Terms of Service

Please read these Terms of Service (“Terms”) carefully before using the CollabScanner service (“Service”) available at app.collabscanner.com, operated by CollabScanner (“we,” “our,” or “us”).

By creating an account or using the Service, you agree to be bound by these Terms and our Privacy Policy. If you disagree with any part of these Terms, you may not access the Service.

1. Description of Service

CollabScanner is a software-as-a-service (SaaS) platform that helps brands and marketers:

• Connect Gmail and Microsoft Outlook email accounts to scan for inbound creator collaboration requests
• Use AI-powered analysis to identify and extract creator information from emails
• Organize creators into campaigns with deliverables, tasks, and workflow tracking
• Collaborate with team members on creator partnerships
• Export creator and campaign data

2. Account Registration

2.1 Eligibility

You must be at least 18 years old and capable of forming a binding contract to use the Service. By creating an account, you represent that you meet these requirements.

2.2 Account Responsibility

• You are responsible for maintaining the confidentiality of your account credentials
• You are responsible for all activities that occur under your account
• You must notify us immediately of any unauthorized access or security breach
• You may not share your account with others unless on a team plan with those individuals added as authorized team members

2.3 Accurate Information

You agree to provide an accurate email address during registration and to keep it current.

3. Email Access and Data Usage

3.1 Authorization

By connecting a Gmail or Microsoft Outlook account, you authorize us to:

• Access your email inbox to identify emails from content creators
• Send email content (sender, subject, body text) to our AI provider (OpenAI) for analysis
• Extract and store structured creator information derived from the analysis
• Track which emails have been scanned to avoid duplicate processing

3.2 Scope of Access

• We DO access: Inbox emails from the last 30 days, fetched in batches via the Unipile API
• We DO NOT access: Drafts, sent emails, spam, trash, attachments, or calendar data
• We DO NOT permanently store: The full content of your emails. Only extracted creator data is stored.

3.3 AI Processing

Email content is sent to OpenAI's API for analysis. Per OpenAI's API data usage policy, submitted data is not used to train their models by default.

3.4 Your Responsibility

You represent and warrant that:

• You have the authority to grant us access to the email account(s) you connect
• You will not use the Service to access email accounts belonging to others without their explicit authorization
• You understand that AI analysis may produce inaccurate results and you are responsible for reviewing extracted information

3.5 Disconnection

You may disconnect your email account at any time through the Service settings or by revoking access directly through your Google or Microsoft account permissions.

4. Subscription Plans and Payments

4.1 Subscription Tiers

Plan features and pricing are subject to change with 30 days' notice.

4.2 Billing

• Subscriptions are billed in advance on a monthly or annual basis
• Payment is processed securely through Stripe
• You authorize us to charge your payment method for all fees incurred
• We do not receive or store your full credit card details

4.3 Plan Changes

• Upgrades: Take effect immediately with prorated charges
• Downgrades: Not permitted mid-billing cycle. Cancel and resubscribe after your billing period ends
• Plan limit enforcement: Upon downgrade, excess email accounts, campaigns, and team members may be automatically removed

4.4 Cancellation

• Cancel at any time through the Stripe billing portal (accessible from Service settings)
• Cancellation takes effect at the end of your current billing period
• You retain full access until the billing period ends
• After the billing period ends, your account reverts to the Essentials tier

4.5 Refunds

• Monthly subscriptions: No refunds for partial months
• Annual subscriptions: Refund requests may be considered within 14 days of initial purchase
• Refund requests: collabscannerofficial@gmail.com

4.6 Free Trial

• New users receive a 7-day free trial with a hard cap of 50 total scans
• One free trial per person, tracked even across account deletion and recreation
• No payment information required to start

5. Team Features

• The Pro plan includes team collaboration features governed by the team owner's subscription
• Team members inherit the owner's plan limits; scan counts contribute to the owner's quota
• Creators are private by default until explicitly shared with the team
• Adding a creator to a team campaign automatically shares them with the team
• If the owner's subscription expires, team members lose access

6. Acceptable Use

6.1 Permitted Use

You may use the Service only for lawful business purposes related to managing creator partnerships and marketing campaigns.

