Terms of Use

1. Definitions

In these Terms, unless the context otherwise requires:

• (a) “Account” means your account for accessing and using the Service;
• (b) “Administrator” means a User designated by you with administrative rights to manage the Service for your organization;
• (c) “Authorized User” means an individual authorized by you to use the Service under your Account;
• (d) “Commitment” means any agreement, action item, task assignment, deadline or obligation identified by the Service from Workspace Data;
• (e) “Connected Tools” means the third-party workplace tools and services that you authorize the Service to access and integrate with, including but not limited to Slack, email providers, calendar applications, video conferencing platforms, document management systems, project management tools and CRM platforms;
• (f) “Control Settings” means the preferences you configure to determine how involved you want to be in Service actions, including “act and notify”, “ask before sending” and “draft only” modes;
• (g) “DPA” means the Data Processing Agreement entered into between you and us, which governs the processing of personal data in connection with the Service;
• (h) “Feedback” means any suggestions, comments, ideas, improvements or other feedback you provide regarding the Service;
• (i) “Fees” means the fees payable for the Service as set out in your subscription plan or as otherwise agreed in writing;
• (j) “Intellectual Property Rights” means all patents, rights to inventions, utility models, copyright and related rights, trademarks, service marks, trade, business and domain names, rights in trade dress or get-up, rights in goodwill or to sue for passing off, unfair competition rights, rights in designs, rights in computer software, database rights, topography rights, moral rights, rights in confidential information (including know-how and trade secrets) and any other intellectual property rights, in each case whether registered or unregistered and including all applications for and renewals or extensions of such rights, and all similar or equivalent rights or forms of protection in any part of the world;
• (k) “Personal Data” has the meaning given to it in the DPA or, where no DPA has been entered into, means any information relating to an identified or identifiable natural person;
• (l) “Privacy Policy” means our privacy policy available at readywhen.ai/privacy, as updated from time to time;
• (m) “Subscription Period” means the period for which you have subscribed to use the Service, as specified in your subscription plan;
• (n) “Third-Party Content” means any data, information, content or materials provided by or obtained from third parties, including Connected Tools;
• (o) “User” or “you” means the individual or organization that has registered for an Account and is using the Service; and
• (p) “Workspace Data” means the data, information, content and communications retrieved by the Service from your Connected Tools, including Slack conversations, email content, meeting transcripts, documents, task information and any other information from authorized integrations.

2. Acceptance of Terms

2.1. By creating an Account, accessing the Service or clicking “I agree” or any similar button or checkbox, you agree to be bound by these Terms and our Privacy Policy.

2.2. If you are entering into these Terms on behalf of an organization:

• you represent and warrant that you have the authority to bind that organization to these Terms;
• references to “you” and “your” will refer to that organization; and
• your organization agrees to be bound by these Terms.

2.3. We may modify these Terms at any time by posting the modified Terms on the Service or by providing notice to you. Material changes will be notified to you at least thirty (30) days before they take effect. Your continued use of the Service after the effective date of any modifications constitutes your acceptance of the modified Terms.

2.4. These Terms incorporate by reference our Privacy Policy and any other policies, guidelines or rules posted on the Service.

3. Eligibility and Registration

3.1. Eligibility

• You must be at least sixteen (16) years of age to use the Service.
• You must have the legal capacity to enter into binding contracts.
• You must not be prohibited from using the Service under applicable laws.
• The Service is intended for managers and team leaders managing teams of five (5) or more people across four (4) or more workplace tools.

3.2. Registration

• To use the Service, you must create an Account by providing accurate, current and complete information, including your name, email address, company name and job title.
• You are responsible for maintaining the confidentiality of your Account credentials and for all activities that occur under your Account.
• You must notify us immediately of any unauthorized access to or use of your Account.
• You may not transfer your Account to another person or organization without our prior written consent.
• We reserve the right to suspend or terminate your Account if we reasonably believe that the information you provided is inaccurate, incomplete or fraudulent.

