Terms and Conditions

Version 2 · Last updated 2026-07-31 13:33:40.179229+00
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The Utility App — Terms and Conditions

Effective date: 2026-07-31 Version: 2

Supersedes Version 1 (2026-05-08). Version 2 adds terms covering features that exist in the Service but were not addressed by Version 1 — company workspaces and shared content, connected third-party accounts, AI-assisted features, the Email app, programmatic access via API keys, and how app access is granted. See section 17 for a summary of what changed.

These Terms and Conditions ("Terms") govern your access to and use of The Utility App (the "Service"). By creating an account, signing in, or otherwise using the Service you agree to be bound by these Terms. If you do not agree with any part of these Terms you must not create an account or use the Service.

The current authoritative version of these Terms is the one published in the Administrator panel of the Service. Administrators may update these Terms at any time; any changes take effect when the new version is published. Continued use of the Service after a change constitutes acceptance of the updated Terms. Where a change is material you may be required to re-accept these Terms before continuing to use the Service.

1. Accounts

  1. You must provide accurate registration information and keep it up to date.
  2. You are responsible for safeguarding your password and for all activity that occurs under your account.
  3. You must notify the administrators immediately of any unauthorised use of your account or any other breach of security.
  4. Accounts may be suspended or terminated at any time, with or without notice, for any breach of these Terms.
  5. An account is personal to you. Do not share your credentials, and do not let another person use your account.
  6. Where multi-factor authentication is available you are encouraged to enable it. If you mark a device as trusted, you are responsible for that device remaining under your control until the trust expires or you revoke it.

2. Access to apps

  1. The Service is a suite of separate apps. Access to each is granted individually by an administrator, and your account may have access to some apps and not others.
  2. Access may be granted permanently, for a fixed period, by redeeming a coupon, or on a trial basis. Where an app is offered in trial mode, only part of its functionality may be available.
  3. Access may be added, reduced or withdrawn by an administrator at any time. Where access lapses or is withdrawn, you may lose the ability to reach content you created in that app, even though the content itself is retained. Export anything you need before access ends.
  4. If paid subscriptions are offered in your deployment, the applicable pricing, billing interval and cancellation terms will be presented to you at the point of purchase and form part of these Terms for that purchase. No payment is required to use apps an administrator has granted you.

3. Acceptable use

You agree not to:

  1. use the Service for any unlawful, fraudulent, harmful, defamatory, obscene, or otherwise objectionable purpose;
  2. attempt to gain unauthorised access to any part of the Service, other user accounts, other companies' workspaces, or to any systems or networks connected to the Service;
  3. interfere with, disrupt, or impose an unreasonable load on the Service or its infrastructure, including by circumventing rate limits;
  4. reverse engineer, decompile, or attempt to extract the source code of any part of the Service except to the extent permitted by applicable law;
  5. upload or transmit viruses, malware, or any other harmful code;
  6. use automated means to access the Service other than through an API key issued to you, and within the limits set for it (see section 8);
  7. use the Service to send unsolicited bulk email, or to relay mail you are not authorised to send;
  8. store credentials or data belonging to a third party without the right to do so.

4. Content you submit

  1. You retain ownership of any content you upload, store, or create within the Service ("Your Content").
  2. You grant the operators of the Service a limited, non-exclusive licence to host, store, process, and display Your Content solely for the purpose of operating and providing the Service to you.
  3. You represent and warrant that you have all necessary rights to submit Your Content and that doing so does not violate any law or third-party right.
  4. Your Content is not used to train AI models.
  5. Where Your Content contains personal information about other people, you are responsible for having a proper basis to store it and for responding to any request you receive about it. See the Privacy Policy, section 8.

5. Company workspaces and shared content

  1. The Service supports shared company workspaces. Content placed in a workspace — including chat messages, shared projects, shared lists, shared documents and shared Lore universes — is visible to the members of that workspace according to the roles their administrator has set.
  2. Sharing is not reversible by deletion alone. Once you have posted or shared something into a workspace, other members may already have seen, saved, quoted or exported it.
  3. Content contributed to a workspace remains available to that workspace after you leave it or delete your account, unless the workspace's administrator removes it.
  4. A workspace administrator can set the retention period for chat messages, can see membership and moderation information, and can remove members and content. If you use the Service through an organisation, that organisation's policies apply to you in addition to these Terms.
  5. You must not use a shared workspace to store material that its other members are not entitled to see.

6. Connected third-party accounts

  1. You may choose to connect external accounts — for example a Google or Microsoft calendar, or your own email account — so that the Service can act on them on your behalf.
  2. Connecting an account is your decision and your authorisation. You are responsible for having the right to connect that account, and for complying with that provider's own terms.
  3. The Service will only use the access you granted, for the features you are using. You may disconnect at any time from within the Service, and you may additionally revoke access from the provider's own account settings.
  4. The Service operators are not responsible for the availability, behaviour, or content of a connected third-party service, or for data loss caused by one. Synchronisation may fail, lag, or be interrupted if the provider changes its interface or revokes access.
  5. If you delete your account without disconnecting, the grant you gave at the provider may persist. Disconnect first, or revoke it at the provider.

