Terms of Service

These Terms of Service ("Terms") govern your access to and use of the KAI platform and all related services provided by AI Data Desk B.V. ("we", "us", "our"), a private limited company incorporated under Dutch law, with its registered office at Zekeringstraat 34c, 1014 BS Amsterdam, The Netherlands.

By creating an account, accessing, or using the Service, you agree to be bound by these Terms, our Privacy Policy, our Cookie Policy, and our Acceptable Use Policy. If you are accepting these Terms on behalf of a company or other legal entity, you represent that you have the authority to bind that entity. If you do not agree to these Terms, do not use the Service.

• "Service" means the KAI platform (Knowledge, Automation, and Intelligence), including all features — AI-assisted replies, Knowledge Bank, Meetings, and Company AI Chat — accessible via aidatadesk.com, kai.aidatadesk.com, and any associated APIs or applications.
• "Subscriber" means the organisation or individual entering into a subscription agreement with AI Data Desk B.V.
• "User" means any individual authorised by the Subscriber to access the Service.
• "Admin" means a User with administrative privileges over a Subscriber account.
• "Customer Content" means any data, text, documents, emails, transcripts, audio, or other material submitted to or processed by the Service.
• "Output" means AI-generated content produced by the Service in response to Customer Content.
• "Subscription" means a paid or trial access plan as described in Section 6.
• "Google API Data" means any data obtained through Google APIs, including Gmail and Google Calendar data.

You must be at least 18 years old and capable of entering into a legally binding contract to use the Service. The Service is intended for business use only and is not directed at or available to consumers acting in a personal capacity.

Access requires registration using a valid Google or Microsoft account via OAuth authentication. You are responsible for maintaining the confidentiality of your credentials and for all activity that occurs under your account.

You agree to provide accurate, current, and complete information during registration and to keep it up to date. We reserve the right to suspend or terminate accounts based on inaccurate or misleading information.

Admins are responsible for managing User access within their organisation, including provisioning and revoking access, and for ensuring all Users within their organisation comply with these Terms and the Acceptable Use Policy.

KAI is a B2B AI productivity platform providing:

• AI-assisted Replies: AI-generated email reply suggestions based on your connected inbox and Knowledge Base
• Knowledge Base: A centralised, searchable knowledge base populated by documents, meetings, and emails (Professional, Enterprise, and Free Trial plans only)
• Meetings: Automated meeting recording, transcription, AI-generated summaries, and action items
• Company AI Chat: AI-powered assistant combining large language models with your authorised company data (Professional, Enterprise, and Free Trial plans only)

Feature availability varies by subscription tier. See aidatadesk.com/pricing for current plan details.

The Service integrates with Microsoft Outlook, Microsoft Calendar, Gmail, and Google Calendar. Use of these integrations is subject to the terms and privacy policies of the respective providers. We are not responsible for changes to, or unavailability of, third-party APIs.

Output produced by KAI's AI features is generated automatically and may not always be accurate, complete, or appropriate. You are solely responsible for reviewing, editing, and approving any Output before use. Output does not constitute legal, medical, financial, or professional advice. We make no warranty as to the accuracy, reliability, or fitness for purpose of any Output.

We aim to provide a reliable service but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control. We will use reasonable efforts to notify you of planned downtime in advance.

Use of the Service is governed by our Acceptable Use Policy, incorporated into these Terms by reference.

In addition, you agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable law or regulation
• Submit or process special categories of personal data as defined under GDPR Article 9 (including health data, biometric data, racial or ethnic origin, political opinions, religious beliefs, or data concerning criminal convictions). The Service is not designed to process such data and you must not submit it.
• Attempt to gain unauthorised access to any part of the Service or its underlying infrastructure
• Reverse engineer, decompile, or disassemble any part of the Service
• Use automated means (bots, scrapers, crawlers) to access the Service other than through supported integrations
• Resell, sublicense, or make the Service available to third parties outside your organisation without our prior written consent

Violation may result in suspension or termination of your account.

