Terms of Service

PostroomIQ: Email to Board

Effective date: October 17, 2026

These Terms of Service ("Terms") govern your use of PostroomIQ ("the App"), operated by Alpenglow Software LLC ("we," "us," "our"). By checking the acceptance box in the App, or by installing or using the App, you agree to these Terms on behalf of the monday.com account that installs it. If you do not agree, do not install or use the App.

1. Service Description

PostroomIQ is a monday.com app that gives your account intake email addresses. When your team sends or forwards an email to an intake address (for example, a purchase order, invoice, or sales lead), an AI model reads the email and its supported attachments, extracts the fields for that email type, and creates or updates an item on the monday.com board you chose. The original email's text is posted as an update on the item. Items the App is unsure about, and items that match a review rule, go to a review queue for a person on your team. An optional feature that matches extracted values against a lookup board you choose (for example, a customer or vendor list) is planned; it applies only when it is available and you choose a lookup board.

You stay in control. The App writes only to the boards connected to your intake addresses, using the monday.com permissions of the user who set up each address. It never fills payment fields (such as bank details, remit-to, or payment instructions), never sends email on your behalf or to anyone named in an email, and never follows links in an email.

What PostroomIQ is not. Extracted values are produced by an AI model and can be wrong, incomplete, or influenced by the content of the email. PostroomIQ does not guarantee that every value is correct, that every email will be processed, or that every fraudulent or malicious email will be detected. It is a data-entry and review tool: the decision to act on an item (for example, to ship an order or pay an invoice) is yours.

Attachments. The App does not currently attach email attachments to your monday.com items. Each item's update lists the files the email contained. Forward or BCC emails to an intake address from your own mailbox, so the original email and its attachments stay there. Until attachments are stored, do not give an intake address to vendors or customers to email directly: the App keeps no copy of their attachments for you.

2. Eligibility

The App is available to monday.com accounts used for business purposes. You must have permission to install apps on your monday.com account and to edit the boards you connect. By installing the App, you represent that you are authorized to do so on behalf of the account owner. The App is currently offered to organizations established in the United States. You must be at least 18 and use the App only for business purposes, not as a consumer.

3. Plans and Billing

The App offers a Free plan, which is the default plan for every new install, and paid plans. Plans may differ in features, in how often a second AI model re-reads an unclear email, and in usage limits, including the number of items included each month. Current plans, prices, features, and limits are shown on the App's monday.com marketplace listing and in monday.com's plan selection before you subscribe. Pricing is subject to change with notice.

• Paid plans are purchased and billed through monday.com's marketplace billing. Charges appear on your monday.com invoice, and upgrades, downgrades, and cancellations are managed through monday.com.
• A 14-day free trial of the Pro plan is available, started from monday.com's plan selection. You are not charged during a trial. If a trial ends without a paid subscription, your account returns to the Free plan.
• You may cancel a paid plan within 30 days of purchase for a full refund, processed by monday.com. Refunds after 30 days are at our discretion. Proration and access after cancellation follow monday.com's marketplace billing policies.
• Monthly item allowance: each plan includes a number of items per month. One item is one email the AI reads into an item on your board, with up to 5 attachment pages. Each further 5 pages counts as one more item. Emails filed as Filtered, duplicates (including possible duplicates the AI didn't read), replies added to an existing item, and emails that fail do not count. The allowance resets on the 1st of each month, UTC, and unused items do not carry over. Emails already being processed when the allowance runs out may still be read and counted, so a month's count can go slightly over the allowance.
• Over the allowance: an email that arrives after the month's allowance is used still becomes an item on your board, marked "Over limit", with its subject as the item name and the email posted as an update. The AI does not read it, so its fields are not filled in. The exception is a reply to an email the App already turned into an item: the App reads it to update that item (replies don't count), or, if it can't be added to the item, keeps the AI's reading on the "Over limit" item. An "Over limit" item is held in the App, and you can process it with "Process now" after you upgrade or the allowance resets, for up to 29 days after it was received. It then counts toward that month's allowance.
• If your subscription ends, your account reverts to the Free plan. Your intake addresses and review history are kept while the App remains installed.
• Limits: to protect the service, the App also limits how many emails each intake address and each sender can send per day, how much AI processing an account can use per day, and how many intake addresses an account can have. An email over one of these limits is held in the App, not discarded, and can be processed once capacity returns, for up to 29 days after it was received.

