Terms and Conditions
Subscription terms for MailAI, provided by ZRM ApS. For business customers.
Version 1.0, effective 1 September 2026. The Danish version prevails in case of discrepancy.
These terms govern access to and use of MailAI — a Chrome extension with an accompanying hosted service — provided by ZRM ApS, CVR no. 43694367, Brolæggerstræde 6, 1211 Copenhagen C, Denmark (“ZRM”). The customer (“the Company”) accepts these terms by creating an account or using the service.
1. Scope
These terms apply to all agreements between ZRM and business customers regarding MailAI. They are secondary to any other written agreement with the Company: a separate contract prevails wherever the two conflict.
MailAI operates alongside third-party systems — primarily the Company's CRM and Google Chrome. The Company's use of those is governed by the respective providers' own terms, to which ZRM is not a party.
2. The service
MailAI opens a side panel inside the Company's CRM, writes email templates from the Company's description and inserts them into the CRM's own template editor. The service is delivered as software as a service (SaaS) and is updated continuously.
Zoho CRM is the first and currently only supported integration. ZRM may add, change or discontinue support for individual CRM systems, including where a third party changes its platform, APIs or terms. Material reductions in functionality are given 30 days' written notice.
MailAI requires Chrome 116 or later and an active CRM licence held by the Company. CRM licences are not part of the subscription.
3. Accounts, organisation and roles
Users sign up with a work email address and are placed in the Company's workspace. Additional domains can be attached by proving control of the domain with a DNS TXT record. Credentials are personal and must not be shared.
The Company administers roles (owner, admin, member), invitations and per-user usage ceilings itself, and is responsible for actions taken through its accounts. The Company must notify ZRM immediately if unauthorised access is suspected.
4. Plans, usage and tokens
The service is offered in the Free, Standard, Premium and Enterprise plans. The plans differ on monthly token usage and the number of design profiles. Usage is shown by the meter in the side panel and in the admin console.
Tokens are allocated per calendar month and do not carry over. Once the monthly allocation is spent, generation of new emails may be declined until the month rolls over or the Company upgrades. Upgrades take effect immediately and are invoiced pro rata for the remaining period; downgrades take effect at the next renewal.
Intro offer: companies that sign up before 1 November 2026 pay the advertised intro price for the first 12 months, after which the list price for the chosen plan applies from the next renewal.
5. Fair use and the meaning of “unlimited”
Where the service is described as “unlimited” — including tokens and design profiles on the Enterprise plan — this means without a pre-published cap, within normal business use by a single organisation. It is not a promise of infinite capacity and it is not a technical guarantee.
All use is subject to a fair use threshold set and adjusted by ZRM based on typical usage among comparable customers and the capacity of ZRM's subprocessors. The threshold is set so that ordinary use does not reach it.
If the Company's usage materially exceeds the fair use threshold, or if usage is automated, resold, shared with third parties or otherwise atypical, ZRM may — having first contacted the Company in writing and allowed a reasonable period to reduce usage — rate-limit, decline further requests, or require the Company to move to an agreement that reflects actual usage.
ZRM will disclose the applicable fair use threshold on written request to info@zrm.dk.
6. Prices, payment and price adjustment
Subscriptions are paid in advance, monthly or annually at the Company's choice. All prices are in euro and exclusive of VAT and any duties. The Free plan is provided free of charge and may be changed or discontinued on 30 days' notice.
Payment is made by payment card through our payment processor Stripe. On sign-up the Company authorises Stripe to charge the subscription automatically at each renewal. Card details are handled solely by Stripe and are not stored by ZRM. Payment against invoice is only available by separate written agreement.
If a payment is declined it will be retried, and ZRM may suspend access until payment has gone through. Where invoicing has been separately agreed, payment terms are 7 days net, and late payment incurs reminder fees, default interest and compensation under Danish law.
Prices are adjusted once a year on 1 January, and extraordinarily if ZRM's subprocessors raise their prices. Adjustments are given 30 days' written notice. If the increase is not accepted, the Company may terminate the subscription on 14 days' written notice before it takes effect.
7. Term and termination
Monthly subscriptions renew automatically each month and may be terminated with effect from the end of the paid period. Annual subscriptions renew automatically for one year and may be terminated no later than 30 days before renewal. Termination is made in writing to info@zrm.dk or in the admin console. No refunds are given for a period already started.
ZRM may terminate a subscription on 3 months' written notice, and may suspend or close access without notice for non-payment after a reminder, for misuse under clause 8, or where the operation or security of the service is at risk. Data is deleted 90 days after termination unless legislation requires otherwise.
8. The Company's responsibilities and acceptable use
The Company is responsible for the content of the emails it writes, approves and sends, including having a valid legal basis for sending under marketing and data protection law. MailAI does not send emails itself.
The Company must not use the service for unlawful, misleading or infringing content or for unsolicited bulk email (spam), and must not resell, rent out or give third parties access to the service without written agreement.
Attempts to circumvent usage limits, security measures or authentication are not permitted, nor is reverse engineering the extension beyond what copyright law allows, nor using the service to develop a competing product.
9. Data and AI processing
MailAI reads the template editor page the user has open and the catalogue of available field names in the CRM. The service does not read the Company's CRM records, contacts or mailboxes.
Descriptions and the necessary design profile information are sent through ZRM's own service to the AI subprocessor that generates the text. Content is not used to train models. The service is hosted in the EU.
Where ZRM processes personal data on the Company's behalf, a data processing agreement is entered into, which prevails over these terms on matters of personal data processing. See also the privacy policy.
10. Intellectual property
ZRM owns all rights to MailAI, including software, design and documentation. The Company receives a time-limited, non-exclusive and non-transferable right of use for as long as the subscription is paid.
The Company owns its own content: design profiles, signatures and the email templates the service produces for it. ZRM may only use the Company's name and logo in marketing with written consent.
11. Operation, support and changes
ZRM aims for high uptime but does not guarantee uninterrupted operation unless a separate service agreement has been made. Planned maintenance is announced where possible. Outages or changes at third parties — the CRM provider, the browser and the AI subprocessor — may affect the service.
Support is provided in Danish and English during normal business hours via support@mailai.dk. ZRM may amend these terms; material changes are given 30 days' written notice, and the Company may then terminate the subscription before they take effect.
12. Limitation of liability
AI-generated content must be reviewed by the Company before use. ZRM does not warrant that a generated draft is accurate, complete or fit for a particular purpose, and is not liable for the content of emails sent.
ZRM is not liable for indirect losses, including operating losses, lost profit, lost goodwill or loss of data. ZRM's total liability is in all cases limited to the subscription payments made for MailAI in the 12 months preceding the event giving rise to liability.
These limitations do not apply in cases of intent or gross negligence, or to the extent liability cannot be limited under Danish law.
13. Confidentiality, assignment and governing law
Each party treats information about the other's affairs as confidential. ZRM may assign the agreement to a group company or in connection with a business transfer; the Company may only assign it with ZRM's written consent.
The agreement is governed by Danish law. Disputes are settled by arbitration in Copenhagen under Danish law.