Pilot terms

1. Who this is with

QuotLoop is operated by an individual, not yet a registered company. Company registration is in progress; when it completes these terms will be reissued naming the entity, and you will be told before anything changes for you.

Being straight about it: during the pilot you are trying something early, run by a small operation, and you should weigh that when deciding which mailbox to connect.

2. The pilot

• There is no fee. Nothing is charged during the pilot, and we cannot charge you — there is no payment processor connected.
• There is no minimum term and no contract. Either of us can stop at any time, for any reason.
• Prices shown on the site are indicative. They are what a subscription is expected to cost when billing opens. Pilot users keep the rate they joined on. Nothing on this site is an offer capable of acceptance until billing exists.
• The service is provided as-is. No uptime commitment, no support-response guarantee, and features may change or be withdrawn while we work out what the product should be.

3. What the service does

QuotLoop connects to a mailbox you nominate and reads the mail arriving in it. It recognises the quotes you send, extracts the details that identify them, puts each one on a fixed follow-up schedule, matches any reply back to the quote it answers, and records every step to an audit trail. Where a rule permits and the checks pass, it takes an action from a small, predefined set: compose a follow-up, create a task, update a record, or queue the item for your review.

What it will not do

QuotLoop has never delivered a message to a customer. Follow-ups are scheduled and composed in full, but delivery is off by default and enabling it is a deliberate per-tenant switch. It never initiates a payment and never negotiates, discounts or commits to anything on your behalf.

It also takes no action outside the closed set above, and does not act on mailboxes you have not connected.

4. Your side of it

• You confirm you are entitled to connect the mailbox you nominate, and to have its contents processed.
• You are responsible for the routing rules you configure and for reviewing what lands in your review queue.
• Decisions remain yours. The service assists with tracking and following up your quotes; it does not replace your judgement, and approving an item is an act you are accountable for.
• You will not use the service to process unlawful content.

5. Accuracy, and getting things wrong

Extraction is not infallible, which is why validation checks and the review queue exist. You should treat extracted fields as a proposal to be checked, not as verified fact — particularly for amounts, bank details and anything you would not act on if a new member of staff had typed it up on their first day.

Tell us when it gets something wrong. During a pilot that is the most useful thing you can do.

6. Your data

How data is handled is set out in the privacy notice, which forms part of these terms. In short: the model is self-hosted so your mail is not sent to a third-party AI provider, your data is never used to train models, and you can have it deleted on request.

Anything you tell us about your business in the course of the pilot is treated as confidential.

7. Intellectual property

You keep everything of yours: your mail, your data, your extracted records, your audit trail. We keep everything of ours: the software and how it works. Feedback you give us may be used to improve the product, without obligation or payment.

8. Liability

Nothing here limits liability for anything that cannot lawfully be limited, including fraud or death or personal injury caused by negligence.

Subject to that: the pilot is free and provided as-is, and we are not liable for indirect or consequential loss, loss of profit, loss of business, or loss or corruption of data arising from your use of it. Because no fee is paid, there is no fee to refund. If that allocation of risk is not acceptable for the mailbox you had in mind, the honest answer is not to connect it yet.

9. Ending the pilot

Either of us can end it at any time by saying so. On ending, mailbox access is disconnected, and your data is deleted on request or within 30 days, per the privacy notice.

10. Changes

These terms may change as the product develops. Material changes will be sent to pilot users directly, not quietly published here.

11. Governing law

The operator is based in the United Arab Emirates, and these terms are governed by UAE law. This clause will be restated precisely, with the relevant emirate and courts named, once company registration completes.

12. Contact

Questions about these terms: hello@quotloop.com.