Terms of Service

1. Acceptance of Terms

By accessing or using Smole ("Service"), operated at smole.tech, you agree to be bound by these Terms of Service, our Privacy Policy, and our Refund Policy (collectively, the "Terms"). If you do not agree, do not use the Service.

2. Description of Service

Smole is a document processing and structured data extraction platform. Users upload documents (PDF, DOCX, HTML, images, and other supported formats), which are converted to markdown and then have structured data extracted via large language models (LLMs) according to user-defined JSON schemas.

3. Account Registration

You must create an account to use protected features of the Service. You are responsible for maintaining the confidentiality of your credentials and for all activity under your account. You agree to provide accurate, current, and complete information and to notify us immediately of any unauthorized use.

4. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable law or regulation.
• Upload documents containing malware, viruses, or any harmful code.
• Attempt to gain unauthorized access to any part of the Service, other accounts, or related systems.
• Reverse-engineer, decompile, or disassemble any part of the Service.
• Resell, redistribute, or sublicense access to the Service without prior written consent.
• Abuse API rate limits or attempt to circumvent usage restrictions.

5. Intellectual Property

All content, trademarks, and technology comprising the Service are the property of Smole or its licensors. You retain ownership of documents you upload and data extracted from them. By using the Service, you grant us a limited, non-exclusive license to process your documents solely for the purpose of providing the Service to you.

6. API Keys

API keys issued to you are confidential. You are responsible for all usage incurred through your API keys. Compromised keys should be revoked immediately via your account settings.

7. Billing & Payments

Paid plans are billed in advance on a recurring basis. All prices are displayed in EUR. Payments are processed by our payment partner, which acts as the Merchant of Record for all transactions. By subscribing to a paid plan, you authorize the Merchant of Record to charge your payment method on each billing cycle. All purchases are subject to the buyer terms presented at checkout. Failure to pay may result in suspension or termination of your account.

8. Limitation of Liability

The Service is provided "as is" and "as available" without warranties of any kind, either express or implied. To the fullest extent permitted by law, Smole shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or business opportunities, arising from your use of or inability to use the Service.

Extraction results are generated by large language models and may contain errors. You are responsible for verifying the accuracy of any extracted data before relying on it.

9. Termination

We may suspend or terminate your access to the Service at any time for conduct that violates these Terms or is harmful to the Service, other users, or third parties. You may terminate your account at any time by contacting us. Upon termination, your right to use the Service ceases immediately.

10. Changes to Terms

We reserve the right to modify these Terms at any time. Material changes will be communicated via email or a notice on the Service. Continued use after changes constitutes acceptance of the revised Terms.

11. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the European Union and the applicable national laws of the jurisdiction in which Smole operates, without regard to conflict-of-law provisions.

12. Information We Collect

We collect the following categories of information:

• Account information: name, email address, and authentication data provided through our authentication system.
• Uploaded documents: files you submit for processing. These are stored in cloud storage and deleted automatically as described in section 14.
• Usage data: API call logs, document processing usage, extraction history, and general usage patterns.
• Payment information: billing details are processed by our third-party payment provider. We do not store full payment card numbers.
• Email sent to an inbox address: if you set up an email inbox, we store the sender address, the subject and the attachments' names, types and sizes of each mail sent to its address, and we process supported attachments like uploaded documents. We never fetch, store or process the body of the email. We fetch only the attachments from our email provider, Resend. Resend receives the whole message and keeps it under its own retention policy.

13. How We Use Your Information

• To provide, maintain, and improve the Service.
• To process your documents and deliver extraction results.
• To manage your account and billing.
• To communicate service updates, security alerts, and support messages.
• To detect and prevent fraud, abuse, and security threats.

14. Data Retention & Deletion

Uploaded documents are stored in cloud storage and are scheduled for automatic deletion once they are 30 days old. Deletion runs in the background, and a deleted file has a seven-day recovery window in storage. Extraction results, the text read from your documents and usage history are retained in your account until we delete them at your request. You may request deletion of all your data by contacting us. Encrypted backups of our database can hold deleted data for up to 35 more days.

15. Third-Party Services

We use third-party services to operate the platform, including but not limited to:

• Payment services for payment processing and billing (Merchant of Record).
• Cloud services for document storage and infrastructure.
• AI processing services for text recognition, AI-powered data extraction, checking of extracted values and schema generation. Document content, including images of scanned pages, is sent to these providers for processing; a request may pass through a routing service that forwards it to one or more model providers.

Each third-party service operates under its own privacy policy and terms.

16. Google User Data

You can connect a Google account to a workspace so that a Google Sheet integration writes your extraction results to a spreadsheet. The same connection is used to import files you pick from Google Drive, and to set up a watched folder whose new files Smole processes by itself. This connection is optional and separate from signing in with Google. If you sign in with Google, we also receive your basic Google profile (your name and email address) as account information; see section 12.

