Terms of Service

1. Acceptance of Terms

By accessing or using Warm Vanilla Inbox during the beta period, you ("User") agree to these Terms of Service ("Terms") on behalf of yourself and, if applicable, your organization. If you do not agree, do not use Warm Vanilla Inbox.

These Terms apply to the beta version of Warm Vanilla Inbox. Beta software is provided for testing and feedback purposes and may change significantly before general availability.

2. Beta Program

You acknowledge that:

• Warm Vanilla Inbox is a beta product — it is unfinished, may contain bugs, and features may be added, changed, or removed at any time
• Warm Vanilla Inbox LLC makes no guarantees about uptime, data integrity, or feature availability during the beta
• We may terminate the beta program or your access at any time, for any reason, with or without notice
• Your original email remains in Gmail or Outlook — Warm Vanilla Inbox is a view layer on top of it, not a replacement

We appreciate your feedback. By using the beta, you agree that any feedback, suggestions, or bug reports you submit may be used by Warm Vanilla Inbox LLC to improve the product without compensation or attribution to you. Feedback is distinct from your email data — see Section 7 for how we handle your email data.

Upon termination of your access to the beta program, we will delete your data within 30 days, consistent with our Privacy Policy.

3. Eligibility & Account

• You must be at least 18 years old and authorized to use Warm Vanilla Inbox on behalf of yourself or your organization
• You are responsible for keeping your login credentials secure
• You may not share your account or allow unauthorized access

4. Permitted Use

You may use Warm Vanilla Inbox solely for lawful, internal business purposes consistent with these Terms. You agree not to:

• Use Warm Vanilla Inbox to send spam, phishing, or harassing communications
• Reverse engineer, decompile, or attempt to extract source code
• Resell, sublicense, or redistribute Warm Vanilla Inbox without written permission
• Use Warm Vanilla Inbox in any way that violates applicable law or third-party rights
• Attempt to gain unauthorized access to our systems or other users' data

5. Email Account Integration

To use Warm Vanilla Inbox, you will authorize access to your Gmail or Microsoft Outlook account. You represent that you have the authority to grant this access and, if acting on behalf of an organization, that your IT administrator has approved the integration.

Depending on the features you use, Warm Vanilla Inbox may:

• Read your email — to display, filter, prioritize, and classify your inbox within the email client, including by the automated processing described in Section 6
• Send email on your behalf — only when you explicitly compose and send a message within the email client
• Read your calendar — to display upcoming events alongside relevant email threads
• Create and edit calendar events — only when you explicitly schedule a meeting within the email client
• Read your contacts — to recognize your clients, buyers, and counterparties and prioritize their emails from day one

Warm Vanilla Inbox does not delete emails, modify your underlying mailbox, or take any action without your explicit instruction within the email client.

You can revoke access at any time through your Google or Microsoft account settings. Revoking access will disconnect Warm Vanilla Inbox.

6. Automated Email Classification

Warm Vanilla Inbox classifies your incoming email into urgency categories (spam, noise, normal, important, urgent) using a three-tier system:

• Tier 1 examines structural features of the message (such as marketing links and unsubscribe headers). This processing occurs entirely on Warm Vanilla Inbox infrastructure.
• Tier 2 scans for commercial real estate vocabulary and urgency indicators. This processing occurs entirely on Warm Vanilla Inbox infrastructure.
• Tier 3 applies only when Tiers 1 and 2 cannot confidently classify a message. In Tier 3, the message is processed by a third-party AI provider (currently Anthropic, using the Claude Haiku model) to produce a classification. Before any message is sent to the third-party provider, we apply automated redaction (using Microsoft Presidio) to remove personally identifiable information, including Social Security numbers, financial account numbers, and similar sensitive identifiers.

Our agreement with Anthropic prohibits use of your email content to train Anthropic's models. Anthropic's current API terms and data retention practices are published at anthropic.com/legal. We list Anthropic and any other subprocessors in our Privacy Policy.

No automated system is perfect. Redaction may occasionally fail to remove a sensitive value, or may redact content that is not actually sensitive. You should not rely on Warm Vanilla Inbox's redaction as a substitute for your own controls over what information enters your email in the first place. Nothing in this section alters your obligations under Section 4 or applicable law to handle sensitive information appropriately.

If you do not want Tier 3 processing applied to your account, contact us to disable it. Disabling Tier 3 will reduce classification accuracy on ambiguous messages.

7. Data Handling and Security

We take the following measures to protect your email data:

• Encryption at rest. Email content stored in our database is encrypted at rest.
• Encryption in transit. All data moving between your email provider, our systems, and any subprocessor is transmitted over encrypted connections.
• Access controls. Access to production systems is limited to authorized personnel. Administrative access to the database is logged to an audit trail.
• PII redaction before third-party processing. As described in Section 6, personally identifiable information is automatically redacted before any email content is sent to a third-party AI provider.
• Subprocessor agreements. We maintain data processing agreements with subprocessors that handle your data, including commitments regarding confidentiality, security, and restrictions on use of your data for their own purposes (including model training).

We do not use the content of your emails to train our own machine learning models. We may use aggregated metadata (such as classification outcomes, sender reputation signals, and your interactions with classified messages) to improve our classification systems. This metadata does not include the body content of your emails.

Your use of Warm Vanilla Inbox is also governed by our Privacy Policy, which is incorporated into these Terms by reference and which describes our data practices in greater detail, including our current list of subprocessors and retention periods.

8. Intellectual Property

Warm Vanilla Inbox and all related software, designs, and content are owned by Warm Vanilla Inbox LLC or its licensors. These Terms do not transfer any ownership to you. You retain full ownership of your email data.

9. Disclaimers

Warm Vanilla Inbox is provided "as is" and "as available" during the beta period.

To the fullest extent permitted by law, Warm Vanilla Inbox LLC disclaims all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that Warm Vanilla Inbox will be uninterrupted, error-free, or secure, or that automated classification or redaction will be accurate in every case.

10. Limitation of Liability

To the fullest extent permitted by law, Warm Vanilla Inbox LLC shall not be liable for any indirect, incidental, special, consequential, or punitive damages — including loss of data, revenue, or business opportunities — arising from your use of Warm Vanilla Inbox, even if we have been advised of the possibility of such damages.

Our total liability to you for any claim arising from these Terms or your use of Warm Vanilla Inbox shall not exceed $100.

11. Indemnification

You agree to indemnify and hold harmless Warm Vanilla Inbox LLC and its officers, employees, and agents from any claims, damages, or costs (including attorneys' fees) arising from your use of Warm Vanilla Inbox or your violation of these Terms.

12. Termination

Either party may terminate these Terms at any time. Upon termination, your right to use Warm Vanilla Inbox ceases immediately. Your underlying Gmail or Outlook account and its data are not affected. Sections 7–14 survive termination.

13. Governing Law

These Terms are governed by the laws of the State of North Carolina, without regard to conflict of law principles. Any disputes shall be resolved in the state or federal courts located in Raleigh, North Carolina.

14. Changes to Terms

We may update these Terms at any time. We'll provide notice of material changes via email or in-app notification. Continued use after changes take effect constitutes acceptance.

15. Contact

Warm Vanilla Inbox LLC
4030 Wake Forest Road STE 349
Raleigh, NC 27609
legal@warmvanillainbox.com
warmvanillainbox.com