Brainbox

Brainbox Terms of Service

Last updated 2nd November 2026

Welcome to Brainbox! These terms explain how our service works, what you can expect from us, and what we ask of you.

Brainbox is provided by Roundapproach, Lda., NIF 517544083, Rua Rodrigues Sampaio, N.º 97, 1.º, 1150-279 Lisboa, Portugal ("we", "us", "our").

These terms are between us and the organisation using Brainbox ("you", "your").

Brainbox is designed for businesses, not consumers. By signing up or using Brainbox, you agree to these Terms of Service and our Data Processing Agreement, and acknowledge our Privacy Policy. If you're accepting on behalf of an organisation, you confirm that you're authorised to do so.

1. Your account

  1. You get your own dedicated Brainbox workspace. Your administrators manage who has access, what they can do, and how your Coworkers and Automations operate.
  2. Each user must be at least 18 years old and have their own login. Please don't share accounts.
  3. You're responsible for activity in your workspace, including actions taken by your users, Coworkers and Automations. Keep your accounts and access credentials secure, and let us know immediately at hello@mybrainbox.ai if you suspect unauthorised access.

2. Payments, credits and refunds

  1. Brainbox subscriptions are billed annually in advance and renew automatically each year unless you cancel. Prices exclude VAT.
  2. Models provided by Brainbox are paid for with AI credits. Your plan includes a certain number of credits, and you can purchase more as needed. Unused credits expire when your subscription ends. On request, you can also use your own API keys or models instead.
  3. We issue invoices through InvoiceXpress. Payment is due within 15 days by bank transfer. If a payment is overdue, we'll send you a reminder before suspending your account. We'll restore access once payment is received, and your data will be kept during the suspension.
  4. Payments are non-refundable, including for unused subscription periods or credits, except where these terms provide otherwise.
  5. We may update our prices, but we'll give you at least 30 days' notice. Any changes will only apply from your next renewal, so you can cancel beforehand if you prefer.

3. Cancellation and termination

  1. You can cancel your subscription at any time. Your subscription will remain active until the end of your current billing period, and you won't be charged again.
  2. When your subscription ends, your Brainbox workspace is switched off, including its Coworkers and Automations. For the following 90 days, you can ask us to export your content, including your skills, Coworkers and Automations, and we'll send it to you. You can also ask us to delete it sooner. After that, we'll delete your workspace and its content, except for records we're legally required to keep. Backup copies will be deleted within a further 30 days.
  3. We may suspend or terminate your account if you breach these terms, fail to pay, or put Brainbox or others at risk. We'll give you notice whenever reasonably possible, unless immediate action is necessary or legally required.
  4. If we terminate your subscription without cause, we'll refund the prepaid fees for the unused portion of your subscription.

4. Acceptable use, Coworkers, Automations and connected apps

  1. Please use Brainbox responsibly and lawfully. You must not use it to send spam, commit fraud, impersonate others, harass people, violate anyone's rights, distribute malware, attack other systems, or bypass security measures or usage limits. You also may not resell Brainbox without our written permission.
  2. Brainbox lets you create and configure Coworkers and Automations, which may use artificial intelligence to help perform tasks, process information and take actions across your connected apps.
  3. Coworkers and Automations operate based on your instructions, configurations, permissions and connected accounts. Depending on how you set them up, they may perform actions such as sending emails, creating or updating records, and modifying or deleting files.
  4. You're responsible for how you configure and use your Coworkers and Automations, including the permissions you give them and the actions they take on your behalf. We recommend using approvals and appropriate human oversight, especially for actions with significant consequences.
  5. AI isn't perfect. Coworkers, Automations and other AI-powered features may produce inaccurate, unexpected or incomplete results. Please review important outputs and actions before relying on them.
  6. When you connect third-party apps such as Google, Microsoft, Notion or LinkedIn, you do so using your own accounts and under those providers' terms. Brainbox connects to these apps only through credentials you or your users provide, such as API keys or OAuth apps registered in your own accounts, and you can revoke them at any time. We're not responsible for their services, changes to their features, or restrictions they may place on your accounts.
  7. You can also use Brainbox from other AI apps that support the Model Context Protocol (MCP), such as Claude, ChatGPT or Microsoft Copilot. Each user connects an app with their own consent. The app can then use the Brainbox tools that user has access to, including their connected apps. Information the app retrieves is sent to that app's provider and handled under your or your users' agreements with them. Actions the app takes through Brainbox are treated as actions by that user, and whether the user is asked before an action runs depends on that app. Users can revoke their connections at any time, and administrators can revoke any user's connections.
  8. You and your users can share pages and artifacts inside your organisation or with anyone who has the link. You're responsible for what a shared page shows and any information it collects from visitors. Shared links aren't indexed by search engines, and you can make a page private again or replace its link at any time.

