Terms of Use

These Terms of Use (Terms) are between you and Eplex AI Pty Ltd (ACN 688 724 601) of 81-83 Campbell Street, Surry Hills, NSW 2010, Australia (Eplex AI, we, us).

By accessing or using eplex.ai or any Eplex AI service, including the Draft with Eplex Gmail add-on (together, the Services), you agree to these Terms. If you do not agree, do not use the Services.

If your school or employer has a separate School Subscription Agreement with us, that agreement governs your use of the Services to the extent of any inconsistency with these Terms.

Eplex AI provides an AI-assisted drafting and coaching workflow for school admissions communications. The Services include a Gmail add-on that analyses email content you select and generates draft replies, as well as optional tools such as reception feedback analysis, call preparation guides, messaging adaptation, and tour briefing.

The Services use Google Cloud Vertex AI (Gemini) to generate outputs. Email content you select is sent to Vertex AI for processing. We do not use your data to train or improve AI models for other customers.

The Services are intended for use by school staff and other authorised business users, not by children. You must be at least 18 years old or the age of majority in your jurisdiction to use the Services.

You access the Services using your Google Workspace account. You are responsible for keeping your credentials secure and for all activity under your account.

The Draft with Eplex add-on requests the following permissions to operate within Gmail:

We request only the permissions necessary for the Services to function. We access email content only when you actively use the add-on, and only for the email thread you are working with (or, for Tour Brief, related threads in your inbox). We do not scan or read emails in the background.

5.1 Processing

When you use the add-on, the email content you select is sent over HTTPS to our backend on Google Cloud Run, then to Google Cloud Vertex AI for processing. The generated output is returned to the add-on for your review. Only Draft Metadata (not including email content or generated text) is stored in Google Firestore and automatically deleted after 30 days.

5.2 Retention

No generated drafts are stored. Your authentication data (email address, display name, school affiliation) is retained while your account is active. On account deletion, metadata auto-deletes at 30 days and revoking access leaves no residual data.

5.3 No model training

We do not use your data to train or fine-tune general-purpose AI models, or to build or improve models for other customers.

5.4 School-scoped access

Your data is scoped to your school. Users at one school cannot see data belonging to another school.

5.5 Limited Use disclosure

The use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

The Services generate draft communications and guidance using AI. You are solely responsible for reviewing all outputs before use. Outputs may contain errors, culturally inappropriate content, or hallucinations. Do not send, publish, or act on any output without human review.

We do not guarantee the accuracy, completeness, or appropriateness of any AI-generated content.

You must not:

1. use the Services unlawfully or to infringe the rights of others;
2. upload malware, attempt to exploit vulnerabilities, or disrupt the Services;
3. attempt to reverse-engineer the Services or extract underlying prompts, libraries, or structured data;
4. share your access credentials with unauthorised persons;
5. submit payment card data or other prohibited sensitive information to the Services; or
6. use the Services to build a competing product.

We may suspend or terminate your access for serious or repeated breaches.

Eplex AI owns all rights in the Services, including the software, prompts, cultural libraries, documentation, and know-how. You retain ownership of the content you submit and the outputs generated for you, subject to our underlying IP rights.

If you provide feedback or suggestions, you grant us the right to use them without restriction or compensation.

Our handling of personal information is described in our Privacy Policy. By using the Services, you acknowledge you have read the Privacy Policy.

For school customers, our handling of personal information in Customer Data is primarily governed by the School Subscription Agreement and its Data Processing Addendum.

You may request deletion of your data at any time by contacting support@eplex.ai. We will delete your data within 7 days of a verified request, except to the extent required by law.

For details on your data protection rights, including access, correction, portability, and erasure, see our Privacy Policy.

If you are an individual whose information is included in data processed by the Services (for example, a parent or prospective student), please contact the relevant school in the first instance.

The Services rely on the following third-party providers:

1. Google Cloud Platform (hosting, infrastructure, Vertex AI);
2. Firebase (authentication and database); and
3. Google Workspace APIs (Gmail integration).

Your use of these third-party services is subject to their respective terms. We are not responsible for the availability or operation of third-party platforms.

The Services are provided "as is" and "as available." To the maximum extent permitted by law, we disclaim all warranties, whether express, implied, or statutory, including warranties of merchantability, fitness for a particular purpose, and non-infringement.

We do not guarantee that the Services will be uninterrupted, error-free, or free of harmful components.

ACL carve-out. Nothing in these Terms excludes, restricts, or modifies any consumer guarantee, right, or remedy under the Australian Consumer Law that cannot lawfully be excluded.

To the maximum extent permitted by law, Eplex AI's total aggregate liability to you arising out of or in connection with these Terms or the Services is limited to the fees (if any) paid by your school to Eplex AI in the 12 months before the event giving rise to the claim.

To the maximum extent permitted by law, we are not liable for any indirect, consequential, or special loss, loss of profit, loss of data, or loss of opportunity.

We may update these Terms from time to time. We will publish the updated version at eplex.ai/terms and update the effective date. Material changes will be notified via the Services or by email where practicable. Continued use after changes constitutes acceptance.

You may stop using the Services at any time. We may suspend or terminate your access if you breach these Terms or if required for security or legal reasons. On termination, you may request export or deletion of your data in accordance with section 10.

These Terms are governed by the laws of New South Wales, Australia, and the parties submit to the non-exclusive jurisdiction of NSW courts.

If any provision of these Terms is invalid or unenforceable, it is severed to the extent necessary and the remainder continues in force.

These Terms, together with the Privacy Policy and any applicable School Subscription Agreement, constitute the entire agreement between you and Eplex AI in relation to the Services.

If you have questions about these Terms or the Services, contact us at:

Eplex AI Pty Ltd
81-83 Campbell Street, Surry Hills, NSW 2010, Australia
Email: support@eplex.ai
Website: eplex.ai