Terms of Service

1. Who you are contracting with

Koltrix is operated by NVS Ventures, a sole proprietorship registered in India, based in Bengaluru, India (“Koltrix”, “we”, “us”). By creating a workspace, paying for a plan, or otherwise using the service, you agree to these terms and to the documents they incorporate: the Acceptable Use Policy, the Refund and Cancellation Policy and the Privacy Policy. If you are agreeing on behalf of a company, you confirm you have authority to bind it, and “you” means that company. If you do not agree, do not use Koltrix.

2. The service

Koltrix provides a team email inbox on domains you control, a transactional email API and SMTP relay, and AI features that classify, summarise and draft. Features, limits and plans vary and change over time.

We may add, change, limit or remove any feature, limit or plan at any time. Where we remove a feature that is a core part of a paid plan, we will make reasonable efforts to tell you in advance, but we are not obliged to keep any feature available, and removing one is not a breach.

Anything described in our documentation or marketing that has not actually shipped is not part of what you are buying.

3. Your account

• You must be at least 18 and able to enter a binding contract where you live.
• You are responsible for everything that happens under your account, your users, your credentials and your API keys, whether or not you authorised it. Keep them secret.
• You are responsible for every domain you add. You must control it and have the right to send mail from it. You are responsible for its DNS records; we cannot fix problems at your registrar or DNS host.
• The information you give us must be accurate, and you must keep it current.
• Tell us promptly if you believe your account has been compromised.

4. The free trial, and what happens when it ends

New workspaces get a 7-day trial with no card required, at the reduced limits shown on our pricing page. The trial is provided “as is”, for evaluation only, and we may change, limit or end it at any time. One trial per person, company and domain. Creating additional workspaces, accounts or domains to extend or repeat a trial is a breach of these terms and entitles us to suspend every workspace involved.

If you have not chosen a plan by the end of day 7, your workspace becomes read-only. Mail addressed to you is still received. You can still read, search and export your data. Sending from the inbox, the API and the SMTP relay stops.

If the workspace is still unpaid 30 days after that, we permanently delete its data. We send up to three warning emails to the workspace owner's address on file before we do. Deletion is permanent and cannot be undone. You are solely responsible for exporting anything you need before then; the export tool is in your workspace settings. We are not liable for any data that has been deleted in line with this section, or for a warning email that does not reach you.

A paid workspace that lapses, for example because a payment fails, is treated the same way: read-only first, then deletion after the same 30 days.

5. Plans, automatic renewal, payment and tax

• Prices are on our pricing page and are charged per workspace, in advance, monthly or annually as you choose.
• Subscriptions renew automatically for the same period and at the then-current price until you cancel. By subscribing you authorise us, and our payment processor, to charge your payment method at the start of each period, and for any overage or additional seats, until you cancel. You can cancel at any time in your billing settings; cancelling stops the next renewal, it does not refund the current period.
• Payments are processed by Dodo Payments as merchant of record. They handle the transaction and the applicable sales tax, VAT or GST, and their terms apply to the payment itself. You are responsible for any taxes, duties or levies not collected at checkout.
• Usage above a plan's included allowance is billed at the overage rate on the pricing page, in arrears. We may limit or pause a workspace that exceeds its allowance rather than bill it.
• Adding seats mid-cycle is charged pro rata. Removing seats takes effect at the next renewal, with no credit for the current period.
• If a payment fails we may retry it, and we may make the workspace read-only until it succeeds. You remain liable for amounts due.
• Chargebacks. If you dispute a charge with your bank or card issuer without first contacting us, we may suspend or terminate your workspace, and you will reimburse our reasonable costs of responding, including any fees charged to us.
• We may change prices or plans with at least 14 days' notice by email or in the product. The new price applies from your next renewal.

6. Cancellation and refunds

All fees are non-cancellable and non-refundable, except as stated in our Refund and Cancellation Policy or where the law of your country gives you a right we cannot exclude. That includes monthly and annual fees, partly used periods, unused seats, unused allowances, and fees for a period in which your workspace was suspended or terminated under section 11.

