Ezra Mail terms of service

§ 1. Definitions

1. Service Provider — Operator usługi Ezra Mail, email: kontakt@saauf.xyz.
2. Service — the Ezra Mail service provided by electronic means by the Service Provider through the Website and the API.
3. Website — the Ezra Mail web application together with its information pages, available at the address where these Terms are published.
4. Customer — a business, legal person or organizational unit on whose behalf an Organization was created and which is a party to the agreement for the provision of the Service.
5. Organization — the Customer’s separate space in the Service, with its own mailboxes, members, settings and data, isolated from other Organizations.
6. User — an adult natural person with an Account, acting on their own behalf or on behalf of the Customer.
7. Owner — a User with the “Owner” role in an Organization, authorized to act on behalf of the Customer in matters of the Service, including changing the plan, accepting the Data Processing Agreement and deleting the Organization.
8. Account — a User’s data and settings, protected by an email address and password, and optionally also by two-step verification or a passkey.
9. Service domain — the saauf.xyz domain, in which the Service Provider provides mailboxes to Organizations.
10. Customer Content — email messages, data attached to them, the knowledge base, instructions, templates and other data entered into the Service by the Customer, Users or the Customer’s correspondents.
11. AI Assistant — a feature of the Service that prepares drafts and replies to messages using an AI Provider’s language model.
12. AI Provider — the provider of language models chosen by the Customer (Anthropic, Google, OpenAI or xAI).
13. Data Processing Agreement — the agreement on the processing of personal data, which forms part of the agreement for the provision of the Service.
14. Plan — a variant of the Service defining its limits, features and price, described in the Price list.

§ 2. General provisions

1. These Terms are the terms referred to in Article 8(1)(1) of the Polish Act of 18 July 2002 on Providing Services by Electronic Means. They are made available free of charge on the Website in a form that allows them to be downloaded, stored and printed.
2. The Service is intended for businesses and professionals, and for people acting on their behalf. The Service is not intended for consumers within the meaning of Article 22¹ of the Polish Civil Code. Special rules for sole traders with consumer rights are set out in § 13.
3. The agreement for the provision of the Service consists of: these Terms, the Acceptable use policy, the Data Processing Agreement with its annexes, and the Price list. The Privacy policy and the Cookie policy are informational.
4. Contact with the Service Provider: kontakt@saauf.xyz (general matters, plans, complaints), privacy@saauf.xyz (personal data), abuse@saauf.xyz (reporting abuse), security@saauf.xyz (security). The Service Provider uses only addresses on the saauf.xyz domain; messages from other domains signed as the Service Provider do not come from it.

§ 3. Types and scope of services

1. As part of the Service, the Service Provider makes it possible in particular to:
   • create and maintain an Account and belong to multiple Organizations;
   • create an Organization, invite Users and assign them roles and permissions;
   • create mailboxes on the Service domain and, on paid Plans, also on the Customer’s domains handled by its own Resend account;
   • receive, view, search, tag and send email messages;
   • use the AI Assistant, including automatic replies sent with a delay during which they can be stopped;
   • use brand templates, the activity log, delivery statuses, webhooks and the API;
   • export Organization and Account data and delete messages, including setting their retention period.
2. The features and limits depend on the Plan. The Start Plan is free of charge; the other Plans are paid in accordance with § 11.
3. The Service is not a mail archive within the meaning of document retention rules. A Customer required to archive correspondence does so on its own, e.g. using the data export.

§ 4. Technical requirements and risks

1. To use the Website you need: a device with internet access, a current version of Chrome, Edge, Firefox or Safari with JavaScript and cookies enabled, and an email address.
2. To use your own domain you additionally need: a Resend account with a full-access API key and the ability to edit the domain’s DNS records. To use the AI Assistant with your own key — an API key for the chosen AI Provider.
3. Using electronic services involves risks such as malware, phishing (impersonating the Service Provider or correspondents), password theft or interception of data on an unsecured network. The Service Provider recommends using a unique password, keeping software up to date, being careful with links in messages and not sharing the Account with others. The Service Provider never asks for your password by email.

§ 5. Conclusion of the agreement and the Account

1. The agreement for the provision of the Service is concluded for an indefinite period when an Account and Organization are created using the sign-up form, after accepting these Terms and reading the Privacy policy. The person creating the Organization represents that they are authorized to act on behalf of the Customer and accepts the Data Processing Agreement on its behalf.
2. A person invited to an Organization concludes an agreement for maintaining an Account by accepting these Terms when accepting the invitation. Maintaining an Account is free of charge.
3. The User provides true information, protects their password from third parties and promptly reports any suspected unauthorized access to security@saauf.xyz. The Account is personal — one Account may not be used by several people.
4. The Service Provider may verify the Customer’s details, in particular before switching to a paid Plan or in the event of a justified suspicion of a breach of these Terms.
5. The Service Provider records the version and date of acceptance of these Terms and of the Data Processing Agreement. Their content is always available on the Website.

