Terms of Use

1. Definitions

• Service: the Altairian web application at www.altairian.app, its AI features, integrations, APIs, emails and text messages sent through it, and related support.
• Account: your organisation in the Service, with its users, settings and data.
• Authorised Users: your employees and contractors you invite or allow to use the Account.
• Customer Data: data you or your Authorised Users submit to the Service or that the Service imports on your instruction, including invoices, payments, customer (debtor) contact details, notes, and messages to and from your customers.
• Your Customers: the businesses that owe you money and whom you contact through the Service.
• Outbound Messages: emails, text messages and other communications sent to Your Customers through the Service, whether drafted by you, by a template, or by an AI feature.
• AI Features: functionality that uses machine-learning models to draft, classify, summarise, recommend or act, including the collection agents, reply handling and search answers.
• Plan: the subscription tier and billing interval you choose, with its usage limits.

2. Business use only

In short: Altairian is for businesses collecting what other businesses owe them. It is not for consumers or consumer debts.

The Service is offered only to businesses, sole traders acting in the course of business, and other organisations. It is not offered to consumers, and you confirm you are not entering into these Terms as a consumer.

You may use the Service only to manage and collect amounts owed to you by other businesses for goods or services you supplied (commercial receivables). You must not use it to collect debts owed by individuals for personal, family or household purposes, to collect debts on behalf of third parties as a collection agency, or to collect debts you have bought.

You must be at least 18 and able to form a binding contract. You must not use the Service if you are barred from doing so under the laws of any applicable jurisdiction, including sanctions laws.

3. Your account and users

In short: Keep your logins safe, and you are responsible for what your team does in the account.

You must give accurate sign-up information and keep it current. Each Authorised User must have their own login; logins must not be shared.

You are responsible for everything done in your Account by your Authorised Users, for their compliance with these Terms, and for keeping credentials secure. The Account owner controls roles and permissions, including who can approve or send Outbound Messages and who can change billing.

Tell us at once at legal@altairian.io if you suspect unauthorised access to your Account.

4. Free trial

In short: Seven days free, no card. Afterwards the account pauses until you choose a plan; your data is kept.

New Accounts start with a free trial of 7 days, with the trial usage limits shown in the Service. No payment details are needed to start.

When the trial ends without a paid Plan, the Account is paused: you can still sign in and see your data, but the Service stops sending Outbound Messages, running AI Features, syncing with your accounting system and taking automated actions. Choosing a Plan lifts the pause.

We may delete a paused trial Account and its Customer Data 90 days after the trial ends, after notice by email. Trials are offered once per business; we may refuse or end a trial we reasonably believe is being abused.

5. Plans, fees and billing

In short: You pay in advance, monthly, quarterly or yearly. Dodo Payments bills you as our reseller. Plans renew until cancelled.

Fees are as shown on our pricing page or in the Service when you subscribe. Each Plan includes usage limits (for example workers, open invoices and AI actions). If you reach a limit, the Service may stop adding to that usage until the next period or until you upgrade; it will not charge you extra without your agreement.

Reseller and merchant of record. Orders are processed by Dodo Payments, which acts as our authorised reseller and merchant of record. Dodo Payments sells you the subscription, charges your payment method, issues invoices and receipts, and calculates, collects and remits sales tax, VAT or GST where it applies. Your payment is also subject to Dodo Payments' buyer terms. Questions about a charge can go to us or to Dodo Payments.

Automatic renewal. Subscriptions are paid in advance and renew automatically at the end of each billing period (monthly, quarterly or annually) at the then-current price, until cancelled. You authorise recurring charges to your payment method for each renewal.

Price changes. We may change prices for future periods by giving at least 30 days' notice by email or in the Service. A change takes effect at your next renewal after the notice period. If you do not agree, cancel before that renewal.

Late or failed payment. If a payment fails, we may retry it, and after 14 days we may suspend paid features until it is paid. Fees are exclusive of taxes, which are added where required.

Upgrades take effect immediately and may be charged pro rata; downgrades take effect at the next renewal.

6. Cancellation and refunds

In short: Cancel any time. You keep access until the end of the period you paid for. No refunds except for billing errors or where the law requires one.

You can cancel at any time in Settings → Plan → Manage billing, or by writing to us. Cancellation stops the next renewal; the Service stays available until the end of the current paid period.