3.3. Administrator Rights

• You may designate one or more Administrators to manage the Service for your organization.
• Administrators have the authority to configure, manage, and control the Service, including managing integrations, setting access permissions, accessing usage data and audit logs, modifying or deleting Workspace Data, and terminating the Service.
• You are responsible for the actions of your Administrators and Authorized Users.

4. Service Description

4.1. Core Functionality

The Service provides the following core functionality:

• connecting to and retrieving information from your Connected Tools;
• identifying Commitments, agreements and action items from Workspace Data;
• tracking progress and detecting when Commitments are slipping or blocked;
• sending nudges, reminders and follow-ups on your behalf;
• providing context and status updates;
• coordinating work and closing loops across your team; and
• personalizing communications to match your style.

4.2. Control Settings

You can configure Control Settings to determine how the Service operates:

• Act and notify mode: the Service sends follow-ups and notifications on your behalf and notifies you of actions taken;
• Ask before sending mode: the Service drafts follow-ups and requests your approval before sending; and
• Draft only mode: the Service drafts follow-ups but does not send them without your manual action.

You can change your Control Settings at any time through your Account.

4.3. Communication Style Learning

The Service analyzes your historical communication patterns to personalize follow-ups sent on your behalf, including tone, formality, writing style, typical phrasing and response timing. This analysis occurs only within your workspace and is not shared across organizations.

4.4. Service Limitations

The Service is designed to coordinate work and manage follow-through. It does not:

• make strategic business decisions or judgments;
• analyze emotions or infer sentiment;
• score, rate or monitor employee performance;
• replace human judgment or decision-making;
• provide legal, financial or professional advice; or
• guarantee specific outcomes or results.

5. Connected Tools and Integrations

5.1. Authorization

To use the Service, you must authorize the Service to access your Connected Tools. By authorizing an integration, you grant the Service permission to access, retrieve and store Workspace Data from the Connected Tool.

5.2. Third-Party Terms

• Your use of Connected Tools is governed by the terms of service and privacy policies of those third-party providers.
• We are not responsible for the availability, functionality, security or privacy practices of Connected Tools.
• If a Connected Tool modifies or discontinues its API or services, we may need to modify or discontinue the corresponding integration, and we will use commercially reasonable efforts to notify you in advance.

5.3. Revoking Access

You may revoke the Service’s access to Connected Tools at any time through your Account settings, the Connected Tool’s authorization settings, or by contacting us at hello@meetoli.ai. Revoking access may limit or prevent the Service from functioning properly.

5.4. Data Accuracy

The accuracy and completeness of Workspace Data depends on the data provided by Connected Tools. We do not guarantee that Workspace Data will be accurate, complete, current or reliable. You are responsible for verifying the accuracy of Workspace Data and Commitments identified by the Service.

6. User Obligations

6.1. Acceptable Use

You agree to use the Service only for lawful purposes and in compliance with these Terms and all applicable laws and regulations. You agree not to:

• use the Service in any manner that violates any applicable laws or regulations;
• use the Service to infringe, misappropriate or violate any Intellectual Property Rights or other rights of any third party;
• use the Service to transmit, distribute or store any harmful, threatening, abusive, harassing, defamatory, obscene or otherwise objectionable content;
• use the Service to transmit spam, malware, viruses or any other malicious code;
• attempt to gain unauthorized access to the Service, other Accounts or connected systems;
• reverse engineer, decompile, disassemble or otherwise attempt to derive the source code of the Service; or
• circumvent, disable or interfere with security features or features that enforce limitations on use.

6.2. Compliance with Laws

You are responsible for ensuring that your use of the Service complies with all applicable laws and regulations, including data protection laws, employment laws, communications laws and export control laws. If you process Personal Data through the Service, you must comply with applicable data protection laws, including the GDPR where applicable. You must obtain all necessary consents, authorizations and permissions from individuals whose data is processed through the Service.

6.3. Workspace Data

You are solely responsible for the accuracy, quality, legality and ownership of Workspace Data. You represent and warrant that you have all necessary rights, consents and permissions to provide Workspace Data to the Service and to authorize the Service to access Connected Tools.

