Terms of Service

Who We Are

Kolnox is a legal practice intelligence platform that helps lawyers and law firms organise their practice, track matters, promises, deadlines and court dates using artificial intelligence.

These Terms of Service ("Terms") govern your access to and use of Kolnox, including our website at kolnox.com, our web application, and all related services (collectively, the "Service"). By accessing or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.

Kolnox is designed for use by legal professionals and law firms worldwide. Nothing in this agreement limits the Service to any particular jurisdiction.

Your Account

• You must provide accurate information when creating your account.
• You are responsible for maintaining the security of your account credentials.
• You must notify us immediately if you believe your account has been compromised.
• You may not share your account with others or allow unauthorised access.
• You must be at least 18 years old to use the Service.

Acceptable Use

You agree to use Kolnox only for lawful purposes and in accordance with these Terms. You must not:

• Use the Service to violate any applicable law or regulation in your jurisdiction.
• Attempt to gain unauthorised access to any part of the Service or its systems.
• Upload or transmit any malicious code, viruses, or harmful content.
• Use the Service to harass, harm, or discriminate against any person.
• Reverse engineer, decompile, or attempt to extract the source code of the Service.
• Resell or sublicence the Service without our written permission.

Your Data

You own your data. Kolnox does not claim any ownership rights over your emails, client information, matter details, or any other data you connect to or create within the Service.

By connecting your email account (Gmail or Outlook), you grant Kolnox a limited licence to read and process your practice-related emails solely for the purpose of providing the Service — specifically, to identify matters, promises, deadlines and court dates relevant to your legal practice.

We do not read, store, or process personal emails unrelated to your legal practice. We do not sell, share, or transfer your data to third parties for advertising or marketing purposes.

You may export or delete your data at any time by contacting us at hello@kolnox.com.

AI-Generated Intelligence

Kolnox uses artificial intelligence to analyse your practice emails and generate intelligence including matter summaries, deadline alerts, promise tracking and daily briefings. Kolnox also offers AI-assisted Document Review, in which documents you choose to upload are analysed by AI to identify clauses, risks, and suggested revisions.

To generate this intelligence, relevant content — extracted from your emails, or from documents you choose to upload — is sent securely to trusted third-party AI service providers for processing. It is not used to train any AI provider's general models, and is not retained by Kolnox beyond what is needed to provide the Service. See our Privacy Policy for more detail on how this processing works.

Important: AI-generated outputs are provided for informational and organisational purposes only. They do not constitute legal advice. You are solely responsible for reviewing, verifying and acting on any information generated by the Service. Kolnox is not liable for decisions made based on AI-generated intelligence.

AI systems can make errors. Always apply your own professional judgement before acting on any AI-generated output.

Confidentiality and Legal Professional Privilege

We understand that legal professionals handle highly confidential information. Kolnox is designed with confidentiality in mind:

• Raw email and document content is processed by Kolnox and by the trusted third-party AI providers we use to generate intelligence — it is not permanently stored by Kolnox beyond what is needed to provide the Service.
• Only extracted practice intelligence (matter names, deadlines, promises) is stored long-term.
• Access to firm-level data is governed by the role-based permission system you configure.
• If you invite a client to the Client Portal, the documents and messages you choose to share with them are visible to that client, and are handled under the same confidentiality and security standards as the rest of the Service.

You are responsible for ensuring your use of Kolnox complies with your professional obligations, bar association rules, and applicable confidentiality requirements in your jurisdiction. We recommend consulting your relevant professional body before connecting client-related emails to any third-party service.

Subscription and Payment

Kolnox offers a free pilot period of 90 days, after which paid plans are available. Pricing is displayed in the app and on our website.

• Paid subscriptions are billed monthly or annually as selected.
• You may cancel your subscription at any time. No refunds are provided for partial billing periods unless required by applicable law.
• We reserve the right to change pricing with 30 days' notice to existing subscribers.
• Failure to pay may result in suspension or termination of your account.

Intellectual Property

The Kolnox platform, including its design, code, brand identity, and AI systems, is owned by Kolnox and protected by applicable intellectual property laws. You may not copy, reproduce, or create derivative works from any part of the Service without our written permission.

The Kolnox name, logo (the Intelligence Gap mark), and tagline "AI Chief of Staff for Law Firms" are trademarks of Kolnox.

Limitation of Liability

To the maximum extent permitted by applicable law, Kolnox and its team shall not be liable for any indirect, incidental, special, consequential or punitive damages, including but not limited to loss of data, loss of revenue, or loss of clients, arising from your use of the Service.

Our total liability to you for any claim arising from these Terms or your use of the Service shall not exceed the amount you paid us in the 12 months preceding the claim.

Some jurisdictions do not allow certain limitations of liability. In such cases, our liability is limited to the maximum extent permitted by law in your jurisdiction.

Termination

You may terminate your account at any time by contacting us at hello@kolnox.com.

We may suspend or terminate your access to the Service if you breach these Terms, fail to pay applicable fees, or if we discontinue the Service. We will provide reasonable notice where possible.

Upon termination, your right to use the Service ends immediately. You may request a copy of your data within 30 days of termination.

Changes to These Terms

We may update these Terms from time to time. When we make material changes, we will notify you inside the app and by email before the changes take effect. The effective date at the top of this page reflects the most recent version.

Continued use of the Service after changes take effect constitutes your acceptance of the updated Terms.

Governing Law

These Terms are governed by applicable law. We are committed to resolving disputes fairly. If a dispute arises, we encourage you to contact us first at hello@kolnox.com so we can resolve it directly.

For users in the European Union, you have additional rights under the General Data Protection Regulation (GDPR), including the right to data portability and the right to erasure. For users in California, you have rights under the California Consumer Privacy Act (CCPA). We honour these rights regardless of your location. To exercise any privacy rights, contact hello@kolnox.com.