Terms of Service

Effective Date: June 3rd, 2025

Welcome to HelpMail! These Terms of Service ("Terms") govern your access to and use of the HelpMail service (the "Service"), provided by Billings Technology Holdings, ("we," "us," or "our"). By using the Service, you agree to be bound by these Terms.  If you do not agree to these Terms, you may not use the Service.

1. Description of Service

HelpMail provides an email-based support service designed to assist users with workplace conflict resolution.  Users can submit inquiries regarding workplace conflicts via email to HelpMail's email addresses.  Our service uses a Language Model (LLM) to analyze the content of your email and generate a response offering advice, feedback, and strategies.  We are committed to providing helpful and supportive guidance; however, the Service is not a substitute for professional legal, HR, or mental health advice.

2. Account Registration and Use

  • Account Creation:  To use the Service, you must register for an account via our vendor, Outseta (as described in our Privacy Policy). You agree to provide accurate, current, and complete information during the registration process and to update such information to keep it accurate, current, and complete.
  • Eligibility: You must be at least 18 years of age to use the Service.
  • Account Security: You are responsible for maintaining the confidentiality of your account credentials (username and password) and for all activities that occur under your account.  You agree to notify us immediately of any unauthorized use of your account or any other breach of security.
  • Acceptable Use: You agree to use the Service in a manner consistent with these Terms and all applicable laws and regulations. You must not use the Service to:
    • Send unsolicited emails (spam).
    • Transmit any content that is unlawful, harmful, threatening, abusive, harassing, tortious, defamatory, vulgar, obscene, libelous, invasive of another's privacy, hateful, or racially, ethnically, or otherwise objectionable.
    • Impersonate any person or entity or falsely state or otherwise misrepresent your affiliation with a person or entity.
    • Violate the intellectual property rights of others.
    • Attempt to gain unauthorized access to our systems or to the accounts of other users.
    • Engage in any activity that disrupts or interferes with the Service.
    • Submit emails that contain personal health information (PHI). HelpMail is not HIPAA compliant.
  • Termination: We reserve the right to suspend or terminate your account and your access to the Service at any time, with or without cause, and with or without notice. Reasons for termination may include, but are not limited to, violation of these Terms, illegal activity, or non-payment of fees.

3. Email Content and Privacy

  • Email Content: You are solely responsible for the content of the emails you send to us and the accuracy of the information you provide. As stated in our Privacy Policy, we do not store the content of your emails. The content is used solely for the purpose of generating a response.
  • Privacy: Your privacy is important to us. Please review our Privacy Policy (available at Privacy Policy) for information on how we collect, use, and protect your information, including the limited metadata collected.  Your email address is shared with SendGrid for the purpose of sending you a reply. We use Google Cloud Platform as a host for our language models, which also receives some email metadata and will process it according to Google Cloud Platform's privacy standards, as noted in our Privacy Policy.

4. Intellectual Property

  • Our Content:  All content and materials available on the HelpMail website and within the Service, including but not limited to text, graphics, logos, icons, images, audio clips, and software, are the property of HelpMail or its licensors and are protected by copyright, trademark, and other intellectual property laws.
  • Limited License:  We grant you a limited, non-exclusive, non-transferable license to access and use the Service for your personal, non-commercial use, subject to these Terms.
  • User Content: By submitting emails to the Service, you grant us the right to use your content solely for the purpose of generating a response. This does not grant us ownership of your content.

5. Payment and Subscriptions

  • Subscription Plans: We offer various subscription plans, as described on our website.  The terms of each plan, including pricing, billing cycles, and features, are subject to change.
  • Billing: All payments are processed through Outseta.  You agree to provide accurate and complete payment information and to update such information as necessary.  You authorize us, through Outseta, to charge your chosen payment method for the subscription fees.
  • Cancellation: You may cancel your subscription at any time through your Outseta account. The cancellation will be effective at the end of your current billing cycle. No refunds are provided for partial billing cycles.

6. Disclaimers of Warranties

  • "AS IS" Service: THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.
  • No Guarantee of Results: WE DO NOT GUARANTEE THAT THE SERVICE WILL MEET YOUR NEEDS, PROVIDE ACCURATE ADVICE, OR RESOLVE YOUR WORKPLACE CONFLICTS.  The advice provided by the Service is based on general conflict resolution principles and may not be applicable to every situation.
  • Not Professional Advice: THE SERVICE IS NOT A SUBSTITUTE FOR PROFESSIONAL LEGAL, HR, OR MENTAL HEALTH ADVICE. YOU SHOULD CONSULT WITH QUALIFIED PROFESSIONALS FOR ADVICE SPECIFIC TO YOUR SITUATION.
  • No Guarantee of Availability: We do not guarantee that the Service will be available at all times or that it will be free from errors or interruptions.

7. Limitation of Liability

TO THE FULLEST EXTENT PERMITTED BY LAW, WE SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS OR REVENUES, WHETHER INCURRED DIRECTLY OR INDIRECTLY, OR ANY LOSS OF DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES, RESULTING FROM (A) YOUR USE OF OR INABILITY TO USE THE SERVICE; (B) ANY CONDUCT OR CONTENT OF ANY THIRD PARTY ON THE SERVICE, INCLUDING, WITHOUT LIMITATION, ANY DEFAMATORY, OFFENSIVE, OR ILLEGAL CONDUCT OF OTHER USERS OR THIRD PARTIES; (C) ANY CONTENT OBTAINED FROM THE SERVICE; OR (D) UNAUTHORIZED ACCESS, USE OR ALTERATION OF YOUR TRANSMISSIONS OR CONTENT. IN NO EVENT SHALL OUR AGGREGATE LIABILITY TO YOU FOR ALL CLAIMS RELATING TO THE SERVICE EXCEED THE AMOUNT YOU PAID US, IF ANY, IN THE PAST SIX MONTHS FOR THE SERVICE.

8. Indemnification

You agree to indemnify and hold us harmless from any and all claims, losses, damages, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or related to your use of the Service, your violation of these Terms, or your violation of any rights of another.

9. Modifications to the Terms or Service

We reserve the right to modify these Terms or the Service at any time. We will notify you of any material changes to the Terms by posting the revised Terms on our website or through other means. Your continued use of the Service after such changes constitutes your acceptance of the new Terms.

10. Governing Law and Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of Ontario, Canada.  Any dispute arising out of or relating to these Terms or the Service shall be settled by binding arbitration administered by the ADR Institute of Canada (ADRIC) in accordance with its rules for commercial arbitration. The arbitration shall take place in Toronto, Ontario. The decision of the arbitrator shall be final and binding on both parties.

11. Entire Agreement

These Terms constitute the entire agreement between you and us regarding your use of the Service and supersede all prior or contemporaneous communications and proposals, whether electronic, oral, or written, between you and us with respect to the Service.

12. Contact Information

If you have any questions about these Terms, please contact us at helpmail@billings.technology