in the ReplyPen software and service.
8. Third-party services
ReplyPen relies on third-party services (including Google, Microsoft, AWS and LLM providers such as OpenRouter/OpenAI) and on the tenant's own processor endpoint. We are not responsible for those third parties' acts, omissions or availability, and your use of them may be subject to their own terms.
9. Warranties & liability
The service is provided "as is" and "as available" without warranties of any kind, to the maximum extent permitted by law. We do not warrant that the service will be uninterrupted or error-free. To the extent permitted by law, our total aggregate liability arising out of or relating to the service is limited to the amount you paid us for the service in the twelve months preceding the event giving rise to the claim. We are not liable for indirect, incidental or consequential damages. Nothing in these Terms limits liability that cannot be limited under applicable law, including mandatory consumer rights.
10. Term & termination
You may stop using the service and disconnect your mailboxes at any time. Either party may terminate as agreed in the applicable plan or for material breach. On termination we will, after a reasonable migration period, delete or revoke access to your connected mailboxes and delete associated stored content, except where retention is required by law (see the Privacy Policy retention section).
11. Changes to these Terms
We may update these Terms from time to time. We will update the "Last updated" date and, for material changes, take reasonable steps to notify you. Continued use after changes take effect constitutes acceptance.
12. Governing law & jurisdiction
These Terms are governed by Belgian law. The courts of Leuven, Belgium have exclusive jurisdiction over any dispute, without prejudice to any mandatory consumer-protection rights you may have in your country of residence. EU consumers may also use the European Commission's online dispute resolution platform at ec.europa.eu/consumers/odr.
13. Contact
Questions about these Terms? Email [email protected] or write to ProBackup BV, Kroonwinningstraat 113, 3500 Hasselt, Belgium.