Terms of Service

1. Description of Service

ProcureMind is an AI-powered procurement tool that:

• Extracts structured procurement data from selected Gmail or Outlook messages and supported PDF, Excel, CSV, Word and image uploads
• Stores reviewed extractions and exports them to files or your selected Google Sheets or Excel Online destination
• Organises supplier offers into projects, compares quotes using exact fields and AI interpretation, and records cost evaluations and approvals
• Supports shared project access, supplier records, delivery and quality evidence, and request-for-quotation (RFQ) review
• Records procurement requests, reviewed proposals, purchase-order drafts and PDF issuance, receiving evidence, and organisation governance where available to your account
• Tracks outgoing customer quotes and prepares follow-up drafts where available
• Classifies customer replies you paste into the dashboard (AI intent detection) and recommends next steps

You are the sender: follow-up drafts are prepared for your review only. You decide whether and when to send them, and they are sent by you, from your own mailbox, under your own customer relationships. Follow-up drafts are not automatically emailed to customers. Where direct RFQ sending is available, it requires a connected mailbox and an explicitly reviewed and approved send request. Submission or a Sent Items record does not guarantee delivery. You are responsible for the content, lawfulness and timing of your messages.

Human review: AI extraction, semantic matches, specification assessments, drafts and reply classifications can be incomplete or incorrect. Review them against the original sources before being used in purchasing decisions, purchase orders, customer communications, or financial transactions. Calculations depend on the quantities, prices, costs and exchange rates supplied. A recorded approval does not place an order or make a payment. These limitations do not exclude rights or remedies that cannot lawfully be excluded.

A proposed action requires separate confirmation. Creating a draft does not approve or issue it. Issuing a purchase-order PDF does not send it, establish supplier acceptance or make payment. Organisation classification and administrative permissions do not establish purchasing authority. You are responsible for who may commit your organisation to a purchase.

For supported file recovery, reusing an available attempt can retrieve an existing saved result. Starting another attempt can consume usage again. Processing failures remain charged under the usage policy; an interrupted response is not proof that processing failed. Review saved history before starting again.

2. Account Requirements

• You must be at least 18 years old to use the Service
• You must use a valid email address and complete the available sign-in and confirmation steps. Google sign-in is an optional sign-in method
• You are responsible for maintaining the security of your account
• You must provide accurate information when using the Service
• Each person must use their own account. Invite colleagues through the supported team and project controls; do not share login credentials

3. Acceptable Use

You may use the Service only for lawful procurement and business purposes. You must not:

• Use the Service to extract data from emails or files you are not authorised to access
• Attempt to abuse, overload, or exploit the Service (e.g., automated mass requests)
• Reverse-engineer, decompile, or scrape the Service or its AI models
• Resell, sublicense, or redistribute the Service without written permission
• Use the Service to process personal data in violation of applicable privacy laws
• Use the follow-up features to contact people without a lawful basis or an existing business relationship, or in violation of applicable spam or marketing laws (including the Spam Act 2003 (Cth))
• Submit content that is illegal, harmful, or violates third-party rights
• Submit sexually explicit material, graphic abusive imagery, or known or suspected child sexual abuse material
• Attempt to evade content safety checks, account restrictions or AI provider enforcement, including by changing files or identities to bypass a block

When using quote follow-up features, you must have a lawful basis to contact your customers and honour opt-out requests. When you log a reply, the Service can recognise an opt-out and cancel pending follow-ups. It does not automatically monitor every reply in your mailbox, and classification can be wrong. You must respect an opt-out whether or not it is detected and must not use the Service to bypass it.

We may block submissions, temporarily restrict file processing or require account review to protect the Service and its providers. Required safety checks can be unavailable or incorrect. If you believe a block is mistaken, contact support with the incident reference and do not attach or resend the blocked material. A local account review cannot reverse an AI provider's own enforcement decision.

4. Subscriptions & Payment

Plans

The Service is offered on a subscription basis with the following plans:

• Free: 25 extractions per month across email and pasted text, no credit card required
• Starter: 200 extractions per month; supported file uploads, with up to 50 pages per PDF
• Pro: 1,000 extractions per month; up to 100 pages per PDF, with eligible advanced features
• Team: 3,000 extractions per month (shared pool), up to 5 seats and up to 100 pages per PDF

Features depend on your plan, permissions and availability. New paid subscriptions are currently marked Coming soon. A displayed paid plan is not a promise that checkout is open; existing account entitlements are shown in Billing. PDF page limits apply per document, separately from monthly extraction allowances.

