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
• Lemon Squeezy: Merchant of record for all subscriptions — checkout, payment processing, invoicing, sales tax and VAT. Payment card details are collected and stored by Lemon Squeezy and never reach Glidebase's systems.
• DigitalOcean: Application hosting, database storage and encrypted off-site backups
• Sentry: Error monitoring. Diagnostic reports may include the acting user's account identifier and the URL where an error occurred.

We will notify you by email at least 30 days before adding a new sub-processor. You may object in writing within that 30-day window; if we cannot accommodate the objection, you may terminate your account and we will refund any prepaid, unused portion of your subscription.

Personal data breaches

If we become aware of a personal data breach affecting Your Data, we will notify you without undue delay and in any event within 72 hours of becoming aware of it, with the information you need to meet your own notification duties under GDPR Articles 33 and 34.

International transfers

The Service is hosted in the United States and our sub-processors are US-based, so using the Service involves transferring personal data outside the EEA and the UK. Those transfers rely on the European Commission's Standard Contractual Clauses (Decision 2021/914, Module Two: controller to processor) and, for UK data, the UK International Data Transfer Addendum.

Data Processing Agreement

These Terms, together with our Privacy Policy, constitute a Data Processing Agreement under GDPR Article 28 and apply to every customer regardless of plan. If you need a separate signed DPA, or a record of processing activities under Article 30, contact support@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. Forwarded client email may incidentally contain special-category data under GDPR Article 9; you remain the controller for it and are responsible for having a lawful basis to process it.
• 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 monthly token limits based on your plan (Trial: 200,000; Starter: 2,000,000; Pro: 5,000,000; Custom: as agreed with you)
• 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 "Do Not Sell or Share" toggle in your privacy settings. This disables AI features for your own account — briefings, insights and the AI command bar stop making AI requests for you. Agency-wide background processing (for example analysis of shared inbox email) is controlled by the agency administrator, who can disable AI features for the whole agency.

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

Merchant of record. Subscriptions are sold and processed by Lemon Squeezy, which acts as the merchant of record and reseller of the Service. Your purchase contract — payment, invoicing, sales tax and VAT — is therefore with Lemon Squeezy and governed by Lemon Squeezy's terms; these Terms govern your use of the Service itself. Lemon Squeezy is responsible for collecting and remitting any applicable tax. Your payment card details are handled entirely by Lemon Squeezy and are never transmitted to or stored by Glidebase.

Trial

• New registrations are reviewed before activation. Once your account is approved, you receive a 7-day free trial; the trial period begins on approval, not registration.
• No payment details are required to start the trial.
• When the trial ends, a paid subscription is required to continue using the Service.

Plans and limits

• Starter — up to 2 agency team members, 2,000,000 AI tokens per month
• Pro — up to 5 agency team members, 5,000,000 AI tokens per month
• Custom — for teams above 5 members; seats, AI allowance and price are agreed individually and this plan is not sold through self-service checkout
• Team-member limits are enforced by the Service: at your plan's limit, further invitations are declined until you upgrade or agree a Custom plan. Client contacts and client-portal users do not count towards the limit.
• Current prices are shown on the billing page in your account and at checkout.

Billing, cancellation and refunds

• Subscriptions are billed monthly in advance and renew automatically until cancelled.
• You are responsible for keeping your billing details current and for charges incurred under your account, which are collected by Lemon Squeezy.
• You may cancel at any time from the billing page in your account, which opens the Lemon Squeezy customer portal. Cancellation stops future renewals; your subscription remains active until the end of the period you have already paid for, after which the account reverts to trial-level limits.
• We do not provide automatic pro-rata refunds for partial periods. Because Lemon Squeezy is the merchant of record, refunds are issued by Lemon Squeezy; contact us and we will raise the request with them on your behalf, or contact Lemon Squeezy directly. Nothing here limits refund rights you have under applicable law.
• If a renewal payment fails, Lemon Squeezy will retry it. If the subscription then lapses, the account reverts to trial-level limits until payment succeeds. Your data is retained and is not deleted because of a failed payment.
• We reserve the right to change pricing with 30 days' notice. Any promotional pricing applied to your subscription is shown at checkout and in your billing settings.

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

The Service is provided by Monster Mike LLC, a limited liability company registered in the State of Wyoming, USA ("we", "us"). These terms are governed by the laws of the State of Wyoming, 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 users in the EU/EEA and the United Kingdom, this does not affect your right to bring claims in your local courts, or your rights under the GDPR and UK 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: support@glidebase.io