LEGAL · MAIL AGENT
Last updated: September 25, 2026
Axya Mail Agent Terms of Service
These feature-specific terms supplement Axya’s main Terms of Service / Master Subscription Agreement.
1. Agreement and scope
These Mail Agent Terms of Service (“Mail Agent Terms”) govern your use of the Axya Mail Agent feature, which lets you connect a Google Workspace (Gmail) or Microsoft 365 (Outlook) mailbox to your Axya account to capture inbound supplier email onto your orders/RFQs and, optionally, to send supplier email through your own mailbox.
These Mail Agent Terms supplement and are part of the Axya Terms of Service / Master Subscription Agreement (the “Main Terms”). If there is a conflict, the Main Terms govern except where these Mail Agent Terms are more specific about the Mail Agent feature. Capitalized terms not defined here have the meaning given in the Main Terms.
By connecting a mailbox to the Mail Agent, you agree to these Mail Agent Terms.
2. Eligibility and authority
The Mail Agent is offered to business customers. By connecting a mailbox you represent that:
• you are authorized to connect that mailbox and to grant Axya the access described in the Mail Agent Privacy Policy;
• for a shared or organizational mailbox, you have the necessary permission and, where required, your IT administrator’s approval to connect it; and
• your use complies with your organization’s policies and with Google’s and Microsoft’s applicable terms for the connected account.
3. What the Mail Agent does
Capture. When enabled, the Mail Agent reads inbound supplier email in the connected mailbox and files it onto the matching PO/RFQ, applying an [Axya Ingested] label to captured messages. It applies a privacy filter and does not download non-supplier, internal, or personal mail.
Send (optional). If you enable sending for a mailbox, the Mail Agent sends outbound supplier email you compose or trigger in Axya through that mailbox.
Controls. Reading, sending, and surfacing of unrelated email are independently configurable per connection, as described in the Mail Agent Privacy Policy.
Axya’s access is delegated, least-privilege, and limited to the connected mailbox. Axya does not guarantee capture of email that falls outside the supplier-matching rules.
4. Your responsibilities
You are responsible for:
• the accuracy of your supplier list and order data, which determine what is captured;
• ensuring you have the right to send email from any mailbox for which you enable sending, and that such email complies with anti-spam and other applicable laws;
• the content of email you send through your mailbox via Axya; and
• managing who in your organization can connect mailboxes and access captured content.
5. Google / Microsoft data and privacy
Your use of the Mail Agent with Gmail is subject to Google’s applicable terms, and with Outlook to Microsoft’s applicable terms. Axya’s access to and use of data from those mailboxes is described in, and limited by, the Mail Agent Privacy Policy, including Axya’s commitment that its use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Axya does not use your mailbox data for advertising, does not sell it, and does not use it to train generalized AI/ML models.
6. Availability, changes, and disconnection
The Mail Agent is provided as part of the Axya service and may change or be improved over time.
You may disconnect any mailbox at any time from the Mail Agent; disconnection purges Axya’s stored access token immediately and stops reading and sending for that mailbox. Your IT administrator may also revoke access via the provider’s admin console.
Axya may suspend or disable a connection where necessary for security, to comply with law, or in accordance with the Main Terms.
7. Disclaimers and liability
Except as expressly stated, the Mail Agent is provided “as is” and the warranties, disclaimers, and limitations of liability in the Main Terms apply to the Mail Agent. Axya is not responsible for provider-side outages, changes to Google or Microsoft APIs, or email that is delayed, misclassified, or not captured due to circumstances outside its control, except to the extent required by the Main Terms or applicable law.
8. Governing law and general terms
The governing law, dispute-resolution, and general provisions of the Main Terms apply to these Mail Agent Terms.