5. Your content and AI outputs

  1. Everything you and your users create or bring into Brainbox belongs to you ("your content"), including anything we create for you at your request. This includes:
    • the files, emails, messages, records and other data in your workspace or that Brainbox accesses through your connected apps;
    • the skills, prompts, Coworkers, Automations, routines, artifacts, apps, databases and memories you create or configure, including their instructions and settings;
    • the outputs Brainbox generates for you, to the extent you have rights in them.
  2. You allow us to host, copy, process and display your content only as needed to provide Brainbox to you, as described in our Data Processing Agreement. We claim no other rights in it.
  3. We never sell your content or use it to train AI models. Some Brainbox features send information to third-party AI providers to process your requests. They do so under their own terms, listed on our Subprocessors page. If you allow your users to connect their own AI subscriptions, such as ChatGPT or GitHub Copilot, those requests are governed by the user's own plan, and depending on its settings the provider may use the data to improve its models.
  4. The built-in skills, templates and tools we provide remain ours (see Section 7). If you customise one, your changes belong to you and the original remains ours.

6. The service

  1. We do our best to keep Brainbox reliable and available. However, the service is provided "as is" and "as available", without a guarantee of uninterrupted or error-free operation, unless we've agreed to specific service levels in writing.
  2. We're continuously improving Brainbox, which means features may change, evolve or occasionally be discontinued. If we remove a significant feature included in your paid plan, we'll give you at least 30 days' notice. If the change doesn't work for you, you can cancel and receive a pro-rata refund for the unused subscription period.
  3. We're here to help. Support is available by email at hello@mybrainbox.ai on Portuguese business days.
  4. Brainbox uses third-party AI models, whose availability, capabilities and prices may change. We keep the list of available models up to date in the app.

7. Ownership

Brainbox, including its software, design and built-in skills, belongs to us or our licensors. This does not include your content, which belongs to you (Section 5).

Your subscription gives you the right to use Brainbox for your internal business purposes while your subscription is active.

You may not copy, reverse-engineer or resell Brainbox without our permission, except where applicable law permits otherwise.

We welcome feedback and suggestions. If you share ideas with us, we may use them to improve Brainbox without any obligation to compensate you.

8. Liability

  1. Our total liability to you for claims arising from or relating to Brainbox, including under the Data Processing Agreement, is limited to the fees paid or payable by you for Brainbox during the 12 months before the event giving rise to the claim.
  2. Neither party is liable to the other for indirect or consequential losses, including lost profits, revenue, data or goodwill, to the extent permitted by law.
  3. These limitations do not apply to fraud, wilful misconduct, gross negligence, or any liability that cannot legally be limited or excluded.
  4. If a third party makes a claim against us because your content is unlawful or because you've breached these terms, you agree to cover the resulting reasonable costs and damages to the extent attributable to that breach. This obligation is subject to the liability limits above.

9. Changes, governing law and contact

  1. We may update these terms as Brainbox evolves. We'll publish the updated terms on this page with a new "last updated" date. For significant changes, we'll email your account administrators at least 30 days before they take effect. If you don't agree with the changes, you can cancel before they take effect and receive a pro-rata refund for any unused prepaid subscription period.
  2. These terms are governed by Portuguese law. The courts of Lisbon, Portugal, have exclusive jurisdiction over disputes arising from these terms, except where applicable law requires otherwise.
  3. If you have any questions, you can reach us at hello@mybrainbox.ai or write to Roundapproach, Lda., Rua Rodrigues Sampaio, N.º 97, 1.º, 1150-279 Lisboa, Portugal.