Terms of use

Last updated 12 September 2026

Agreement

These terms are between you and IN4M AI PTY LTD (“we”, “our”, “us”), an Australian company. They apply when you use the RooMail website or the RooMail service. By registering interest, creating an account or connecting a mailbox, you accept them. If you are agreeing on behalf of a business, you confirm you are authorised to do so.

What the service is

RooMail is an AI inbox manager. It connects to mailboxes you authorise, reads the mail in them, sorts it into categories, drafts or sends replies, archives what isn't important and escalates the rest to a person, all according to rules you set. It is an assistant, not a person and not a lawyer, accountant or adviser. Output is generated by a model and can be wrong, incomplete or missing nuance, so anything that matters should be reviewed by a human before it goes out.

Plans, pricing and billing

•The pilot runs for thirty days on one mailbox at no charge, with no card required. We may set fair use limits to stop abuse, and we will tell you before any limit affects you.

•Enterprise is priced per agreement. Fees, term, mailboxes and invoicing arrangements are set out in your order form, and that order form prevails over these terms where they conflict.

•Prices are in Australian dollars and exclude GST unless stated otherwise. Paid fees are not refundable except where the Australian Consumer Law requires it.

•We may change pricing with at least thirty days notice by email. If you do not accept a change you can cancel before it takes effect.

Mailbox access, sending and your responsibilities

This is the part that matters most in a product like this.

•You must be entitled to connect each mailbox, and to let us read, file and reply to the mail in it. If it is a shared or staff mailbox, that is your organisation’s call to make, not ours.

•Replies sent by RooMail are sent by you, from your address, and you are responsible for them. Autosend is off until you turn it on for a category, and you decide which categories are safe.

•You are responsible for the accuracy of the material you give RooMail to answer from, and for keeping it current. Out of date policies produce out of date answers.

•You set the rules for what is archived, what is escalated and what is never answered automatically. Review them, and review the log.

•Mail you receive often contains other people’s personal information. Your own privacy obligations apply to it, and to your decision to process it with RooMail.

•You are responsible for your account credentials, for who you give access to, and for what they do with it.

Acceptable use

You must not use RooMail to:

•Send bulk unsolicited mail, marketing blasts or anything that breaches the Spam Act

•Read a person’s mailbox without their knowledge, or monitor staff in a way they have not been told about

•Impersonate another business or person, or send replies designed to mislead

•Break the law, infringe someone’s rights, or harass anybody

•Resell, white label or rebuild the service without a written agreement with us

•Attack, overload, scrape or reverse engineer the service, or get around its limits

We may suspend an account that is doing any of the above, and we will tell you why.

Your content and ours

Your mail, your documents and your knowledge base remain yours. You give us the licence we need to host, read, index, categorise and draft from them so the service can work, and nothing more. Nothing of yours is given to train third-party models, and we do not send your content to third-party model providers. See the privacy policy for the detail.

The RooMail software, brand, interface and documentation remain ours. Feedback you send us we may use to improve the product, without obligation.

Third-party platforms

RooMail relies on mail providers, directories and the systems you connect. Those services are outside our control and their own terms apply. If one of them changes how it works, throttles access or blocks an integration, we may have to change or stop that part of the service.

Availability

We aim to keep RooMail running and to keep improving it, but we do not promise uninterrupted service during a pilot. There will be maintenance, and occasionally mail that takes longer to process than usual. Enterprise agreements can include a service level commitment. We may add, change or remove features, and where a change is material we will tell you.

Australian Consumer Law

Nothing in these terms excludes, restricts or modifies any guarantee, right or remedy you have under the Australian Consumer Law that cannot lawfully be excluded. Where we are permitted to limit a remedy, our liability is limited to supplying the service again or paying the cost of having it supplied again.

Liability

Subject to the paragraph above, neither party is liable for indirect or consequential loss, loss of profits, revenue, goodwill or data. Our total liability arising out of the service is limited to the fees you paid us in the twelve months before the claim. We are not liable for the content of a reply you allowed to be sent, for an email that was categorised or escalated differently to how you expected, or for a decision made on the strength of a draft that turned out to be wrong.

Ending it

You can disconnect your mailboxes and close your account whenever you like. Enterprise terms end as set out in your order form. We may suspend or end access if these terms are breached, if fees go unpaid, or if we are required to by law.

Changes to these terms

We may update these terms. Changes are posted here with a new “Last updated” date, and for material changes we will email you before they take effect. Continuing to use the service after that means you accept the updated terms.

Governing law

These terms are governed by the laws of Queensland, Australia, and the parties submit to the courts of that state. Before starting proceedings, we both agree to try to sort the problem out by talking about it.

Contact us

Questions about these terms: support@in4m.au.