Terms of Service

1. Acceptance of Terms

By creating an account or using Glidebase ("the Service"), you agree to these Terms of Service, our Privacy Policy, and our Cookie Policy. If you are using the Service on behalf of an organization, you represent that you have authority to bind that organization to these terms.

2. Description of Service

Glidebase is an AI-powered agency management platform that provides client management, task management, email management, time tracking, team collaboration, and AI-assisted insights. The Service uses third-party artificial intelligence (Google Gemini) to analyze your data and generate recommendations, summaries, and drafts. By using the Service, you consent to this AI processing as described in our Privacy Policy.

3. User Accounts

You are responsible for:

• Maintaining the confidentiality of your account credentials
• All activities that occur under your account
• Notifying us immediately of any unauthorized access
• Ensuring your account information is accurate and up to date
• Ensuring that any client data you upload complies with applicable data protection laws (you are the data controller for your clients' personal data)

4. Data Processing and Sub-Processors

When you use Glidebase to manage your agency's client data, you act as the data controller and Glidebase acts as your data processor under GDPR Article 28. You are responsible for obtaining any necessary consents from your clients for the data you upload to the Service.

Sub-Processors

We use the following sub-processors to deliver the Service:

• Google (Gemini AI API): AI analysis of email content, task data, and client context for generating insights and recommendations
• Postmark / Mailgun: Inbound email webhook delivery and processing
• Stripe: Payment processing and subscription management

We will notify you by email at least 30 days before adding a new sub-processor. If you object to a new sub-processor, you may terminate your account.

Data Processing Agreement

These Terms, together with our Privacy Policy, constitute a Data Processing Agreement under GDPR Article 28. For enterprise customers requiring a separate DPA, contact legal@glidebase.io.

5. Acceptable Use

You agree not to:

• Use the Service for any illegal purposes
• Attempt to gain unauthorized access to our systems
• Interfere with or disrupt the Service
• Upload malicious code or viruses
• Abuse AI features, including attempting prompt injection, submitting harmful content, or circumventing rate limits
• Use the Service to store or process data subject to heightened regulatory requirements (e.g., HIPAA-protected health information, payment card numbers) without a separate agreement
• Violate any applicable laws or regulations

We monitor for AI abuse and may temporarily block access to AI features if abuse is detected. Repeated violations may result in account suspension.

6. AI Features and Limitations

Our AI features are provided as-is and are intended to assist, not replace, human judgment. Specifically:

• AI-generated content (email drafts, summaries, recommendations) may contain errors, inaccuracies, or inappropriate content
• You are solely responsible for reviewing and verifying all AI-generated content before use or distribution
• AI sentiment analysis and mood indicators are approximations and should not be treated as definitive assessments
• We do not guarantee the accuracy, completeness, or reliability of AI outputs
• AI features are subject to token limits based on your subscription tier (Free: 1,000 tokens/month, Pro: 50,000 tokens/month)
• AI features may be temporarily unavailable due to rate limits, service outages, or maintenance

AI and your data: Email content, task data, and client context sent to our AI provider (Google Gemini) is processed per Google's API Terms of Service. Google does not use API data to train its models. You can opt out of AI data sharing via the CCPA "Do Not Share" toggle in your privacy settings, which will disable AI-powered features.

7. Data Ownership

You retain ownership of all data you submit to Glidebase ("Your Data"). By using the Service, you grant us a limited, non-exclusive license to process Your Data solely for the purpose of providing and improving the Service. We will not use Your Data for any other purpose, including training AI models, without your explicit consent.

AI-generated insights derived from Your Data (summaries, sentiment scores, recommendations) are part of the Service output and are available to you for the duration of your subscription. Upon account deletion, all data including AI-derived data is permanently erased.

8. Subscription and Payment

• New accounts receive a 7-day free trial with access to all features
• After the trial, a paid subscription is required to continue using the Service
• Subscriptions are billed monthly in advance via Stripe
• You are responsible for all charges incurred under your account
• Fees are non-refundable except as required by law or as stated in our refund policy
• If payment fails, your account may be restricted to read-only access until payment is resolved
• We reserve the right to change pricing with 30 days' notice

9. Email Processing

When you configure email integration, you direct your email provider to forward messages to our system via webhook (Postmark or Mailgun). We store the full content of forwarded emails to provide the email management features. Outbound emails are sent using your own SMTP credentials through your email provider's servers. We store your SMTP password in encrypted form (AES-256-CBC) and use it solely to send emails on your behalf.

You are responsible for ensuring that forwarding emails to Glidebase complies with your email provider's terms of service and any applicable laws regarding email interception or monitoring.

10. Termination

By you: You may request account deletion at any time from your privacy settings. After a 30-day grace period (during which you can cancel the request), all your personal data is permanently erased, associated records are anonymized, and your account is irrecoverably deleted.

By us: We may suspend or terminate your account if you violate these terms, with notice where practicable. In cases of severe abuse or illegal activity, we may terminate immediately without notice.

11. Limitation of Liability

To the maximum extent permitted by applicable law, Glidebase is provided "as is" without warranties of any kind, express or implied. We are not liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service, including but not limited to damages arising from AI-generated content, email processing errors, or data loss. Our total liability shall not exceed the fees you paid in the 12 months preceding the claim.

Nothing in these terms limits our liability for fraud, gross negligence, or any liability that cannot be excluded by applicable law (including GDPR).

12. Indemnification

You agree to indemnify and hold harmless Glidebase from any claims, damages, or expenses arising from: (a) your violation of these terms, (b) your use of AI-generated content without adequate review, (c) your failure to obtain necessary consents from your clients for data processing, or (d) your violation of applicable data protection laws.

13. Governing Law and Disputes

These terms are governed by the laws of the State of Delaware, USA, without regard to conflict of law principles. Any disputes shall be resolved through binding arbitration under the rules of the American Arbitration Association, except that either party may seek injunctive relief in any court of competent jurisdiction. For EU/EEA users, this does not affect your right to bring claims in your local courts under GDPR.

14. Changes to Terms

We reserve the right to modify these terms. We will notify you of material changes via email at least 30 days before the changes take effect. Continued use after the effective date constitutes acceptance. If you do not agree to the changes, you may close your account before the effective date.

15. Contact

For questions about these terms: legal@glidebase.io