7. AI-assisted features

  1. The Service includes optional AI features (AI Chat, AI Search, AI Tasks and AI-assisted tooling). Using them sends your prompt, and any content the feature is asked to work with, to the AI model configured for your deployment. See the Privacy Policy, section 1.6.
  2. AI output is generated automatically and may be inaccurate, incomplete, outdated or misleading. It is provided for assistance only. You must not rely on it as legal, financial, medical or other professional advice, and you are responsible for verifying anything you act on.
  3. Do not submit content to AI features that you are not permitted to disclose to the configured model provider.
  4. Automated AI Tasks act on a schedule you configure. You are responsible for what a task you created does, including any external calls it makes and any credentials you give it.

8. Programmatic access and API keys

  1. The Service may issue API keys for programmatic access. A key is shown to you once and is stored only as a hash — it cannot be recovered, only revoked and replaced.
  2. A key acts with the authority of the account or project it was issued for. You are responsible for everything done with a key issued to you, including by software you configure to use it.
  3. Do not commit a key to a source repository, embed it in client-side code, or share it. Revoke a key immediately if it may have been exposed.
  4. Programmatic access is subject to the same rate limits and acceptable-use rules as ordinary use.

9. Intellectual property

The Service, including all software, designs, text, graphics, and other materials (other than Your Content), is the property of the Service operators or their licensors and is protected by intellectual property laws. No rights are granted to you other than the limited right to use the Service in accordance with these Terms.

10. Availability, backups and your own copies

  1. The Service is provided without any guaranteed level of availability. Maintenance, upgrades and outages may interrupt access without notice.
  2. The Service operators may take backups for their own operational purposes. Those backups are not a service to you, and no undertaking is given that any particular item can be restored, or restored to any particular point in time.
  3. You are responsible for keeping your own copies of anything you cannot afford to lose. The Service provides a data export in Profile → Export your data; use it.

11. Disclaimer of warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. THE SERVICE OPERATORS DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, SECURE, ERROR-FREE, OR THAT ANY DATA WILL BE PRESERVED.

12. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE SERVICE OPERATORS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, REVENUES, DATA, OR GOODWILL, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF (OR INABILITY TO USE) THE SERVICE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence, or for fraud.

13. Indemnity

You agree to indemnify, defend, and hold harmless the Service operators from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in any way connected with:

  1. your access to or use of the Service;
  2. Your Content;
  3. your use of an API key issued to you; or
  4. your breach of these Terms.

14. Termination

You may stop using the Service at any time, and you may delete your account from Profile → Delete your account.

The Service operators may suspend or terminate your access at any time for any reason, including a breach of these Terms.

On termination:

  • your personal content is removed, subject to the retention exceptions in the Privacy Policy, section 5;
  • content you contributed to a shared company workspace remains with that workspace (see section 5.3);
  • any API keys issued to you stop working;
  • connected third-party accounts should be disconnected by you beforehand (see section 6.5).

Sections that by their nature should survive termination (including 4, 5.3, 9, 11, 12, 13 and 15) will survive.

15. Governing law

These Terms are governed by the laws of the jurisdiction in which the Service operators are established, without regard to conflict-of-law principles.

16. Changes to these Terms

The Service operators may modify these Terms at any time by publishing an updated version in the Administrator panel. Where changes are material, users may be required to re-accept the updated Terms before continuing to use the Service.

17. What changed in Version 2

Version 2 (2026-07-31) adds terms for features already present in the Service:

  • how app access is granted, and that it can be time-limited, coupon-based or trial-based, and can be withdrawn (section 2);
  • company workspaces: who can see shared content, that sharing is not undone by deletion, and that contributions stay with the workspace (section 5);
  • connected Google/Microsoft and email accounts, and how to revoke them (section 6);
  • AI-assisted features, and that their output must be verified before it is relied on (section 7);
  • API keys and programmatic access, replacing Version 1's blanket ban on automated access with a rule that permits it via an issued key (sections 3.6, 8);
  • availability, backups, and your responsibility for your own copies (section 10);
  • a statement that liability which cannot lawfully be excluded is not excluded (section 12);
  • what happens on termination (section 14);
  • accounts are personal and must not be shared; MFA and trusted devices (sections 1.5, 1.6).

Section numbering has changed. Version 1's sections 4–11 are now 9, 11, 12, 13, 14, 15, 16 and the contact section respectively.

18. Contact

For questions about these Terms, contact the Service administrator through the contact details published within the Service.