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Terms of Service

Effective date: February 13, 2026 Last updated: February 13, 2026

1. Acceptance of Terms​

By downloading, installing, or using MailCopilot ("the Application"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, do not use the Application.

2. Description of the Application​

MailCopilot is a desktop email client for Windows, macOS, and Linux that allows you to:

  • Connect to email accounts via IMAP/SMTP protocols.
  • Read, compose, send, and organize email.
  • Manage multiple email accounts.
  • Use an optional AI assistant to help with email tasks.

3. User Accounts and Credentials​

3.1 Your Responsibility​

You are responsible for:

  • Maintaining the confidentiality of your email account credentials.
  • All activity that occurs through your email accounts connected to MailCopilot.
  • Ensuring that your use of the Application complies with your email provider's terms of service.

3.2 Third-Party Accounts​

When you connect a Gmail or other email account, you authorize MailCopilot to access your email data through the provider's protocols and APIs. This access is governed by both these Terms and the respective provider's terms of service.

4. Acceptable Use​

You agree not to use the Application to:

  • Send spam, unsolicited bulk email, or malicious content.
  • Violate any applicable laws or regulations.
  • Infringe on the intellectual property or privacy rights of others.
  • Attempt to reverse-engineer, decompile, or disassemble the Application beyond what is permitted by applicable law.
  • Circumvent any security measures or access controls of the Application.
  • Use the AI assistant to generate harmful, illegal, or deceptive content.

5. AI Assistant​

5.1 Optional Feature​

The AI assistant is an optional feature that uses third-party AI providers (Anthropic, OpenAI, Google Gemini, or a custom backend) to process your requests.

By enabling the AI assistant, you acknowledge and consent to:

  • Sending selected email content to your chosen AI provider for processing.
  • The AI provider's own terms of service and privacy policy applying to the data sent to it.

5.3 AI Output​

  • AI-generated content (replies, summaries, suggestions) is provided "as-is" and may contain errors or inaccuracies.
  • You are responsible for reviewing and approving any AI-generated email before it is sent.
  • MailCopilot uses a two-step confirmation process (preview → apply) for all AI-initiated actions to prevent unintended operations.

5.4 Costs​

  • If you use your own API key for an AI provider, you are responsible for any charges incurred with that provider.
  • MailCopilot provides budget limit controls (daily and monthly) to help you manage AI-related costs.

6. Intellectual Property​

6.1 Application License​

MailCopilot is provided to you under a license. You may use the Application in accordance with these Terms. All rights not expressly granted are reserved.

6.2 Your Content​

You retain all rights to your email content and personal data. MailCopilot does not claim any ownership of your data.

7. Privacy​

Your privacy is important to us. Please review our Privacy Policy for details on how we handle your data. Key points:

  • All data is stored locally on your device.
  • No personal data is transmitted to our servers.
  • AI providers receive data only with your explicit consent.
  • We comply with the Google API Services User Data Policy, including the Limited Use requirements.

8. Automatic Updates​

The Application may periodically check for and download updates to provide you with bug fixes, security patches, and new features. You can configure update behavior in Settings.

9. Disclaimer of Warranties​

THE APPLICATION IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO:

  • IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.
  • WARRANTIES THAT THE APPLICATION WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE.
  • WARRANTIES REGARDING THE ACCURACY OR RELIABILITY OF AI-GENERATED CONTENT.

10. Limitation of Liability​

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW:

  • WE SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES ARISING FROM YOUR USE OF THE APPLICATION.
  • WE SHALL NOT BE LIABLE FOR ANY LOSS OF DATA, EMAILS, OR COMMUNICATIONS RESULTING FROM THE USE OF THE APPLICATION.
  • WE SHALL NOT BE LIABLE FOR ANY ACTIONS TAKEN BY THIRD-PARTY AI PROVIDERS IN RELATION TO YOUR DATA.
  • OUR TOTAL LIABILITY SHALL NOT EXCEED THE AMOUNT YOU PAID FOR THE APPLICATION IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

11. Third-Party Services​

The Application integrates with third-party services (email providers, AI providers, Sentry for error reporting). We are not responsible for:

  • The availability, reliability, or accuracy of third-party services.
  • Any changes to third-party services that may affect the Application's functionality.
  • Data handling practices of third-party services (governed by their own policies).

12. Termination​

  • You may stop using the Application at any time by uninstalling it.
  • We may discontinue or modify the Application at any time.
  • Upon termination, you should delete the Application and its data directory (~/.mailcopilot/) if you wish to remove all local data.

13. Changes to These Terms​

We may update these Terms from time to time. Changes will be posted on this page with an updated "Last updated" date. Continued use of the Application after changes constitutes acceptance of the new Terms.

14. Governing Law​

These Terms shall be governed by and construed in accordance with applicable law, without regard to conflict of law principles.

15. Severability​

If any provision of these Terms is found to be unenforceable, the remaining provisions shall remain in full force and effect.

16. Contact Us​

If you have questions about these Terms of Service, please contact us: