Service terms · Review version September 29, 2026
These are the current pilot service facts, not an effective customer contract. Attorney review is pending. We will provide the completed agreement before asking a company or user to accept it and before enabling customer mailbox access.
Ashby Systems LLC provides Ashby Smart Inbox to approved businesses using Microsoft 365 work accounts. Contact seth@ashbysystems.com for service, legal, privacy and support questions. The pilot uses assisted approval and activation codes.
The company administrator manages company participation and billing. Every person uses their own work account and chooses which authorized mailbox to connect. Administrator status does not itself give access to another person's private work mailbox. Microsoft permission and app mailbox membership both apply.
The company must have authority to provide the selected information, including information about its employees and correspondents. Do not connect a restricted mailbox before its requirements have been agreed.
The trial lasts 14 days, starts after Ashby checks useful setup, requires no card and does not automatically convert to a subscription. Single User includes one person and one mailbox for $29 USD/month or $290 USD/year. Team includes three people, each with one work mailbox, plus one shared mailbox, for $99 USD/month or $990 USD/year. Applicable tax is additional.
Paid subscriptions are separately chosen through Paddle and renew at the selected monthly or annual interval. Cancellation stops future renewal while access continues through the paid period. Live payment acceptance remains under verification.
Initial sync covers the last 30 days. Initial AI candidates are limited to 500 per mailbox and processing is subject to operating limits. Not every imported message receives AI analysis. The company-wide trial AI allowance is $10 including setup; paid Single includes $10 and Team $20 per UTC calendar month, even on annual billing. New AI work pauses when a request cannot fit the allowance, without overage charges. Existing mail and ordinary search stay available while workspace access remains active. AI categories, summaries, answers and drafts may be incomplete or wrong; users must check the source messages before acting. There is no promise that every important message will be found.
Each user chooses read-only, read and reply, or full access for each mailbox. Levels above read-only require a separate disclosure and Microsoft permission. Sending requires review and a separate Send action; archive, move, mark, flag and delete happen only when the user asks, and delete moves mail to Deleted Items rather than deleting it permanently. No autonomous sending or mailbox changes are offered. New mailbox connections start read-only. Each person can choose read and reply, or full access, for a mailbox they use.
The service mirrors authorized message text and metadata and uses selected content for AI features. Read the app privacy review notice and provider information. Customers retain their rights in their content. Do not use the service to gain unauthorized access, distribute unlawful content or bypass access controls. See the acceptable-use overview.
Do not use Smart Inbox as a system of record for health records, payment-card numbers, government identifiers, consumer reports, children's data, authentication secrets, or export-controlled or classified data. Agreeing to these terms and the acceptable-use policy at sign-in is your confirmation that you will not.
Each new user agrees to these terms and the acceptable-use policy with a checkbox at first sign-in, and to the Data Processing Addendum once it is published. We record which version you saw. No separate signed order form is planned; we will sign a data processing addendum on request.
Our approved closure policy provides 14 days to request an app-data export and deletion of live mirrored mailbox content within 30 days, with an earlier verified request supported. See the app privacy review notice for scope and remaining backup verification.
If a trial or paid period ends without renewal, access pauses and new syncing and AI stop. You then have 14 days to subscribe or ask for an export. If you have not, we may close the workspace, which starts the 14-day export and 30-day deletion periods above, so live mirrored content is gone within 44 days of the end of access at most.
We aim to tell an affected customer within 72 hours of confirming a security incident involving their data, and sooner where we can; this is a target, not a guarantee. We give 30 days' email notice to the company administrator before a new provider handles customer data. If you object and we cannot resolve it, you may end the affected service and receive a refund of the unused prepaid period.
Refunds and credits, separate billing/security retention, contractual confidentiality, warranties, liability allocation, indemnities, governing law and dispute procedures await attorney review and owner decisions. Operational promises also require verification. No binding replacement for those terms is implied by this page.
Support is by email. No guaranteed response time, uptime commitment or service-credit schedule is currently offered. Customer activation and live payment access remain gated until the completed agreement and required release checks are in place. Microsoft permission and app mailbox membership are separate requirements.
Version identifier: 2026-09-29. This review version is not open for customer acceptance. A materially revised agreement will receive a new version before acceptance is enabled.