Terms of Service

Welcome to NextEmail.ai, operated by CalMax Systems ("we," "us," or "our"). By accessing or using our service, you agree to be bound by these Terms of Service. Please read them carefully.

1. Acceptance of Terms

By creating an account or using NextEmail.ai, you agree to these Terms of Service and our Privacy Policy. If you do not agree, do not use our service.

2. Description of Service

NextEmail.ai provides AI-powered email security and intelligence services. Our primary function is protecting your inbox from threats. Features include:

• AI Security Scanning: Continuous automated detection of phishing, spam, and email-borne threats using on-premise AI models
• AI Email Organization: Optional automatic classification and labeling of emails by sender and topic (available on eligible plans)
• Natural Language Search: AI-powered search across your connected email accounts
• Auto-Unsubscribe: Automated one-click unsubscribe for detected spam (RFC 8058)
• Provider Integration: Secure OAuth 2.0 connections with Microsoft 365 and Google Gmail

3. Account Registration

To use our service, you must:

• Provide accurate and complete registration information
• Be at least 16 years of age
• Maintain the security of your account credentials
• Notify us immediately of any unauthorized access

You are responsible for all activities that occur under your account.

4. Email Access and Data Storage

By connecting your email account, you authorize NextEmail.ai to:

• Download and store your email messages (metadata and content) on our servers for continuous security monitoring and classification
• Analyze email content using our on-premise AI models to detect threats and classify messages
• Create folders or labels in your email provider to organize emails identified by our AI
• Move or label emails based on AI classification (e.g., moving detected threats to a filtered folder)
• Send unsubscribe requests on your behalf for emails classified as spam that include one-click unsubscribe headers

How your data is processed: Your email data is downloaded from your email provider and stored in our secure database. Our AI models run entirely on our own servers — your email content is never sent to third-party AI services (such as OpenAI, Google AI, or any external LLM provider). No human reads your emails; only our automated AI systems process them.

You can stop AI processing at any time by disconnecting your email account in your NextEmail.ai settings (OAuth tokens are revoked, stored data preserved for reconnection) or by deleting the mailbox entirely (all stored data permanently removed). You can also revoke access through your email provider's security settings.

5. Automated Decision-Making

NextEmail.ai uses automated AI systems to make decisions about your email, including:

• Threat classification: Our AI determines whether an email is safe, spam, or a phishing attempt. Emails classified as threats are automatically moved to a filtered folder in your email provider.
• Email organization: When enabled, our AI categorizes safe emails by sender and topic, applying labels or moving them to folders.
• Auto-unsubscribe: For certain spam categories, our system automatically sends an unsubscribe request to the sender.

These decisions are made without human review. While our AI is designed for high accuracy, automated classifications may occasionally be incorrect. You can review all AI actions in your dashboard and manually override any classification by moving emails in your provider.

If you believe an email has been incorrectly classified, you can move it back to your inbox in your email provider, and our system will not reclassify it.

6. Acceptable Use

You agree not to:

• Use the service for any illegal purpose
• Attempt to gain unauthorized access to our systems
• Interfere with or disrupt the service
• Reverse engineer or decompile our software
• Use the service to send spam or malicious content
• Share your account with others
• Connect email accounts you do not own or have authorization to access

7. Subscription and Payment

Free Trial

New accounts receive a 14-day free trial. No credit card is required to start a trial. During the trial, you have access to the features included in your selected plan. When your trial ends, you must subscribe to a paid plan to continue using the service.

Paid Plans

• We offer Starter and Pro plans, billed monthly or annually
• Plan details and current pricing are listed on our pricing page
• Payments are processed securely through Stripe. We do not store your credit card information on our servers
• Prices are subject to change with 30 days' notice to existing subscribers
• No refunds for partial billing periods

Cancellation

You may cancel your subscription at any time through the Stripe Customer Portal accessible from your account settings. Upon cancellation, your access continues until the end of your current billing period. After that, AI processing stops but your account and data remain accessible. You can delete your account at any time from settings to permanently remove all data immediately.

Lapsed Accounts

If your subscription lapses (trial expired without payment, payment failure, or cancellation period ended), our AI pipeline will stop processing your email. Your connected mailbox and stored data are retained for 30 days to allow reactivation. After 30 days, your data may be permanently deleted.

8. Intellectual Property

NextEmail.ai and its content, features, and functionality are owned by CalMax Systems and protected by copyright, trademark, and other intellectual property laws.

Your email content remains your property. We claim no ownership over your data. We do not use your email content to train our AI models.

9. Privacy and Data Protection

Your privacy is important to us. Please review our Privacy Policy to understand how we collect, use, store, and protect your data, including details on our use of Google and Microsoft APIs.

10. Service Availability

We strive for high availability but do not guarantee uninterrupted service. We may:

• Perform scheduled maintenance with advance notice when possible
• Suspend service for security reasons
• Modify or discontinue features with reasonable notice

Our AI security scanning operates continuously (approximately every 60 seconds per mailbox). Temporary interruptions in scanning do not affect emails already in your inbox — they remain accessible through your email provider at all times.

11. Limitation of Liability

To the maximum extent permitted by law:

• NextEmail.ai is provided "as is" without warranties of any kind, express or implied
• We do not guarantee that our AI will detect all threats or that all classifications will be accurate
• We are not liable for any damage caused by phishing, spam, or malicious emails that our system fails to detect
• We are not liable for indirect, incidental, special, or consequential damages
• Our total liability is limited to the amount you paid us in the 12 months preceding the claim

12. Indemnification

You agree to indemnify and hold harmless CalMax Systems, its officers, directors, and employees from any claims, damages, or expenses arising from your use of the service or violation of these terms.

13. Termination

We may terminate or suspend your account if you violate these terms. Upon termination:

• Your right to use the service immediately ceases
• We will delete your stored email data within 30 days
• Any labels or folders created by our service in your email provider will remain (you can remove them manually)
• Provisions that should survive termination (Limitation of Liability, Indemnification, Governing Law, Dispute Resolution) will remain in effect

14. Changes to Terms

We may update these terms periodically. We will notify you of material changes via email at least 14 days before they take effect. Continued use after the effective date of changes constitutes acceptance. If you do not agree to the updated terms, you may cancel your account before they take effect.

15. Governing Law

These terms are governed by the laws of the State of California, USA, without regard to conflict of law principles.

16. Dispute Resolution

Any disputes arising from these terms or your use of the service will be resolved through binding arbitration in accordance with the rules of the American Arbitration Association, conducted in San Francisco, California. You waive the right to participate in class actions or class-wide arbitration.

Notwithstanding the above, either party may seek injunctive relief in any court of competent jurisdiction.

17. Contact

For questions about these terms:

• Email: [email protected]
• Contact form: Contact Us
• Mail: CalMax Systems, 391 Sutter Street, Suite 806, San Francisco, CA 94108

By using NextEmail.ai, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.