• What we access: the email address of the Google account; the spreadsheets Smole itself created in that account; files you choose in the Google file picker; and every file in a folder you set up as a watched folder, and in its subfolders. Smole reads a watched folder through its own reader account: an account of Smole's own at Google (a service account) that the folder is shared with as Viewer. Its address is shown in the app before you choose Enable. Google passes a folder's sharing down to everything inside it, which is why the subfolders are readable too. Smole lists and downloads only the files directly in the folder. We do not read anything else in your Google Drive. The only Google Drive permission we request is drive.file, which covers files Smole creates, and files and folders you pick. For those files it allows reading, changing, deleting and sharing. Smole uses it to create, read and write to its own spreadsheets, to create a watched folder or check the one you picked, to share that folder with the reader account, and to download the files you pick. Smole does not change or delete anything you picked. The only thing it shares is a watched folder, and only with its own reader account. If setting up a new watched folder fails, Smole tries to delete the empty folder it had just created.
• Why: to create one spreadsheet for each Google Sheet integration and to add rows to it for completed runs, and to extract data from the files you pick or place in a watched folder. We read the tab names, and the header row and first column of the tabs Smole manages, before each write or test, to avoid duplicate rows and to stop if the layout was changed. Failed runs are never written. For a watched folder, we use your connection to create the folder or to check that you can still open it, to share it with the reader account and, when you delete the source or disconnect, to try to end that share. The email address labels the connection.
• What we store: the account's email address, the permissions granted, an encrypted token that lets us keep writing and reading, the ID and address of each spreadsheet we created, the watched folder's ID, and the name, type, size and Google Drive file ID of every file directly in a watched folder, whether or not it is processed. The content of a file that is processed is stored as the input of its run, like an uploaded document, and is kept and deleted in the same way (see section 14). On our servers, short-lived access tokens are held in memory only and are never stored. When you use the Google file picker, a short-lived access token (valid for about an hour at most) is sent to your browser and handed to Google's file picker so that it can open and your browser can download the files you pick. Smole's page keeps it in memory only and does not save it in the browser.
• Deletion:
  • Disconnecting the account in Smole deletes the stored token and stops all writes and reads. We also ask Google to revoke the grant, unless another Smole workspace is still connected to the same Google account. The account's email address, the spreadsheet IDs and the watched folder's ID stay in the workspace's integration history (the record of this workspace's connections and what they sent or received); write to us to have them deleted too.
  • Spreadsheets stay in your Google Drive until you delete them there.
  • When you delete a watched folder source or disconnect its Google account, Smole stops reading the folder at once: it starts no new read. A file that Smole had already begun to fetch can still finish and run. The folder and its files stay in your Google Drive. Once the folder holds your files, it stays shared with the reader account until you remove it in the folder's sharing in Google Drive: Google then lets neither your connection to Smole nor the reader account end that share. The app shows the reader account's address, and the step to take, when you delete the source or disconnect the account.
  • The list of files received from a watched folder (names, types, sizes and Google Drive file IDs) is kept for as long as its source exists, also after you disconnect the Google account, and is deleted about 30 days after you delete the source.
  • You can also remove Smole's access at any time in your Google Account settings. Smole checks a watched folder with your own connection before every read, so reading stops within minutes of that. The folder stays shared with the reader account in this case too, until you remove it in Google Drive.
• What we do not do: we do not sell Google user data, use it for advertising, or use it to develop or train AI models, and we do not share it with third parties except as needed to provide these features or as required by law. To produce your results, the content of files you send for extraction is sent to the AI processing services described in section 15. We send it for that purpose only.

Smole's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

This covers the files Smole reads through its reader account as well as the data it reads with your connection.

17. Cookies

We use essential cookies for authentication and session management. We do not use third-party tracking or advertising cookies.

18. Your Rights

Depending on your jurisdiction, you may have the right to access, correct, delete, or export your personal data. To exercise these rights, contact us at the address below.

19. Refunds

All payments are processed by our payment partner as the Merchant of Record. Refunds are handled by the Merchant of Record and provided at its sole discretion on a case-by-case basis. It may refuse a refund request if there is evidence of fraud, refund abuse, or other manipulative behaviour.

20. Consumer Right to Cancel

If you are a consumer, you have the right to cancel your subscription within 14 days of your initial purchase without giving any reason. To exercise this right, contact us before the 14-day period expires. If you cancel within this period, you will be reimbursed all payments received, without undue delay and no later than 14 days after we are informed of your decision. The reimbursement will use the same payment method as the original transaction.

This right of cancellation does not apply to digital content that you have already started to download or otherwise acquire, or to subscription periods you have already benefited from.

21. Subscriptions

Paid subscriptions automatically renew until cancelled. There are no refunds on unused subscription periods. If you wish to cancel, please do so at least 48 hours before the end of your current billing period. Your cancellation will take effect at the next payment date.

22. How to Request a Refund

To request a refund, contact us at support@smole.tech with your account email and order details. Refund requests are subject to the buyer terms presented at checkout.

23. Contact

For questions about these Terms, Privacy Policy, or Refund Policy, contact us at support@smole.tech.