4. Acceptable Use

You agree not to:

• Use the App in any way that violates applicable laws, monday.com's terms, or Anthropic's Usage Policy (which applies to content the App sends to Anthropic's AI models).
• Send, or allow others to send, the following to an intake address: protected health information as defined by HIPAA, or other health or medical records; job applications, resumes, or other recruiting or candidate information; W-9 forms or other documents whose purpose is to collect taxpayer identification numbers; or payment card numbers. The App is not designed or offered for this data.
• Use the App to automate payments or remittances, or rely on it to verify payment or bank details.
• Attempt to circumvent plan limits, feature restrictions, or rate limits, including by creating extra intake addresses or reinstalling the App.
• Send content to an intake address that you do not have the right to share with us and our sub-processors, or that is designed to attack, overload, or manipulate the App or its AI model.
• Reverse engineer, decompile, or attempt to extract the source code of the App or of monday.com's platform.
• Interfere with or disrupt the App's infrastructure or other users' access.

5. Intellectual Property

• Your content: you retain all rights to your emails, boards, items, and data. The App claims no rights to your content.
• Our service: the App, including its extraction templates, prompts, matching and review logic, user interface, and documentation, is our intellectual property. These Terms grant you only the right to use the App as intended.
• Third-party components: open-source components used by the App are licensed under their own terms.

6. Data and Privacy

Our collection and use of data is governed by our Privacy Policy. Key points:

• Emails sent to an intake address are received by Resend, read by Anthropic's Claude AI models, and processed by our server on monday code in the United States. The App does not offer data residency outside the United States.
• We store extracted values and processing records, not a copy of the email, and delete processing records after 12 months. Resend keeps each received email for 30 days.
• The App is designed not to store full tax ID numbers or bank account or routing numbers, or write them to your boards: tax ID fields keep only the last 4 digits, bank numbers are never extracted, and other text is masked using patterns that recognize these numbers. An email the App detects as containing bank details has its text withheld from the item, and an email that mentions changed bank or payment details always goes to review.
• Our Data Processing Addendum forms part of these Terms and applies automatically when you accept them. You are the controller of the emails your team sends to the App and of the personal data in them. You are responsible for having a lawful basis to send that data to the App and its sub-processors, and for any notices or consents the law requires for the people named in those emails.
• We do not sell or share your data or use it for advertising, and we do not use your data to train AI or machine-learning models. Our staff do not access email content except with your written permission for a specific support case, to fulfil a data request you make, to investigate a security incident or abuse of an intake address, or where required by law, and we never use it in evaluation or test sets unless you opt in.
• Uninstalling the App deletes the data we store for your account, except the small records described in the Privacy Policy.
• Contacting you: we may contact your account's users by email only about service, security, or billing matters, and never for marketing without your consent.

7. Your Intake Addresses and Your Responsibility

• Keep intake addresses for business mail: anyone who knows an intake address can send email to it. Share it only with the people and systems that need it, and while attachments are not stored, forward or BCC from your own mailbox rather than giving the address to vendors or customers. Emails from senders your team has not approved, or whose domain does not pass DMARC, go to review.
• Review before acting: you are responsible for reviewing items, especially those in the review queue, before acting on them. Arithmetic checks, sender checks, and review flags reduce mistakes but do not catch all of them.
• Payment and bank details: the App flags emails that mention bank details or changes to payment instructions, but it cannot detect every fraudulent email. Always verify bank or payment changes by phone with a contact you already know, never by replying to the email. We are not responsible for payments you make, or losses from fraudulent emails, based on items the App created.
• When a user leaves: the App writes with the monday.com connection of the user who set up each intake address. An account admin can take over or disconnect a departing user's intake addresses. Stored connections are deleted when you uninstall.
• Your boards: the App creates and updates items, columns, and updates on the boards connected to your intake addresses. Changing or deleting mapped columns can cause the App to hold items for review.
• Keep your originals: the App is not an email archive. Keep the original emails in your own mailbox.

8. Disclaimers and Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

• The App is provided "AS IS" and "AS AVAILABLE" without warranties of any kind, express or implied, including warranties of merchantability, fitness for a particular purpose, accuracy or completeness of extracted values, detection of fraudulent, malicious, or manipulated emails, or non-infringement.
• We are not liable for any indirect, incidental, special, consequential, or punitive damages, including loss of data, revenue, or business opportunities, arising from your use of the App, including from any action you take based on an item the App created.
• Our total aggregate liability for all claims arising out of or relating to these Terms, the Data Processing Addendum, or the App shall not exceed the greater of (a) the amount you paid for the App in the 12 months preceding the claim, or (b) US$100.
• Some jurisdictions do not allow the exclusion of certain warranties or the limitation of certain damages, so some of the above may not apply to you; in that case, our liability is limited to the fullest extent the law allows.
• Except for our obligations for our sub-processors under the Data Processing Addendum, we are not responsible for content you or others send to your intake addresses, including data the App is not offered for (Section 4), or for the availability of monday.com, Resend, or Anthropic.