Billing & Auto-Renewal

When available, paid subscriptions are billed monthly or annually in advance via Stripe and auto-renew at the end of each billing period unless cancelled. All subscription and extraction-credit prices are in US dollars (USD). Applicable taxes, including GST where required, and the total payable are shown at checkout. Your bank or payment provider may apply currency conversion charges if your payment account uses another currency. Stripe processes payments; Cyber Eccentric does not store your card number.

Cancellation

You may cancel your subscription at any time from the Billing page in your dashboard. Access continues until the end of the current billing period. We do not offer prorated refunds for partial months, except where required by applicable law.

Refunds

Refunds are provided as required by the Australian Consumer Law (ACL) if the Service does not meet applicable consumer guarantees, including due care and skill and fitness for a disclosed purpose. At our discretion, we offer a refund on annual subscriptions cancelled within 14 days of first purchase. To request a refund, email support@procuremind.io.

5. Intellectual Property

The Service software, UI and branding are owned by Cyber Eccentric Pty Ltdor its licensors and protected by intellectual property laws. Third-party AI models remain the property of their respective owners. You receive a limited, non-exclusive, non-transferable licence to use the Service subject to these Terms.

You retain all rights to the data you submit (your emails, files, and extraction results). We claim no ownership over your content. You authorise us to process it to provide the features you use, including sharing with collaborators and connected destinations you authorise, as described in our Privacy Policy.

6. Disclaimer of Warranties

SUBJECT TO RIGHTS AND GUARANTEES THAT CANNOT LAWFULLY BE EXCLUDED, THE SERVICE IS PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, ACCURACY OF AI OUTPUTS, OR NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR THAT AI EXTRACTIONS WILL BE ACCURATE OR COMPLETE.

7. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, INCLUDING THE AUSTRALIAN CONSUMER LAW, CYBER ECCENTRIC PTY LTD SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFIT, LOSS OF DATA, OR BUSINESS INTERRUPTION, ARISING FROM YOUR USE OF THE SERVICE OR FROM ERRORS IN AI-EXTRACTED DATA. OUR TOTAL LIABILITY SHALL NOT EXCEED THE GREATER OF (A) THE TOTAL AMOUNT YOU PAID US IN THE 12 MONTHS PRECEDING THE CLAIM, OR (B) AUD $100.

Nothing in these Terms limits liability, statutory privacy remedies, consumer cancellation rights or other rights that cannot lawfully be excluded. A governing-law clause does not remove mandatory protections applicable in your country.

8. Privacy

Your use of the Service is also governed by our Privacy Policy, which explains how information is handled. Agreeing to these Terms or creating an account is not consent to optional marketing or tracking. You can change optional browser choices separately and unsubscribe from optional emails without closing your account.

Essential security, billing, policy-change and service notices may be sent where necessary for your account or a legal obligation. They must remain factual and separate from offers. Our optional-email composer requires explicit permission for the type of message being sent. You must not use the Service to send unlawful unsolicited messages or treat a public contact address as blanket permission.

9. Termination

We reserve the right to suspend or terminate your account without notice if you violate these Terms or engage in conduct that harms the Service or other users.

You may delete your account at any time from Settings. Upon deletion, your data will be removed in accordance with our Privacy Policy.

10. Changes to Terms

We may update these Terms from time to time. We will notify you by email or in-app notice for material changes. Continued use of the Service after changes take effect constitutes acceptance of the revised Terms.

11. Governing Law

These Terms are governed by the laws of New South Wales, Australia. Each party irrevocably submits to the exclusive jurisdiction of the courts of New South Wales, unless mandatory consumer protection laws in your jurisdiction provide otherwise.

International use: The Service is offered worldwide. You are responsible for using it in compliance with the laws of your own jurisdiction, including any data protection, email marketing, and consumer laws that apply to you. Nothing in these Terms excludes or limits any rights you have under mandatory local law, including the Australian Consumer Law and, for users in the EEA or United Kingdom, the GDPR.

12. Contact

For questions about these Terms, contact us at support@procuremind.io.

Cyber Eccentric Pty Ltd
Sydney, New South Wales, Australia