6.4. Security

You must implement reasonable security measures to protect your Account credentials and prevent unauthorized access. You must notify us immediately upon becoming aware of any security breach or unauthorized use of your Account.

7. Intellectual Property Rights

7.1. Ownership of Service

The Service, including all software, technology, content, design elements, trademarks, logos and documentation, is owned by us or our licensors and is protected by Intellectual Property Rights. These Terms do not grant you any ownership rights in the Service.

7.2. License to Use Service

Subject to your compliance with these Terms, we grant you a limited, non-exclusive, non-transferable, non-sublicensable, revocable license to access and use the Service during the Subscription Period solely for your internal business purposes.

7.3. Workspace Data

As between you and us, you retain all ownership rights in Workspace Data. By using the Service, you grant us a worldwide, non-exclusive, royalty-free license to access, use, process, copy, store, transmit and display Workspace Data solely to provide, operate, maintain and improve the Service, comply with applicable laws, enforce these Terms, and create aggregated, de-identified or anonymized data. This license terminates when you delete Workspace Data or terminate your Account.

7.4. Feedback

If you provide us with any Feedback, you grant us a worldwide, perpetual, irrevocable, royalty-free license to use, reproduce, modify, create derivative works from, distribute, display and perform the Feedback without any obligation to you.

7.5. Third-Party Content

Third-Party Content is the property of the respective third parties and may be protected by Intellectual Property Rights. Your use of Third-Party Content is subject to the terms and conditions of the relevant third-party providers.

8. Data Processing and Privacy

8.1. Privacy Policy

Our collection, use and disclosure of your information is governed by our Privacy Policy. By using the Service, you consent to our collection, use and disclosure of your information as described in the Privacy Policy.

8.2. Data Processing Agreement

Where you process Personal Data through the Service, the terms of the DPA will apply. If no DPA has been entered into, we will process Personal Data on your behalf as a data processor in accordance with your documented instructions, applicable data protection laws and our Privacy Policy.

8.3. Data Security

We implement enterprise-grade security measures to protect Workspace Data, including encryption of data in transit and at rest, access controls and authentication mechanisms, and regular security audits and testing.

8.4. No Training on Your Data

We do not use your Workspace Data, communications content or Personal Data to train artificial intelligence models, whether our own or third-party models. We may use aggregated, de-identified or anonymized information for analytics, research and service improvement purposes.

8.5. No Performance Monitoring

The Service does not analyze emotions, infer sentiment, score employee performance, or monitor productivity. The Service is designed for coordination and follow-through, not surveillance. We comply with Article 5 of the EU AI Act and do not use AI systems for any prohibited purpose.

8.6. Data Retention and Deletion

We retain Workspace Data as described in our Privacy Policy. You may request deletion at any time through your Account settings or by contacting us. Upon termination of your Account, we will delete or anonymize Workspace Data in accordance with our Privacy Policy.

9. Fees and Payment

9.1. Fees

Access to certain features of the Service may require payment of Fees. Current Fees are available on our website. Unless otherwise stated, all Fees are quoted in GBP (£), exclusive of applicable taxes, and non-refundable except as expressly provided.

9.2. Subscription Plans

The Service is provided on a subscription basis. Unless you cancel before the end of the current Subscription Period, your subscription will automatically renew at the then-current Fees.

9.3. Payment

You must provide valid payment information when subscribing to a paid plan. You authorize us to charge your payment method at the beginning of each Subscription Period and for any additional Fees incurred.

9.4. Price Changes

We may change Fees at any time with at least thirty (30) days’ notice. Price changes will not apply to your current Subscription Period but will take effect upon renewal.

10. Service Levels and Support

10.1. Service Availability

We will use commercially reasonable efforts to make the Service available at all times. We do not guarantee that the Service will be uninterrupted, error-free, secure or available at all times.

10.2. Support

We provide support through email at hello@meetoli.ai during business hours. Support response times may vary depending on your subscription plan.