9. Termination

• By you: you may stop using the App at any time by uninstalling it from your monday.com account. Once monday.com confirms the uninstall (normally within an hour), the App stops processing email sent to your intake addresses, and they are never reissued to anyone else. Email sent to them afterwards is discarded by the App, though our email provider, Resend, still receives it and keeps it for 30 days. The data we store is deleted as described in the Privacy Policy. Items already written to your boards remain.
• What we keep after you uninstall: you expressly consent to our keeping, after you uninstall, only the following, for the periods stated in Section 5 of the Privacy Policy: (i) a keyed one-way code of your account ID and the deletion date, and a one-way code of each retired intake address, kept indefinitely so they can't be reused; (ii) your account's daily AI usage totals under a keyed one-way code, for 30 days; (iii) operations emails in our mailbox that contain your account ID, for up to 24 months; and (iv) email held by our email provider, Resend, for 30 days from receipt. None of these contain email content, except the email Resend holds.
• By us: we may suspend or terminate access to the App, or disable an intake address, if you violate these Terms, if an intake address is being abused, if required by law, or if we discontinue the App. We will provide reasonable notice when possible, consistent with our obligations to monday.com.
• Sections 3 (as to fees owed and refunds), 5, 6 (as to deletion and the Data Processing Addendum, until deletion is complete), 7, 8, 9, 11, 13, and 14 survive termination of these Terms.

10. Changes to These Terms

We may update these Terms from time to time. If we make material changes, we will update the effective date at the top of this page and notify your account's admin contact by email or in the App before the changes take effect. Continued use of the App after changes constitutes acceptance of the updated Terms. If you disagree with any changes, you may uninstall the App.

11. Indemnification

You agree to indemnify, defend, and hold harmless Alpenglow Software LLC and its officers, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or related to your use of the App, including content sent to your intake addresses and actions you take based on items the App created; your violation of these Terms or any applicable law; or your violation of any third-party rights, including the privacy rights of people named in the emails you send to the App.

12. Force Majeure

We are not liable for any failure or delay in performing our obligations under these Terms due to causes beyond our reasonable control, including monday.com platform outages or API changes, outages or changes at our email or AI providers, internet service disruptions, infrastructure failures, natural disasters, pandemics, war, terrorism, or government actions.

13. Dispute Resolution

Informal resolution

Before filing any formal claim, you agree to contact us at support@alpenglowsoftware.com and attempt to resolve the dispute informally for at least 30 days.

Small claims first

If a dispute cannot be resolved informally and qualifies for small claims court, either party may bring it in small claims court in Boulder County, Colorado, before any arbitration.

Binding arbitration

If a dispute cannot be resolved informally or in small claims court, you and Alpenglow Software LLC agree to resolve it through binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules. Arbitration will take place in Boulder County, Colorado, before a single arbitrator. The arbitrator's decision is final and binding and may be entered as a judgment in any court of competent jurisdiction.

Injunctive relief

Either party may seek temporary or injunctive relief in a court of competent jurisdiction to protect its intellectual property or confidential information, without first pursuing arbitration.

Class action waiver

You agree that any dispute resolution proceedings will be conducted only on an individual basis and not as part of a class, consolidated, or representative action.

Governing law

These Terms are governed by the laws of the State of Colorado, United States, without regard to conflict of law principles.

14. General Provisions

• Severability: if any provision of these Terms is unenforceable, it will be modified to the minimum extent necessary, and the remaining provisions remain in effect.
• Entire agreement: these Terms, the Privacy Policy, and the Data Processing Addendum are the entire agreement between you and Alpenglow Software LLC regarding the App.
• Assignment: we may assign these Terms without restriction. You may not assign your rights or obligations without our prior written consent.
• Waiver: our failure to enforce any provision is not a waiver of it.
• monday.com relationship: PostroomIQ is an independent application. monday.com Ltd. is not a party to these Terms, is not responsible for the App or for any data the App processes, and has no liability to you in connection with these Terms or your use of the App. Nothing in these Terms grants you any right in monday.com's platform, API, or trademarks.
• Health data: we do not sign business associate agreements under HIPAA.

15. Contact Us