Effective Date: September 4, 2026
Last Updated: September 6, 2026
These Terms of Service ("Terms") govern your access to and use of Planobot's website, web application, macOS desktop application, integrations, APIs, and related services (the "Service"). Planobot is the public operator name for the Service during U.S. Early Access.
By creating an account, connecting an integration, importing data, or using the Service, you agree to these Terms and acknowledge the Privacy Policy. If you do not agree, do not use the Service.
1. Early Access Service
Planobot provides tools to collect, organize, analyze, and manage communications, documents, tasks, contacts, counterparties, properties, payments, and related operational information. The Service includes rules-based and AI-assisted classification, extraction, search, linking, summaries, suggestions, and workflow features.
Early Access is under active development. Features, integrations, limits, models, and availability may change. You should maintain independent copies of important source data and not use Planobot as the sole system of record for time-sensitive, legal, financial, safety, or compliance obligations.
2. Accounts and Spaces
Customer authentication uses Google OAuth during Early Access. You agree to provide accurate account information, protect your Google account and devices, promptly report suspected unauthorized access, and remain responsible for activity under your account.
A Space may contain records shared with other members. Space owners and administrators control membership and operational data within their authority. Leaving or deleting an account does not delete shared-Space records that remaining members need; direct actor identity is removed or anonymized as described in the Privacy Policy.
We may suspend or terminate access that violates these Terms or creates security, legal, abuse, or operational risk.
3. Your Content
"User Content" means information, communications, files, attachments, records, prompts, settings, and other data that you upload, import, connect, submit, store, or process through the Service.
You retain ownership of your User Content. You grant Planobot a limited, non-exclusive license to host, store, copy, transmit, display, analyze, classify, extract, and otherwise process User Content only to provide, secure, maintain, diagnose, and support the Service and to comply with law.
You represent that you have the rights, permissions, and lawful basis needed to provide User Content, including communications and personal information about other people. You are responsible for applicable platform terms, workplace policies, confidentiality obligations, notice requirements, and consent requirements.
4. Gmail and Other Sources
Gmail access uses https://www.googleapis.com/auth/gmail.readonly. Planobot cannot send, edit, or delete Gmail. Disconnecting stops future imports and requests revocation of the Google credential, but it does not automatically erase messages, attachments, or derived records already imported into Planobot.
The desktop application can read user-selected or locally available iMessage, WhatsApp, Google Takeout, and MBOX sources. You must not use Planobot to unlawfully monitor, intercept, collect, or process communications. Original local databases and archive sources remain outside Planobot's local-clear and server-deletion actions.
Third-party services are governed by their own terms and policies. Planobot is not responsible for a third party's availability, security, changes, or handling of information outside Planobot's control.
5. AI Features
Planobot uses OpenAI for server-side message analysis and supported attachment extraction. The desktop Claude Chat feature uses your separately installed and authenticated Claude CLI only when you send a prompt. The Data Practices page describes what is sent and stored.
AI output may be inaccurate, incomplete, outdated, or unsuitable. You are responsible for reviewing and validating output before relying on it. Planobot does not provide legal, tax, accounting, financial, medical, engineering, or other professional advice.
6. Acceptable Use
You must not use the Service to:
- Violate law, regulation, court order, contract, or another person's rights;
- Import or process data without required authority, notice, or consent;
- Conduct unlawful surveillance, harassment, discrimination, or profiling;
- Send spam, phishing, malware, or harmful content;
- Gain unauthorized access to systems, accounts, or data;
- Bypass security, rate, tenant, membership, review, or confirmation controls;
- Interfere with the Service or another user's use; or
- Reverse engineer or scrape the Service except where applicable law expressly permits it.
We may investigate suspected misuse and restrict access to protect users and the Service.
7. Privacy, Export, and Deletion
The Privacy Policy and Data Practices page explain Planobot's collection, provider disclosures, concrete retention schedule, Gmail access, AI processing, exports, deletion, and desktop-local data.