10.3. Changes to Service

We may modify, update or discontinue any aspect of the Service at any time. If we discontinue the Service entirely, we will provide at least ninety (90) days’ notice and refund any prepaid Fees for the unused portion.

10.4. Beta Features

Beta Features are provided “as is” without warranties and may be discontinued at any time without notice or liability.

11. Warranties and Disclaimers

11.1. Your Warranties

You represent and warrant that you have the authority to enter into these Terms, have all necessary rights and consents, and comply with all applicable laws.

11.2. Our Warranties

We warrant that we have the authority to enter into these Terms, that the Service will perform substantially in accordance with our documentation, and that we will not knowingly introduce malicious code.

11.3. Disclaimer

EXCEPT AS EXPRESSLY PROVIDED IN THESE TERMS, THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY OR OTHERWISE. WE DISCLAIM ALL IMPLIED WARRANTIES, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, QUIET ENJOYMENT, ACCURACY, INTEGRATION AND QUALITY. YOUR USE OF THE SERVICE IS AT YOUR SOLE RISK.

12. Limitation of Liability

12.1. Exclusion of Consequential Damages

TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO EVENT WILL WE BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, PUNITIVE OR EXEMPLARY DAMAGES; LOSS OF PROFITS, REVENUE, BUSINESS, DATA, GOODWILL OR OPPORTUNITIES; BUSINESS INTERRUPTION OR LOST SAVINGS; OR DAMAGES ARISING FROM COMMUNICATIONS SENT OR NOT SENT BY THE SERVICE.

12.2. Cap on Liability

OUR TOTAL AGGREGATE LIABILITY WILL NOT EXCEED THE GREATER OF: THE TOTAL FEES PAID BY YOU IN THE TWELVE (12) MONTHS PRECEDING THE EVENT, OR £100.

12.3. Exceptions

Nothing in these Terms excludes our liability for death or personal injury caused by negligence, fraud, or any liability that cannot be excluded under applicable law.

13. Indemnification

You agree to indemnify, defend and hold harmless readywhen, its affiliates, and their respective officers, directors, employees, agents, licensors and service providers from and against any claims arising out of your use or misuse of the Service, your breach of these Terms, your violation of any applicable laws, Workspace Data you provide, or any communications sent by the Service on your behalf.

14. Term and Termination

14.1. Term

These Terms commence when you create an Account and continue until terminated.

14.2. Termination for Convenience

You may cancel your subscription at any time through your Account settings or by contacting us. Cancellation takes effect at the end of your current Subscription Period. We may terminate with thirty (30) days’ prior written notice.

14.3. Termination for Cause

We may suspend or terminate your Account immediately if you breach these Terms, fail to pay Fees, violate applicable laws, engage in fraudulent conduct, or become insolvent.

14.4. Effect of Termination

Upon termination, your right to use the Service ceases immediately. We will disconnect integrations and delete or anonymize Workspace Data. You may request a copy of your data within thirty (30) days of termination.

15. Confidentiality

Each party must maintain the confidentiality of the other’s non-public information using at least the same degree of care as its own confidential information. Confidential Information does not include information that is publicly available, independently developed, or rightfully received from third parties.

16. Governing Law and Disputes

These Terms are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction. Before initiating formal proceedings, the parties agree to attempt resolution through informal negotiation for at least thirty (30) days. To the extent permitted by law, disputes will be resolved individually, not as class actions.

17. General Provisions

These Terms constitute the entire agreement between you and us regarding the Service. You may not assign these Terms without our consent. If any provision is held invalid, the remaining provisions remain in effect. No waiver of any breach constitutes a waiver of subsequent breaches. Neither party is liable for delays caused by force majeure. These Terms do not create any agency or partnership relationship.

18. Contact information

If you have questions about these Terms, please contact us:

Company name

Oliva Health Ltd

Email

hello@meetoli.ai

Address

3rd Floor, 86–90 Paul Street, London, EC2A 4NE

Website

readywhen.ai