You are solely responsible for all Customer Content submitted to or processed by the Service. You represent and warrant that:

• You have all necessary rights and permissions to submit such Content and to authorise us to process it
• Where your Content contains personal data of third parties (including email correspondents and meeting participants), you have a valid lawful basis under applicable data protection law to process that data through the Service
• You will not submit Content containing personal data of individuals who have not been adequately informed of its processing in accordance with applicable law

New accounts are eligible for a 14-day free trial with full platform access. No credit card is required to begin. At the end of the trial, continued access requires a paid subscription.

Current plans, pricing, and included features are published at aidatadesk.com/pricing. We reserve the right to change pricing with at least 30 days' prior written notice to existing subscribers.

Subscriptions are billed in advance on a monthly or annual basis as selected at checkout. Payment is processed by Stripe. By providing payment details, you authorise us to charge your payment method for the applicable fees.

All fees are exclusive of applicable taxes including VAT. Where applicable, taxes will be added to your invoice.

As this Service is provided exclusively to business customers, statutory consumer cooling-off rights do not apply. Fees are non-refundable except as expressly required by applicable business-to-business law. If you cancel, you retain access until the end of the current billing period.

If payment fails, we reserve the right to suspend access after reasonable notice. Continued non-payment may result in termination and deletion of associated data in accordance with our Privacy Policy.

You retain ownership of all Customer Content. By submitting Content, you grant us a limited, non-exclusive, non-transferable licence to process it solely to provide the Service to you. We do not use Customer Content to improve our AI models, train AI systems, or for any purpose other than operating the Service for you.

Our collection and use of personal data is governed by our Privacy Policy, incorporated into these Terms by reference.

Our use of data obtained via Google APIs (including Gmail and Google Calendar) is subject to the following strict limitations, consistent with the Google API Services User Data Policy:

• Google API Data is used only to provide and operate the features of the Service that the user has explicitly authorised.

• We do not use Google API Data to serve advertisements.
• We do not sell, transfer, or use Google API Data to build user profiles for use outside the Service.
• We do not use Google API Data to train AI models.
• We do not allow humans to read Google API Data except: (a) with the user's explicit prior permission for a specific, defined support interaction; (b) where necessary to investigate a confirmed security incident or prevent abuse of the Service; or (c) as required by applicable law.
• We request only the minimum OAuth scopes necessary — specifically gmail.modify (to read emails and save AI-drafted replies as drafts), gmail.labels (to create and apply email labels), and calendar (to read calendar events for meeting detection and to create meeting invites). We do not request any scope beyond what is required to deliver these features, and we do not request scopes for features not yet implemented.

KAI does not carry out automated decision-making within the meaning of Article 22 GDPR. All AI-generated outputs are suggestions only and require human review before use.

Where you are an organisation processing personal data of your employees or end users through the Service, AI Data Desk B.V. acts as a data processor on your behalf under GDPR Article 28. A Data Processing Agreement is available at www.aidatadesk.com/dpa.

KAI does not carry out automated decision-making within the meaning of Article 22 GDPR. All AI-generated outputs are suggestions only and require human review before use.

A Data Processing Agreement (DPA) governing our processing of personal data on your behalf is available at www.aidatadesk.com/dpa. Where you are an organisation processing personal data of your employees or end users through the Service, AI Data Desk B.V. acts as a data processor on your behalf under GDPR Article 28. A Data Processing Agreement (DPA) is available upon request at info@aidatadesk.com.

We will provide prior written notice of any new sub-processor, giving you a reasonable opportunity to object before the new sub-processor begins processing your data.

We implement appropriate technical and organisational security measures as described in our Privacy Policy. You are responsible for maintaining appropriate access controls on your side, including promptly revoking access when Users leave your organisation.

The Service, including all software, design, trademarks, and content created by us, is owned by AI Data Desk B.V. and protected by applicable intellectual property laws. Nothing in these Terms transfers ownership of our intellectual property to you.

You retain all intellectual property rights in the Customer Content you submit. Output produced by the Service based on your Customer Content is treated as your output for purposes of ownership, subject to the disclaimer in Section 4.3.

If you provide feedback, suggestions, or ideas regarding the Service, you grant us a perpetual, irrevocable, royalty-free licence to use such feedback for any purpose, without obligation or compensation to you.