Active-Space owners and admins can download Tasks, Inbox, and Payments CSVs in Settings as convenience exports for that Space; Members cannot use these CSV export routes. The CSVs are not complete privacy or account exports. Complete access/export and account deletion requests are administrator fulfilled during Early Access after identity verification. Planobot aims to acknowledge a request within 10 business days and provide a substantive response within 45 calendar days, subject to lawful extensions and exceptions.
Trash and Archive are reversible organization features and do not permanently delete data. Disconnecting an integration stops future access but does not delete prior imports. Completed server account deletion does not clear data stored locally by the desktop application; you must run Clear local Planobot data on each Mac.
8. Fees
Public Early Access is currently free. Planobot does not currently collect subscription payments or payment-card details. Pricing pages may describe intended plans or limits for product evaluation, but they do not create a charge, renewal, trial conversion, or payment obligation.
Planobot will not begin charging you under these Terms. Before offering a paid service, we will present the applicable price, billing interval, renewal and cancellation behavior, refund terms, taxes, and updated contractual terms for your affirmative agreement.
9. Availability and Changes
We may update, limit, suspend, or discontinue features, integrations, APIs, models, or the Service. We will provide notice when required by law. We are not liable for interruptions, delays, third-party failures, incomplete imports, or data loss except where liability cannot lawfully be excluded.
10. Security
Planobot uses safeguards designed to protect the Service and User Content, but no system is perfectly secure. You are responsible for protecting your Google account, devices, local archives, exported files, and access permissions and for promptly reporting suspected security issues under the Security Reporting policy.
11. Intellectual Property and Feedback
Planobot and its software, design, brand, workflows, documentation, and other materials are owned by Planobot or its licensors. These Terms do not transfer that intellectual property to you.
You may not copy, modify, distribute, sell, lease, or create derivative works from the Service except with written permission or as applicable law permits. If you provide feedback, you grant Planobot a worldwide, perpetual, irrevocable, royalty-free right to use it without restriction or compensation.
12. Disclaimers
The Service is provided "as is" and "as available." To the maximum extent permitted by law, Planobot disclaims express, implied, and statutory warranties, including merchantability, fitness for a particular purpose, title, and non-infringement.
Planobot does not guarantee uninterrupted, secure, or error-free operation; complete or accurate imports; accurate AI output; detection of every task, payment, record, or issue; or suitability for your specific legal, accounting, financial, compliance, property-management, or business requirements.
13. Limitation of Liability
To the maximum extent permitted by law, Planobot will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, including lost profit, revenue, data, business, or reputation.
To the maximum extent permitted by law, Planobot's total liability for claims related to the Service will not exceed one hundred U.S. dollars ($100). Some jurisdictions do not allow certain exclusions or limitations, so portions of this section may not apply to you.
14. Indemnification
To the extent permitted by law, you agree to defend, indemnify, and hold harmless Planobot and its owners, personnel, contractors, service providers, and affiliates from claims, damages, liabilities, losses, and expenses arising from your User Content, misuse of the Service, violation of these Terms, violation of law, or violation of third-party rights.
15. Termination
You may stop using the Service at any time and may request administrator-fulfilled deletion. We may suspend or terminate access for a Terms violation, security or legal risk, abuse, a legal requirement, or discontinuation of the Service.
Sections that by their nature should survive termination remain effective, including ownership, license for retained shared or legally preserved records, disclaimers, liability limits, indemnification, and dispute terms.
16. Governing Law and Venue
These Terms are governed by the laws of the State of California and applicable federal laws of the United States, without regard to conflict-of-law principles.
Venue for disputes will be in the state or federal courts located in California, United States, unless applicable law requires otherwise.
Before filing a claim, contact Planobot through the contact form and allow a reasonable opportunity for informal resolution.
17. Changes to These Terms
We may update these Terms. If a change is material, we will provide notice required by law and state the new effective or last-updated date. Continued use after the new effective date constitutes acceptance only to the extent permitted by law.
18. Contact
For Terms, support, or legal questions, use the Planobot contact form. Public support is form-only during Early Access.