IceFire terms of service

1. Who we are

IceFire is a service of IceFire ("we", "us"). These terms are an agreement between us and the business named on the sign-up ("you"). By accepting them you confirm you are authorised to agree them on the business's behalf.

This is a business-to-business agreement. You confirm that you are entering into it for the purposes of your trade, business or profession, and not as a consumer.

2. What we do

We research the people and businesses you want to reach - customers, partners, suppliers, press - that match the brief you give us, write outreach in your voice, send email from mailboxes you provide on a sending subdomain, and follow up. Each mailbox sends a limited number of emails a day, to keep it out of spam folders; reaching more people means more sending addresses, not more email from each. If you add LinkedIn, Instagram or Facebook, which can only be sent from your own accounts, we write the messages and send you a short daily list; sending them is your decision and your action.

Replies are forwarded to you. We do not negotiate, quote or agree anything on your behalf.

We use software, including AI tools, to research prospects and draft messages. People at IceFire set up and oversee the work, and every campaign follows the brief and the claims you have approved.

3. What you do

You give us accurate information about your business, your offer and the claims we may make. You keep the brief up to date, and tell us promptly if anything we are saying is no longer true.

You own and pay for the sending domain and mailboxes, and keep them in good standing with your email provider. You give us access to them for the purpose of this service only, and you will not use them for other bulk sending while the service is running.

You deal promptly with the replies we forward to you. A prospect who replies and hears nothing is a lost opportunity and a reputational risk.

4. Doing it lawfully

We send business-to-business outreach under the UK GDPR's legitimate interests basis and the Privacy and Electronic Communications Regulations. That means we approach people in their professional capacity about things relevant to their role, we identify you as the sender, and every email offers a simple way to opt out, which we honour across all your campaigns.

We do not send unsolicited marketing emails or texts to individuals or sole traders who are not acting as a company, nor to anyone who has opted out. If your customers are consumers, we will agree another approach with you rather than emailing them cold.

You must not ask us to make claims that are untrue, unproven or that you are not permitted to make in your industry.

5. Your data

Customer, product and stock files you upload are used only to plan and run your outreach - for example, to keep your existing customers off every list. For personal data in those files, you are the controller and we are your processor: we act only on your instructions, keep it secure, do not share it except with the sub-processors that run the service (our database, hosting and email sending platforms), and delete it within 30 days of the service ending unless you ask us to return it.

Prospect lists we build are researched from public business sources. We share them with you, and you may keep them when the service ends.

If you take tracked pack links, each prospect is sent their own link to your pack instead of an attachment. When they open it we record which pages they view and for how long, against that link only - no cookies, and nothing about their device - and show it to you so you can follow up at the right time. The page tells them so. We keep this for as long as the service runs, and it is deleted with your other data when it ends.

6. Fees and payment

Prices are agreed with each client. Your price is set out in full on your sign-up page, and is part of the agreement you accept there.

It is made up of a one-off set-up fee and a monthly fee, each for every sending address we set up for you, with the monthly fee charged in advance from the day you sign up and covering everything in the service, including the AI behind it. It may also include a fee for each interested reply - a prospect who replies asking for more - capped at an agreed number each month, an optional monthly fee for tracked pack links, and any other fee we agree with you. Prices exclude VAT where VAT applies.

Any fee based on replies or results is invoiced monthly in arrears, with the prospects it covers listed, and is payable within 14 days.

If we later agree different prices with you, they are confirmed to you in writing and replace the ones you signed up with.

Payment is taken by card through our payment provider, or by invoice payable within 14 days where we agree that instead. If a payment fails we may pause sending until it is made.

We may charge interest on late payments at the rate set by the Late Payment of Commercial Debts (Interest) Act 1998, from the due date until payment.

7. No guaranteed results

We will do the work carefully and in line with good practice, but we cannot promise any number of replies, meetings or sales. Results depend on your offer, your market and how you follow up.

8. Length and ending

The service runs for an initial 3 months from the day you sign up - the first three weeks are spent warming up your sending addresses, so less than that would be paying for set-up and seeing little of the results. After that it runs month to month, and either of us can end it with 30 days' notice in writing; email is fine. Notice given during the initial term takes effect at its end at the earliest. The set-up fee is not refundable once set-up has begun.

We may pause or end the service straight away if continuing would break the law or an email provider's rules, or if you seriously breach these terms. When the service ends we stop sending, hand back access to your mailboxes, and send you your prospect list and outreach history.

9. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited.

Otherwise, neither of us is liable for loss of profit, revenue or opportunity, or for indirect loss, and our total liability to you in any twelve months is limited to the fees you paid us in that period.

You are responsible for the accuracy of the information and claims you give us, and you will cover our reasonable costs if a third party brings a claim because something you told us to say was untrue or unlawful.

10. Confidentiality and ownership

We each keep the other's confidential information confidential. You own your brand, your content and your data. The copy we write for you is yours to use once paid for. We own our methods, templates and software, and may describe you as a client only with your permission.

11. Changes and law

We may update these terms by giving you 30 days' notice; if you do not agree, you may end the service before the change takes effect. These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

12. General

Events beyond our reasonable control - such as an email provider, platform or network failure, or a change in their rules - are not a breach of these terms. We will tell you promptly and do what we reasonably can to keep your outreach running.

We may use subcontractors and service providers to deliver the service, and remain responsible for their work. Neither of us may transfer this agreement to anyone else without the other's written consent, except that we may transfer it to a company that takes over our business.

Notices under these terms may be sent by email: to us at hello@icefire.ai, and to you at the address on your account.

These terms, with your sign-up details and any prices we have confirmed to you in writing, are the whole agreement between us about IceFire. If any part is found to be unenforceable, the rest still applies. Nobody else has rights under these terms.