Each party agrees to keep confidential any non-public information disclosed by the other party that is designated as confidential or that reasonably should be understood to be confidential. This obligation does not apply to information that: (a) is or becomes publicly known through no breach of this agreement; (b) was independently developed without use of confidential information; or (c) is required to be disclosed by law, provided the disclosing party gives reasonable prior notice where legally permitted.

This obligation survives termination of these Terms.

We warrant that:

We have the right and authority to provide the Service
The Service will materially conform to the documentation published at aidatadesk.com
Except as expressly stated, the Service is provided "as is" and "as available". We disclaim all implied warranties including merchantability, fitness for a particular purpose, and non-infringement.

Neither party shall be liable for indirect, incidental, special, consequential, or punitive damages, including loss of profits, revenue, data, or goodwill, arising out of or related to these Terms or the Service, even if advised of the possibility of such damages.

Our total aggregate liability to you for all claims arising out of or related to these Terms or the Service shall not exceed the total fees paid by you in the 12 months immediately preceding the event giving rise to the claim.

Nothing in these Terms limits or excludes liability for: (a) fraud or fraudulent misrepresentation; (b) wilful misconduct or gross negligence; or (c) death or personal injury to the extent such limitation is prohibited by applicable law.

You agree to indemnify, defend, and hold harmless AI Data Desk B.V. and its directors, employees, and agents from and against any third-party claims, liabilities, damages, and expenses (including reasonable legal fees) arising out of or related to: (a) your Customer Content; (b) your use of the Service in violation of these Terms or the Acceptable Use Policy; (c) your violation of any applicable law; or (d) your failure to maintain a lawful basis for processing third-party personal data through the Service.

These Terms remain in effect for as long as you have an active account or subscription.

You may cancel your subscription and terminate your account at any time via account settings or by contacting info@aidatadesk.com.

We may suspend or terminate your access immediately if: (a) you materially breach these Terms and fail to remedy the breach within 14 days of written notice; (b) you fail to pay applicable fees after reasonable notice; (c) we are required to do so by law; or (d) continued provision would expose us or third parties to legal or regulatory liability.

Upon termination, your right to access the Service ceases immediately. We will handle Customer Content and personal data in accordance with our Privacy Policy. During a suspension period prior to termination, your data is preserved and not deleted. Sections 7, 8, 9, 11, 12, and 15 survive termination.

We reserve the right to modify or discontinue features with reasonable prior notice where practicable.

We will notify you of material changes via email and/or a prominent in-Service notice at least 14 days before the changes take effect. Continued use after the effective date constitutes acceptance. If you do not accept the changes, you may terminate your account before the effective date.

These Terms are governed exclusively by the laws of the Netherlands, without regard to conflict of law principles.

Any disputes shall be submitted to the exclusive jurisdiction of the competent courts in Amsterdam, the Netherlands.

Before initiating formal proceedings, both parties agree to attempt to resolve disputes informally by contacting info@aidatadesk.com. We will use reasonable efforts to respond within 30 days.

You also have the right to submit a complaint to the Autoriteit Persoonsgegevens (www.autoriteitpersoonsgegevens.nl) regarding data protection matters.

• Entire Agreement: These Terms, together with the Privacy Policy, Cookie Policy, Acceptable Use Policy, and any executed DPA, constitute the entire agreement between you and AI Data Desk B.V. regarding the Service.
• Severability: If any provision is found to be unenforceable, it shall be modified to the minimum extent necessary, and the remaining provisions shall continue in full force.
• Waiver: Our failure to enforce any provision on any occasion does not waive our right to enforce it in the future.
• Assignment: You may not assign your rights or obligations without our prior written consent. We may assign our rights to a successor entity in connection with a merger, acquisition, or sale of assets, with notice to you.
• Force Majeure: Neither party shall be liable for delays or failures resulting from causes beyond their reasonable control, provided the affected party promptly notifies the other and uses reasonable efforts to mitigate the impact.
• Language: These Terms are drafted in English. In case of conflict between any translation and the English version, the English version prevails.

AI Data Desk B.V. Zekeringstraat 34c, 1014 BS Amsterdam, The Netherlands

KvK: 98144243

Email: info@aidatadesk.com

Website: www.aidatadesk.com