Fees are non-refundable, including for partly used periods and unused usage, except for duplicate charges, charges made in error, or where applicable law gives you a right to a refund. Our Refund and Cancellation Policy explains the details.

7. Your collections, your name, your responsibility

In short: You are the creditor. Messages go out in your name, on your instructions, and you are responsible for making sure your collections are lawful.

The Service is a tool that helps you manage your own receivables. You are the creditor and the sender of every Outbound Message. Outbound Messages are sent in your name, from your configured sending identity, on your instructions, whether you send them one by one, approve them in a queue, or allow the Service to send them automatically under rules you set.

Altairian is not a collection agency, debt collector, lender, factoring company, law firm or financial adviser. We do not buy, fund or guarantee invoices, do not hold or receive payments from Your Customers, and do not contact Your Customers on our own behalf.

You are solely responsible for ensuring that your use of the Service, your invoices and every Outbound Message comply with all laws that apply to you and to Your Customers. Depending on where you and Your Customers are, these may include:

• debt-collection and commercial-collection laws, including state laws that regulate creditors or require licences, and fair-dealing rules;
• telemarketing and messaging laws, including the US Telephone Consumer Protection Act and FCC rules, the CTIA Messaging Principles and carrier requirements (including 10DLC registration), Canada's CASL, the UK PECR and EU ePrivacy rules;
• email laws, including the US CAN-SPAM Act;
• late-payment and interest laws (for example the UK Late Payment of Commercial Debts (Interest) Act 1998), and any terms you agreed with Your Customers;
• data-protection laws for the personal data of Your Customers' staff (see the Data Processing Addendum).

In particular, you must:

• only contact people at Your Customers whom you are entitled to contact about the debt, at reasonable times and frequencies;
• send text messages only to numbers whose owner has given consent to receive them, record that consent in the Service before texting, and honour every opt-out (such as a reply of STOP, QUIT, END, REVOKE, OPT OUT, CANCEL or UNSUBSCRIBE, or any other reasonable request) promptly and in any case within the time the law allows;
• not make false, misleading, threatening, harassing or abusive statements, including false statements about legal action, credit reporting, or amounts owed;
• not add fees, interest or charges that are not allowed by your contract with the customer and by law;
• stop contact about a debt that is disputed, paid, or the subject of a legal restriction, until it is lawful to resume;
• keep your invoice data accurate, because Outbound Messages rely on it.

The Service includes controls to help, such as approval queues, sending windows, recorded SMS consent, automatic opt-out handling and contact limits. These controls are aids, not legal advice, and do not transfer your responsibility to us.

8. AI features and automated actions

In short: AI drafts can be wrong. You decide how much the agents may do on their own, and you are responsible for what you allow.

AI Features generate content and recommendations using machine-learning models. AI output can be inaccurate, incomplete or inappropriate, and may not reflect the latest state of your accounts. You should review AI output before relying on it, and you are responsible for content you send or allow to be sent.

You control how much the Service may do without a human approving each step. Where you turn on automated sending or grant standing authority (for example to send reminders, agree payment plans or offer early-payment discounts within limits you set), you instruct the Service to act on your behalf within those limits, and you are bound by the resulting Outbound Messages and commitments to Your Customers as if you had made them yourself. You can narrow or withdraw that authority at any time; it applies from then on.

Forecasts, risk scores, payroll-coverage estimates and recommendations are estimates, not guarantees, and are not legal, tax, accounting or financial advice.

You must not use AI Features to generate unlawful, deceptive or harmful content, or try to make them do so.

9. Accounting integrations and third-party services

In short: When you connect Xero or QuickBooks, their terms also apply, and we can only work with what they provide.

The Service can connect to third-party services you choose, such as Xero and QuickBooks Online, using permissions you grant. Your use of those services is governed by their terms. You authorise us to access, import and, where you instruct, update data in them on your behalf.

We are not responsible for third-party services, their availability, changes to their APIs, or the accuracy of data they provide. If a provider withdraws access, the integration may stop working. You can disconnect an integration at any time in Settings.

10. Customer Data

In short: Your data stays yours. We use it to run the Service for you, never to train general AI models, and never sell it.

As between you and us, you own Customer Data. You grant us a worldwide, non-exclusive licence to host, copy, process, transmit and display Customer Data only as needed to provide, secure and support the Service, to comply with law, and as described in these Terms.

