These terms describe the relationship between you, your organisation, and SafeReplies. We've kept the language plain. If something doesn't make sense, talk to us.
SafeReplies is a software service that reads draft business emails inside Microsoft Outlook and Google Workspace and, when it detects wording that may carry compliance risk, surfaces a warning to the sender along with one or more suggested rewrites.
We are a decision-support tool. When a draft carries potential risk, SafeReplies holds the send and presents options — a suggested rewrite, a manual edit, or escalation to a manager — but we never send, alter or approve email on your behalf. The sender (or an authorised manager) always makes the final decision to send, edit, escalate, or apply a suggested rewrite.
We use reasonable care to identify common risk patterns, but no automated tool can guarantee a complete review of every possible legal, regulatory, contractual, reputational or factual risk in an email. You should not rely on SafeReplies as a substitute for legal advice, internal review, training, or your own judgment.
To use SafeReplies you'll register an account and enable SafeReplies in Outlook (desktop & mobile) or Gmail on the web (the Gmail mobile app is not currently supported). You're responsible for keeping your login credentials secure and for the activity of users invited under your organisation's account.
Business use only. SafeReplies is a business-to-business service. By creating an account you confirm you are acting in the course of a business, trade or profession, and not as a consumer. Where consumer-protection law nonetheless applies to you, nothing in these terms removes rights you cannot waive.
Length of the trial. The free trial runs for 14 days from the day you create your account. It covers your whole business — every team member you invite during the trial is included free — and includes the full features of your selected plan.
What we take at sign-up. To start the trial we ask for a valid payment card and store it securely with our payment provider, Stripe. Nothing is charged during the 14-day trial — the amount due at sign-up is £0.
What happens at the end of the trial. Unless you cancel before the trial ends, your trial automatically rolls into a paid monthly subscription on day 15, and we take the first payment then. The price is £15 per user, per month (excl. VAT) — the monthly plan price shown to you at sign-up. Your subscription then renews automatically each month until you cancel.
What you pay when the trial converts. The trial is free for your whole business — invite as many team members as you like at no charge. When the trial converts, each active user on the account is charged at £15 per user, per month. You choose how many seats to keep — remove users before the trial ends and you won't be billed for them.
Reminder before you're charged. In line with our obligations under the Digital Markets, Competition and Consumers Act 2024, we will email the account admin a reminder before the free trial ends and the first payment is taken, and we send a receipt after each payment. Renewal reminders are also sent before longer (e.g. annual) terms renew.
How to cancel. You can cancel at any time — during the trial or afterwards — by either of the following:
Cancel before day 14 and you won't pay anything. If you cancel during the trial your card is never charged and access ends when the trial expires. If you cancel after the trial has converted, your paid subscription stays active until the end of the monthly period you've paid for, and is not renewed.
Your statutory rights. Nothing here removes the cancellation and cooling-off rights you have as a consumer under the DMCC Act 2024 and the Consumer Contracts Regulations, where they apply to you.
Paid plans are billed per user, per month, with annual billing offered at a lower rate. Pricing is in pounds sterling (£) and excludes VAT. The current published prices on the SafeReplies pricing page apply.
We reserve the right to revise published prices on renewal. We'll give you at least 30 days' written notice of any change, and any increase will be fair and no more than in line with inflation. Mid-term annual prices remain fixed.
Each plan includes a fair-use scanning allowance per user, per month, published on the pricing page. If a user exceeds their allowance:
SafeReplies — including the software, add-ins, risk libraries, legislation packs, prompts, suggested rewrites, documentation and branding — is owned by Safe Replies Ltd or its licensors and is protected by intellectual-property law. We grant your organisation a limited, non-exclusive, non-transferable licence to use the service for its internal business purposes for the duration of your subscription. No other rights are granted.
You agree not to use SafeReplies to scan content you have no right to access, to attempt to reverse-engineer, probe or overload the service, to circumvent seat or fair-use limits, or to use it in connection with unlawful activity.
Indemnity. Your organisation will indemnify Safe Replies Ltd against losses, claims and reasonable costs arising from third-party claims caused by (a) your breach of these terms, (b) your unlawful use of the service, or (c) the content of emails sent by your users. Consistent with section 02, the correspondence — and responsibility for it — remains yours.
SafeReplies processes email content in memory to run the scan. If a user escalates a flagged email for manager approval, its content is held only until the manager has reviewed and actioned it, then deleted; we don't otherwise persist the body of your emails on our servers. We retain metadata (e.g. which user scanned how many emails, which flags were triggered) for analytics, billing and improving the service.
UK data residency. We store all personal data in the UK and process personal data lawfully under UK GDPR and the Data Protection Act 2018. For the email content we scan, your organisation is the data controller and we act as your data processor. For our own account, billing and marketing data, we are the data controller — as set out in our Privacy Notice.
On signing a paid contract, we'll enter into a standard Data Processing Agreement (DPA). The compliance scan uses third-party AI providers (OpenAI and Anthropic) as sub-processors, bound by that DPA and by "no retention, no training" API terms, and listed on our sub-processor list. For privacy questions, contact privacy@safereplies.com.
We aim for 99.9% uptime, measured monthly. Scheduled maintenance is announced in advance. Legislation packs and risk libraries are updated continuously by our compliance team — published changes apply across all customer accounts automatically.
If SafeReplies is unavailable, your team's email continues to send through Outlook / Gmail as normal — we are a layer on top, not in line.
Third-party platforms. SafeReplies runs inside Microsoft Outlook and Google Workspace, which we don't control. Microsoft or Google may change, restrict or withdraw the interfaces we rely on; we will use reasonable efforts to adapt, but we are not liable for interruptions caused by changes to those platforms or by your organisation's own IT configuration.
Subject to the next paragraph, SafeReplies' total aggregate liability to your organisation under or in connection with these terms — in contract, tort, or otherwise — is limited to the amount of fees paid to us in the 12 months preceding the event giving rise to the liability.
We exclude liability for:
Nothing in these terms excludes liability that cannot be excluded under English law, including for death or personal injury caused by negligence, or for fraud.
You can cancel at any time — during your free trial or during a paid subscription — from Settings → Billing → Cancel subscription in your account, or by emailing hello@safereplies.com. No phone call is required and there is no cancellation fee.
Cancelling during the trial: your card is never charged and access ends when the 14-day trial expires. Cancelling a monthly subscription: it stays active until the end of the month you've already paid for, then is not renewed. Annual subscriptions can be cancelled at the end of the term. We do not offer pro-rata refunds on annual plans except where required by law or under your statutory cooling-off rights.
We may suspend or terminate access without refund if you breach these terms, use the service unlawfully, or attempt to scan content you don't have the right to access.
Your data on termination. When your account closes, we delete or anonymise the personal data we hold as processor within 30 days, except what we must keep for legal, accounting or tax purposes (e.g. invoices). Admins can export their organisation's reporting data from the dashboard before closure, or contact support for assistance. Email content is not retained in any case, as described in section 09.
We may update these terms to reflect changes in the service, legal requirements, or our business. Material changes will be communicated to admin users by email at least 30 days before they take effect. Continued use of SafeReplies after the effective date means you accept the updated terms.
Safe Replies Ltd is a company registered in England and Wales (company number 17247989), with its registered office at NS 509 Royal Mills, Manchester, M4 5BD, United Kingdom. These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
Questions about these terms? Reach us at hello@safereplies.com or via our contact page.