You can cancel at any time. Cancellation takes effect at the end of the period you have already paid for, and you keep access until then. Your free trial is your opportunity to decide whether Koltrix is right for you before you pay.

We may, entirely at our discretion, offer a credit or refund in a particular case. Doing so once creates no obligation to do it again. To ask, email [email protected].

7. Acceptable use

You must follow our Acceptable Use Policy, which is part of these terms. In short: no spam, no purchased or scraped lists, no cold bulk sending, nothing illegal, and nothing that puts our sending reputation or infrastructure at risk. We decide, acting reasonably, whether something breaches it. Serious or repeated breaches can lead to immediate suspension or termination without a refund.

8. Your data

Your email and the other content you put into Koltrix remains yours. You grant us a worldwide, non-exclusive licence to host, copy, transmit, index, scan and process it for as long as needed to provide, secure and improve the service, to enforce these terms, and to comply with the law. You are responsible for your content and for having the right to put it into Koltrix.

We process personal data as described in our Privacy Policy and, where you are a controller under the GDPR or a Data Fiduciary under India's Digital Personal Data Protection Act, under our Data Processing Addendum.

We do not sell your data and we do not use the content of your mail to advertise to you. We instruct our AI providers not to train on it and, where a provider offers it, use a no-training option; how a provider handles data is otherwise governed by its own terms. We may collect and use aggregated, de-identified usage and performance data that does not include message content.

9. AI features

AI features classify mail, write summaries and propose drafts. They are assistive: nothing is sent without a person clicking send. The underlying runtime has no capability to send, forward or delete a message.

AI output can be wrong, incomplete, or unsuitable. A summary can miss something, a classification can be mistaken, a legitimate message can be filed as spam and a draft can say something you did not mean. You are solely responsible for reviewing AI output and for anything you send or rely on. We do not warrant that AI output is accurate, and we are not liable for mail that is misclassified, missed, or sent on the basis of a draft. AI can be switched off for a whole workspace in settings.

Using the AI features sends limited message content to third-party providers, named in our subprocessor list. We depend on those providers and do not guarantee their availability.

10. Availability, deliverability and third parties

We work to keep Koltrix running, but we do not offer a contractual uptime commitment, service credits or any guarantee of availability on our self-serve plans. If you need an SLA, it must be agreed separately in writing on our Scale plan. We may perform maintenance and suspend the service to do so.

We do not guarantee that any email will be delivered, or that it will reach an inbox rather than a spam folder. Delivery depends on recipients' mail providers, your domain's DNS and reputation, your content and your sending practices, none of which we control. Koltrix relies on third-party services (including DNS, payment, AI, cloud hosting and network providers); we are not responsible for their failures.

11. Suspension and termination

• We may suspend or restrict sending, or a whole workspace, immediately and without prior notice if we reasonably believe it is being used to send spam, break the law, or breach the Acceptable Use Policy, if it threatens the deliverability, security or stability of the service or of other customers, or if payment is overdue. Where practical we will tell you why.
• We may terminate for breach of these terms with immediate effect where the breach is serious, repeated or cannot be remedied, and otherwise after 14 days if it is not fixed.
• We may terminate the service to you for any reason on 30 days' written notice.
• You may terminate at any time by cancelling. Deleting a workspace starts a 7-day window during which you can undo it; after that the data is permanently deleted.
• On termination your right to use Koltrix ends, and amounts already paid are not refunded except as the Refund and Cancellation Policy provides. The read-only and deletion timeline in section 4 applies.
• If we discontinue Koltrix entirely, we will make reasonable efforts to give at least 30 days' notice and a way to export your data.
• Sections that by their nature should survive termination do, including sections 5, 6, 8, 12, 13, 14, 16 and 17.