Where Customer Data includes personal data, we process it as your processor (or service provider) under the Data Processing Addendum, which forms part of these Terms. You are responsible for having a lawful basis and any notices or consents needed to give us Customer Data and to contact Your Customers.

We do not use Customer Data to train general-purpose AI models, and we do not sell Customer Data. Our AI providers process it only to return results to us and do not use it to train their models under our agreements with them.

We may create and use aggregated, de-identified data derived from use of the Service (for example average days-to-pay by industry) to operate, improve and benchmark the Service, provided it does not identify you, Your Customers or any individual.

You are responsible for the accuracy and legality of Customer Data and for keeping your own copies of anything you need. You can export your data while your Account is active and for 30 days after it ends (section 16).

11. Acceptable use

In short: No spam, harassment, fraud, hacking or reselling.

You must not, and must not let anyone else:

• use the Service to send unsolicited marketing, spam or bulk messages unrelated to genuine amounts owed to you;
• harass, threaten or deceive anyone, impersonate any person or organisation, or misrepresent who is sending a message;
• upload malware or content that is unlawful, infringing or that you have no right to use;
• probe, scan or test the vulnerability of the Service, bypass its security or usage limits, or access it by automated means other than our documented interfaces;
• copy, reverse engineer or build a competing product from the Service, except where the law expressly allows;
• resell, sublicense or provide the Service to third parties, or use it as a service bureau;
• use the Service in violation of sanctions or export-control laws, or for any person or place subject to them.

Our messaging and email providers have their own acceptable-use rules. If your sending causes complaints, bounces or carrier filtering at abnormal rates, we may pause sending while we work with you to fix it.

12. Suspension

We may suspend all or part of the Service, with notice where practical, if we reasonably believe that: you have materially breached sections 2, 7, 8 or 11; your use poses a security risk or may harm the Service, other customers, Your Customers or third parties; fees are overdue as described in section 5; or suspension is required by law or a provider. We will limit the suspension to what is reasonably needed and lift it once the issue is resolved.

13. Our property and your feedback

We and our licensors own the Service, including its software, design, models, prompts, templates and documentation, and all intellectual property in them. Subject to these Terms and payment of fees, we grant you a non-exclusive, non-transferable right during your subscription for your Authorised Users to use the Service for your internal business purposes. All rights not expressly granted are reserved.

If you give us feedback or suggestions, we may use them without restriction or payment. You own the content of Outbound Messages to the extent it is yours; you grant us the licence in section 10 to send and store them.

14. Confidentiality

Each party will keep the other's non-public information received under these Terms confidential, use it only to perform or exercise rights under these Terms, and protect it with at least reasonable care. This does not apply to information that is public through no fault of the recipient, already known to it, independently developed, or rightfully received from a third party. A party may disclose confidential information where required by law, after giving notice where lawful.

15. Security and availability

We maintain administrative, technical and physical safeguards designed to protect Customer Data, including encryption in transit, encryption of stored integration credentials, per-organisation data isolation enforced in the database, role-based access, and logging, as further described in the Data Processing Addendum. We will notify you of a personal-data breach affecting Customer Data as the DPA describes.

We aim to keep the Service available at all times but do not guarantee uninterrupted or error-free operation. Planned maintenance, third-party outages (including hosting, email, SMS and accounting providers) and events outside our reasonable control may affect it.

16. Term, termination and your data afterwards

In short: Either side can end the agreement. You get 30 days to export your data before we delete it.

These Terms apply from when you accept them until your Account is closed. You may close your Account at any time. We may terminate these Terms on 30 days' notice for any reason, or immediately on notice if you materially breach them and (where the breach can be fixed) do not fix it within 10 days of notice, or if you become insolvent.

If we terminate for convenience, we will refund any prepaid fees for the period after termination. Otherwise, termination does not entitle you to a refund.

After termination you may export Customer Data for 30 days. After that we will delete or anonymise Customer Data within a further 60 days, except copies we must keep by law or that remain in backups until they expire in the normal cycle, which stay protected by these Terms. Sections that by their nature should survive (including 7, 10, 13, 14, 17–20) survive termination.

17. Warranties and disclaimers

Each party warrants it has the authority to enter into these Terms. We warrant that we will provide the Service with reasonable skill and care and that we will not materially reduce its core functionality during a paid period.