§ 6. Organization, roles and the Customer’s responsibility

1. The creator of an Organization becomes its Owner. The Owner may assign other Users the role of Member, Administrator or Owner, and suspend and remove their access. An Organization always has at least one active Owner.
2. The Customer is responsible for the actions of its Organization’s Users as for its own, including the content of messages sent, permissions granted and API tokens.
3. The Customer is the controller of the personal data contained in Customer Content, and the Service Provider processes it on the Customer’s behalf under the Data Processing Agreement. The Customer ensures a legal basis for processing, including fulfilling information obligations towards its correspondents.
4. API tokens act with the permissions of the Owner who created them. The Customer keeps them confidential and revokes them when no longer needed.

§ 7. Mailboxes on the saauf.xyz domain

1. The Service Provider provides Organizations with mailboxes on the Service domain, e.g. company-name@saauf.xyz. Addresses are allocated on a first-come basis, in the number allowed by the Plan. The Customer acquires no rights to the address or the Service domain.
2. Names used by the Service Provider (e.g. kontakt, admin, abuse, postmaster, privacy, support) and names containing “ezra” or “saauf” are reserved.
3. The Service Provider may refuse to allocate an address or withdraw it if the address is misleading as to the sender’s identity, infringes third-party rights (in particular trademarks or personal rights) or is used in breach of the Acceptable use policy. The Service Provider informs the Customer of the withdrawal, stating the reason.
4. The address of a deleted mailbox may be allocated to another Organization no earlier than 90 days after deletion, so that mail intended for the previous Customer does not reach the next one.
5. Because the reputation of the Service domain is shared, sending from addresses on that domain is subject to the daily limits set out in the Price list. Messages exceeding the limit are not sent.
6. The Service Provider receives mail on the Service domain only for existing mailboxes. Messages to addresses that are not a mailbox of any Organization are not stored.

§ 8. Own domains and own Resend account

1. On paid Plans the Customer may connect its own Resend account and use its own domains through it. The Service Provider’s Resend account handles only the Service domain — own domains work only through the Customer’s Resend account.
2. The Customer concludes an agreement with Resend in its own name and is responsible for that account, its limits, fees and compliance with that provider’s terms. For processing data within the Customer’s account, Resend is the Customer’s processor, not the Service Provider’s.
3. The Service Provider stores the API key of the Customer’s Resend account in encrypted form and uses it solely to provide the Service: adding and checking domains, managing webhooks, sending and receiving mail.
4. The Customer may add only a domain it has rights to, and confirms this with DNS records. A domain verified in one Organization cannot be used in another.

§ 9. AI assistant

1. The AI Assistant uses the model chosen by the Customer: Ezra, the Service Provider’s model, or a model of an AI Provider for which the Customer saves its own API key. When using its own key, the Customer concludes an agreement with the AI Provider in its own name and settles with it directly. Ezra runs on the infrastructure of the provider indicated on the list of sub-processors.
2. AI-generated content may be inaccurate, incomplete or out of date. The Customer decides whether to enable automatic replies, defines their instructions and knowledge base, and is responsible for the content of messages sent. Until an automatic reply is sent, a User may stop it or replace it with their own.
3. By default, automatic replies state that they were prepared by an AI assistant. A Customer that turns off this notice ensures on its own that recipients know they are interacting with an AI system, in accordance with Article 50 of Regulation (EU) 2024/1689 (AI Act).
4. The number of Ezra replies and drafts per month is limited by the Plan. Once the limit is used up, mail is still received, and Ezra’s automatic replies are paused until the end of the calendar month. Replies prepared with the Customer’s own API key are not limited by the Plan.
5. The Service Provider does not use Customer Content to train AI models.

§ 10. Obligations and prohibitions

1. Providing unlawful content and using the Service contrary to the law, good practice, these Terms or the Acceptable use policy is prohibited.
2. In particular, it is prohibited to send unsolicited commercial communication and other bulk messages without recipients’ consent, to engage in phishing, to impersonate other people or entities, to distribute malware, and to attempt to circumvent limits, security measures or the isolation between Organizations.
3. The Customer promptly removes content it learns to be unlawful and cooperates with the Service Provider in investigating reported abuse.

§ 11. Plans, prices and payments

1. Current Plans, their limits and prices are set out in the Price list. On the date these Terms take effect, the following Plans are available: Start, Team, Business, Enterprise. Prices are stated in Polish zloty net; VAT at the applicable rate is added.
2. The Owner requests a Plan change on the Website (Organization → Plan), providing billing details. The change takes effect once confirmed by the Service Provider, which the Customer is informed of by email and on the Website.
3. Paid Plans are billed in advance for each calendar month on the basis of a VAT invoice issued electronically, including through the Polish National e-Invoicing System (KSeF) where required by law. Payment is due within 14 days. An incomplete first month is charged pro rata.
4. If payment is more than 14 days overdue after an unsuccessful payment reminder, the Service Provider may move the Organization to the Start Plan. The Organization’s data is not deleted; features and items above the Start Plan limit (e.g. excess mailboxes) remain, but no new ones can be added.
5. Moving to a lower Plan does not delete data. Items above the new Plan’s limit remain active, but no new ones can be added until usage falls below the limit.
6. Fees for AI models are charged by the AI Provider under its agreement with the Customer when the Customer uses its own key. Fees for an own Resend account are charged by Resend.
7. The Service Provider gives at least 30 days’ notice of price changes for paid Plans. A Customer that does not accept a change may move to another Plan or terminate the agreement before it takes effect.

