Terms of Service

Last updated: 20 October 2026

Who these terms are between

These terms are an agreement between Airmailer B.V. ("Airmailer") and the business or organisation that signs up ("the business"). Airmailer is for businesses and organisations only: it is not offered to consumers.

Airmailer B.V.: a private limited company registered in the Netherlands
Postal address: TBC
Chamber of Commerce (KvK) number: TBC
Email: support@airmailer.app

The person who creates the business in Airmailer accepts these terms for it and confirms that they may act for it. The business makes sure that the people it invites use Airmailer in line with these terms.

The service, and who is responsible for replies

Airmailer receives the customer emails a business forwards to it. Pip, Airmailer's AI agent, drafts replies from the business's documents and rules. Each draft is checked and then sent or held for approval, as the business has chosen in Automatic sending.

Replies go out in the business's name. The business is responsible for what it sends to its customers, including replies sent automatically under the settings it chose.
AI can be wrong. Airmailer checks every draft and always holds drafts about sensitive matters such as legal action, safety or a dispute. Even so, a draft can contain a mistake. The business decides how much Pip sends without approval, and can require approval for every draft.
Knowledge is the business's. Pip answers from the documents and product information the business provides. Keeping them accurate is the business's job.

Accounts and the team

A business's account belongs to the business. Its owners can invite people, change settings, manage billing and remove people; members can work in the Inbox.

The business keeps the information in its account accurate, keeps access to its team's email addresses secure, and is responsible for what its team does in Airmailer.

Acceptable use

The business uses Airmailer lawfully and only for its own customer communication. In particular, the business does not:

send spam of any kind;
use Airmailer to send unlawful, misleading, harassing or infringing content;
try to break, overload, probe or get around Airmailer's security, limits or usage measurement;
resell Airmailer, or use it to build a competing service;
forward special categories of personal data, such as health data, beyond what customers themselves include in their emails.

Airmailer may suspend an account that breaks these rules. It tells the business first, unless doing so would make a serious harm worse.

Plans, usage and payment

Plans: Free, Starter (€29 a month), Growth (€99 a month) and Scale (€299 a month). Prices include VAT where it is due. A business with a valid EU VAT number pays the same price, with the VAT reverse-charged.
Usage: each plan includes a monthly amount of usage, shown in Settings as a percentage. It resets on the first day of each calendar month (UTC). The number of replies shown with a plan is an estimate: longer emails and larger documents use more.
When usage runs out: Pip stops drafting until the next month, or until an owner upgrades or turns on extra usage. Emails keep arriving, and the team can still answer them. Owners are emailed at 75%, 90% and 100%.
Extra usage: on a paid plan, an owner can let Pip keep drafting after the month's usage runs out, up to a monthly limit the owner chooses, from €10 to €250. Polar bills what was used with the next payment. Extra usage is off unless an owner turns it on.
Who sells the subscription: Polar Software Inc. is the merchant of record. A paid plan is bought from Polar under Polar's terms, and Polar charges VAT where it is due and issues the invoices. These Terms cover the service itself.
Renewal and cancelling: paid plans are charged monthly in advance and renew until cancelled. An owner can cancel any time in Manage billing; the plan then runs to the end of the month already paid, and changes to Free. Part months aren't refunded unless the law requires it.
Changing plan: an upgrade takes effect at once, and Polar charges the difference for the rest of the month.
Price changes: Airmailer emails the owners at least 30 days before a price change takes effect, so a business can cancel first.
The Free plan: has a small monthly usage and may change or end, with 30 days' notice.

Cancelling and ending

The business can cancel a paid plan at any time in Settings, Plan and billing. The plan runs to the end of the period already paid for, then becomes Free.

Closing the account: an owner can close the business at any time in Settings > Business, under Closing the business. Pip stops at once, a paid plan is cancelled at the end of the month already paid, and the business's data is deleted 30 days later, apart from what the law requires Airmailer to keep. Until then an owner can reopen it by signing in.
Before closing: owners can download each customer's data from Airmailer.
Ending by Airmailer: Airmailer can end the agreement with 30 days' notice, or straight away if the business seriously breaks these terms or doesn't pay. In either case, the business keeps access long enough to download its data, unless the law prevents it.

Data protection

For the customer emails and documents a business puts into Airmailer, the business is the controller and Airmailer is its processor. The Data Processing Agreement applies to that processing and forms part of these terms. For its own account and billing data, Airmailer is the controller, and its Privacy policy applies.

The business's content and Airmailer's property

The business's content stays the business's. Its documents, customer emails, replies and settings belong to the business. The business allows Airmailer to use them only to provide the service.
No training on the business's content. Airmailer does not use it to train AI models, and the AI providers Airmailer uses don't either.
Airmailer's service stays Airmailer's. The software, design, Pip and the Airmailer name belong to Airmailer. The business may use them only as part of the service.
Suggestions: if the business suggests an improvement, Airmailer may use it freely.

Availability and changes to the service

Airmailer works to keep the service available and fast, but doesn't guarantee that it is never interrupted. It also depends on others, such as email delivery and AI providers, being available. Planned maintenance happens outside European business hours where possible.

Airmailer improves the service often. If a change removes something a paid plan relies on, Airmailer tells the business at least 30 days ahead, and the business may cancel with a refund of the unused part of its period.

Liability

Airmailer's total liability under these terms is limited to the amount the business paid Airmailer in the 12 months before the event that caused the damage, or €100 for a business on the Free plan.

Not covered: indirect or consequential loss, such as lost profit, lost revenue or harm to reputation.
Replies the business chose to send automatically: Airmailer is not liable for them, beyond what the first paragraph allows.
Lost data: Airmailer's liability for it is limited to restoring it from its most recent backup.
Never limited: damage caused by Airmailer's intent or deliberate recklessness (opzet of bewuste roekeloosheid) is not limited.
The business's side: the business holds Airmailer harmless against third-party claims that arise from the business's unlawful use of the service or unlawful content.

Changes to these terms, law and disputes

Changes: Airmailer emails owners at least 30 days before a change that matters takes effect. A business that doesn't accept the change can cancel before it applies.
Law: Dutch law applies. The United Nations Convention on Contracts for the International Sale of Goods does not.
Disputes: disputes go to the competent court in the Netherlands for the place where Airmailer B.V. is registered.
Language: if these terms exist in more than one language, the English version applies.