EXCEPT AS EXPRESSLY STATED IN THESE TERMS, THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE". TO THE FULLEST EXTENT PERMITTED BY LAW, WE DISCLAIM ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT ANY AMOUNT WILL BE COLLECTED, THAT AI OUTPUT WILL BE ACCURATE, OR THAT THE SERVICE WILL MEET YOUR LEGAL OBLIGATIONS.

18. Indemnities

By you. You will defend and indemnify us, our affiliates and personnel against third-party claims, regulatory actions, fines and reasonable costs arising from: Outbound Messages or any contact with Your Customers made through the Service; your breach of sections 2, 7, 8, 10 or 11; or Customer Data, including a claim that you lacked the right or consent to provide it or to contact anyone.

By us. We will defend you against third-party claims that the Service, as provided by us, infringes their intellectual property rights, and pay resulting damages and costs finally awarded or agreed in settlement. This does not cover claims arising from Customer Data, third-party services, your modifications, or use in breach of these Terms. If such a claim arises we may modify the Service, obtain a licence, or terminate and refund prepaid fees for the unused period. This is your exclusive remedy for infringement claims.

The indemnified party must promptly notify the other, give it control of the defence and settlement (no settlement may impose liability on the indemnified party without its consent), and give reasonable help at the indemnifying party's cost.

19. Limitation of liability

TO THE FULLEST EXTENT PERMITTED BY LAW, NEITHER PARTY WILL BE LIABLE FOR ANY LOSS OF PROFITS, REVENUE, GOODWILL OR ANTICIPATED SAVINGS, LOSS OR CORRUPTION OF DATA (EXCEPT OUR OBLIGATIONS TO RESTORE FROM BACKUP), OR ANY INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL OR PUNITIVE DAMAGES, HOWEVER CAUSED.

EACH PARTY'S TOTAL LIABILITY ARISING OUT OF OR RELATING TO THESE TERMS IN ANY 12-MONTH PERIOD IS LIMITED TO THE FEES PAID AND PAYABLE BY YOU TO US (OR TO OUR RESELLER) FOR THE SERVICE IN THE 12 MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM, OR US$100 IF GREATER.

These limits do not apply to your obligation to pay fees, either party's indemnity obligations, your liability under sections 7 or 11, or liability that cannot be limited by law (such as for fraud, or death or personal injury caused by negligence).

20. Governing law and disputes

These Terms are governed by the laws of Jamaica. The courts of Jamaica have exclusive jurisdiction, except that either party may seek urgent injunctive relief in any competent court. Nothing in this section removes rights that mandatory law gives you where you are established.

Before starting proceedings, a party must give written notice of the dispute and the parties will try in good faith to resolve it within 30 days, including by a call between senior people. Notices to us go to legal@altairian.io.

21. Changes to these Terms

We may update these Terms as the Service and the law change. For material changes we will give at least 30 days' notice by email to the Account owner or in the Service, unless the change is required sooner by law or addresses a security risk. The new version applies from the date stated. If you do not agree, you may cancel before it takes effect; continuing to use the Service after that date means you accept it. Earlier versions are available on request.

22. General

• Entire agreement. These Terms (with the documents they incorporate) are the whole agreement about the Service and override any purchase order or other terms you provide.
• Order of precedence. If documents conflict: the Data Processing Addendum (for personal data), then these Terms, then the other policies.
• Assignment. You may not assign these Terms without our consent. We may assign them to an affiliate or in connection with a merger, acquisition or sale of assets, with notice to you.
• Subcontractors. We may use subcontractors and service providers, and remain responsible for their performance.
• Force majeure. Neither party is liable for delay or failure caused by events beyond its reasonable control (other than payment obligations).
• Notices. We may give notices by email to the Account owner or in the Service. Legal notices to us go to legal@altairian.io and to our registered office.
• Independent parties. No partnership, agency or employment relationship is created, except the limited authority you give the Service under section 8.
• No waiver; severability. Failure to enforce a right is not a waiver. If a provision is unenforceable, it will be modified to the minimum extent needed and the rest remains in effect.
• Publicity. We may name you as a customer only with your permission.
• Language. These Terms are written in English, which controls over any translation.

23. Contact

Quantum Era Solutions [Limited], [registered office address], Jamaica. Legal notices: legal@altairian.io. Privacy questions: privacy@altairian.io.