6.2 Prohibited Conduct

You agree NOT to:

• Use the Service for any unlawful purpose
• Access email accounts you are not authorized to access
• Attempt to gain unauthorized access to our systems or other users' accounts
• Interfere with or disrupt the Service, servers, or networks
• Use automated tools (bots, scrapers) to access the Service without written permission
• Reverse engineer, decompile, or disassemble any part of the Service
• Resell, sublicense, or redistribute access to the Service
• Use the Service for spam, unsolicited communications, or outreach automation
• Circumvent subscription limits or abuse free trials
• Violate any applicable laws, regulations, or third-party rights

6.3 Input Limits

The following limits apply to user-submitted content:

• Campaign name: 50 characters | Campaign description: 300 characters
• Creator name: 100 characters | Creator location: 50 characters
• Notes/activity entries: 500 characters | Deliverable description: 500 characters
• Task label: 150 characters | Workflow stage name: 50 characters
• Rates: $0 – $10,000,000 | URLs: Must begin with http:// or https://
• Bulk operations: Maximum 100 items per request

6.4 Enforcement

We reserve the right to suspend or terminate accounts that violate these Terms, without prior notice or refund.

7. Intellectual Property

• Our Property: The Service, including its software, design, features, and branding, is owned by CollabScanner and protected by intellectual property laws.
• Your Data: You retain ownership of all data you create or generate through the Service.
• License to Us: You grant us a limited, non-exclusive license to use your data solely to provide and improve the Service. We do not use your data to train AI models or share with third parties beyond our Privacy Policy.
• Feedback: Voluntarily provided feedback may be used to improve the Service without compensation.

8. Third-Party Services

The Service relies on: Supabase (database & auth), Unipile (email OAuth & fetching), OpenAI (AI analysis), Stripe (billing), Railway (backend hosting), and Vercel (frontend hosting). Your use of these integrations is subject to each third party's terms. We are not responsible for third-party availability or practices.

9. Disclaimers

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

The Service uses AI (OpenAI GPT-4o-mini) to analyze emails. AI analysis may miss creator emails, incorrectly identify non-creator emails, or extract information inaccurately. You are solely responsible for reviewing and verifying all AI-extracted information.

10. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, COLLABSCANNER SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, DATA, OR BUSINESS OPPORTUNITIES, SERVICE INTERRUPTIONS, INACCURATE DATA EXTRACTION, OR THIRD-PARTY SERVICE FAILURES.

OUR TOTAL AGGREGATE LIABILITY SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM. THESE LIMITATIONS APPLY REGARDLESS OF THE THEORY OF LIABILITY.

11. Indemnification

You agree to indemnify and hold harmless CollabScanner from any claims, damages, or expenses arising from your use of the Service, violation of these Terms, violation of third-party rights, or your use of AI-extracted information.

12. Account Termination

• By You: Cancel your subscription or delete your account at any time through Service settings
• By Us: We may suspend or terminate accounts for Terms violations, fraud, legal requirements, or Service discontinuation
• Effect: Upon deletion, all data is permanently removed (see Privacy Policy Section 5.1). No refund for remaining prepaid periods unless required by law.

13. Dispute Resolution

• Governing Law: These Terms are governed by the laws of the State of Delaware, United States
• Informal Resolution: Before filing claims, attempt to resolve disputes by contacting us. We will try to resolve within 30 days.
• Jurisdiction: State and federal courts in Delaware have exclusive jurisdiction
• Class Action Waiver: Disputes will be resolved individually, not as class actions
• Time Limitation: Claims must be filed within one (1) year

14. General Provisions

• Entire Agreement: These Terms and our Privacy Policy constitute the entire agreement
• Severability: Unenforceable provisions are limited; remaining provisions stay in effect
• Modifications: We may modify these Terms with notice. Continued use constitutes acceptance.
• Force Majeure: We are not liable for delays due to circumstances beyond our control
• Assignment: You may not assign your rights without consent. We may assign without restriction.

15. Contact Information

For questions about these Terms, contact us at:

CollabScanner
Email: collabscannerofficial@gmail.com