12. Warranties and liability

Koltrix is provided “as is” and “as available”. To the maximum extent the law allows, we exclude all warranties, express or implied, including merchantability, fitness for a particular purpose, non-infringement, and that the service will be uninterrupted, error-free or secure.

To the maximum extent the law allows, our total liability to you for all claims arising out of or relating to Koltrix, in aggregate, is limited to the fees you actually paid us in the 3 months before the event that gave rise to the claim, or ₹500 if you have paid nothing. We are not liable for indirect, incidental, special, consequential, exemplary or punitive loss, or for lost profits, revenue, business, goodwill, savings, or data, however caused and even if we were told it was possible.

These limits are an essential basis of the bargain and apply to every legal theory, including negligence. Nothing here limits liability that cannot lawfully be limited, including for fraud or for death or personal injury caused by negligence.

Email is not a backup. Keep your own copies of anything you cannot lose. You can export everything at any time before deletion.

13. Indemnity

You will defend and indemnify us, our owner, and our contractors against all claims, losses, liabilities, penalties, damages and costs (including reasonable legal fees) arising out of or relating to: mail you send or content you store through Koltrix; your breach of these terms or the Acceptable Use Policy; any domain you add; your violation of law or of another person's rights; or any claim by your users or recipients. We may take over the defence of a claim at your expense, and you may not settle it in a way that admits fault on our behalf without our consent.

14. Our intellectual property and your feedback

We and our licensors own Koltrix, including its software, design and brand. You get a limited, revocable, non-transferable right to use it while you have an account and comply with these terms. You may not copy, resell, reverse engineer or attempt to extract its source, or use it to build a competing service. If you give us feedback or suggestions, we may use them freely, without payment or attribution.

15. Changes to these terms

We may update these terms at any time. We will post the new version here with a new date and, for material changes, email the workspace owner at least 14 days before they take effect. If you keep using Koltrix after that date, you accept the new terms. If you do not accept them, your only remedy is to cancel before the date; cancelling does not entitle you to a refund of amounts already paid.

16. General

• Entire agreement. These terms and the documents they incorporate are the whole agreement between us about Koltrix and replace anything earlier.
• Severability. If a provision is unenforceable, it is enforced to the extent possible and the rest continues.
• No waiver. Not enforcing a right is not giving it up.
• Assignment. You may not assign these terms without our written consent. We may assign them, including to a successor to the business.
• Force majeure. We are not liable for a failure or delay caused by events beyond our reasonable control, including outages of internet, hosting, payment or DNS providers, cyber attack, war, natural disaster, epidemic, or government action.
• Notices. We may give notice by email to the address on your account or by posting in the product. You must send notices to [email protected].
• No partnership. Nothing here makes either of us the other's agent, partner or employee, and there are no third-party beneficiaries.

17. Governing law and disputes

These terms are governed by the laws of India, without regard to conflict of laws rules.

Arbitration. Any dispute arising out of or relating to these terms or Koltrix that we cannot resolve informally within 30 days of one of us writing to the other will be finally resolved by arbitration under the Arbitration and Conciliation Act, 1996, before a sole arbitrator appointed by us and acceptable to you, or failing agreement appointed under that Act. The seat and venue are Bengaluru, India; the language is English. The award is final and binding.

Subject to that, the courts of Bengaluru have exclusive jurisdiction over any matter that is not arbitrable, over interim relief, and over enforcement of an award. To the extent the law allows, you and we each bring claims only in an individual capacity and not as part of a class or representative action, and any claim must be started within one year of the cause of action arising.

If mandatory consumer-protection law where you live gives you a right that cannot be waived by contract, nothing in this section removes it.

18. Contact and grievances

Questions about these terms and formal notices: [email protected]. Everything else: [email protected]. Your workspace settings are at app.koltrix.com.

Grievance Officer, NVS Ventures, Bengaluru: [email protected]. We acknowledge grievances within 48 hours and aim to resolve them within one month.