§ 12. Availability and liability

1. The Service Provider exercises due care to keep the Service running continuously and securely, using the measures described in Security measures. Where possible, the Service Provider schedules maintenance outside 8:00–18:00 Polish time. A guaranteed availability level (SLA) may be set in an individual agreement on the Enterprise Plan.
2. The Service Provider is not responsible for services the Customer uses under its own agreements (own Resend account, AI Provider with the Customer’s key, DNS operator), for the content of the Customer’s messages and AI replies sent by the Customer, or for the delivery of messages rejected by recipients’ servers.
3. The Service Provider’s liability to the Customer under the agreement is limited to actual damage and to the total fees paid by the Customer in the 12 months preceding the event, and on the Start Plan — to PLN 500. The limitations do not apply to damage caused intentionally or to liability that cannot be excluded or limited by law, including under the GDPR.

§ 13. Sole traders with consumer rights

1. This section applies to a natural person concluding an agreement directly related to their business activity where the content of the agreement shows that it is not of a professional nature for them (Article 385⁵ of the Polish Civil Code).
2. Provisions of these Terms that would be prohibited contractual clauses within the meaning of Article 385¹ of the Polish Civil Code do not apply to such a person, in particular the limitations of liability in § 12(3) to the extent they would conflict with that article.
3. Such a person may withdraw from an agreement for a paid Plan within 14 days of concluding it, without giving reasons, by sending a statement to kontakt@saauf.xyz. If they requested that the paid Plan start before that period ends, they pay for the period until withdrawal.

§ 14. Complaints

1. Complaints about the Service can be submitted by email to kontakt@saauf.xyz.
2. A complaint should include the Organization name or the Account email address, a description of the problem and the expected resolution. If a complaint lacks the information needed to consider it, the Service Provider will ask for it to be completed.
3. The Service Provider considers a complaint within 14 days of receiving it and replies to the email address it was sent from.

§ 15. Suspension and termination

1. The Owner may delete the Organization in its settings at any time, which terminates the agreement with respect to that Organization with immediate effect. Before deletion, the Owner may download a data export. A User may delete their Account at any time.
2. Deleting an Organization permanently removes its messages, mailboxes, domains, settings, templates, tokens, webhooks and activity log from the database. Backups in which data may remain are overwritten within no more than 30 days.
3. The Service Provider may terminate the agreement with 30 days’ notice for good reason: discontinuation of the Service, a change in the law preventing its provision, or persistent breach of these Terms despite a request to stop.
4. In the event of a material breach of these Terms or the Acceptable use policy, in particular sending spam, phishing or unlawful content, the Service Provider may immediately pause the Organization’s outgoing mail, block the Organization or Account, and then terminate the agreement without notice. The Service Provider informs the Customer, stating the reason; the Customer may appeal under § 14.
5. The Service Provider may delete an Organization on the Start Plan that nobody has used for 12 months, after notifying the Owner at least 30 days in advance.

§ 16. Personal data

The Privacy policy describes how the Service Provider, as controller, processes Users’ data. The processing of data in Customer Content, where the Service Provider acts as processor, is governed by the Data Processing Agreement.

§ 17. Changes to the Terms

1. The Service Provider may change these Terms for good reason: changes in the law, changes in the scope or manner of providing the Service, changes of providers, or the need to ensure security or prevent abuse.
2. The Service Provider announces a change by email and on the Website at least 14 days before it takes effect (30 days for price changes). After that, the User accepts the new version the next time they use the Website. A Customer that does not accept the changes may terminate the agreement by deleting the Organization before they take effect.
3. Changes resulting solely from a legal obligation or improving the Customer’s position may take effect earlier.

§ 18. Final provisions

1. The governing law is Polish law. Disputes with Customers who are businesses are resolved by the court competent for the Service Provider’s registered office, subject to provisions that cannot be excluded by agreement.
2. In the event of conflict, an individual agreement with the Customer prevails, followed — in matters of personal data — by the Data Processing Agreement, and otherwise by these Terms.
3. These Terms apply from the date shown in the header. The Service Provider makes previous versions available on request.
4. These Terms and the other documents listed in § 2(3) are drawn up in Polish. Their translations into other languages are provided for convenience; in the event of any discrepancy, the Polish version prevails.