Terms of Use

Provider and contact

Sovai s.r.o., Company ID 24926175, VAT ID CZ24926175, with its registered address at Dvořákova 1026, 293 01 Mladá Boleslav, Czech Republic. Contact: info@sovai.cz.

Service description

RFQ Assist helps B2B manufacturing and commercial teams process RFQ emails and attachments, turn them into structured quote-ready workflow data, identify missing information, and prepare draft replies.

RFQ Assist is currently an early pilot-stage product provided through a guided pilot or approved rollout. It is not a self-serve free trial and is not intended for consumer use.

Eligibility and authorized use

The service is intended for B2B organizations and their authorized users. You may use the service only if you are authorized by the relevant organization to access the account, connect mailboxes, process RFQs, and use related customer content.

• Connected mailbox accounts must be authorized by the relevant organization.
• Users must have appropriate permissions.
• Customer content must be lawfully provided to Sovai and processed through the service.
• All outputs must be reviewed before being used, sent, or relied on.

Access by invitation or approval

Access to RFQ Assist may be limited to approved accounts, invited users, pilot participants, and connected customer workspaces. Sovai may refuse, suspend, or limit access where needed for security, legal, operational, or pilot-management reasons.

Mailbox connections

RFQ Assist may support Gmail, Outlook / Microsoft 365, and IMAP connections depending on the pilot setup. For Gmail and Outlook, the application may sync emails and send outbound emails when an authorized user chooses to send through the quote-send flow. For IMAP, inbound sync/connect is supported, but outbound sending is disabled in the current phase.

You are responsible for ensuring that any connected mailbox is connected with proper authorization and that use of the mailbox integration complies with your organization's policies and applicable law. When a connected mailbox is soft-disconnected, stored credentials and sync cursors are cleared, but previously synced messages may remain until deleted under retention or agreement terms. Full deletion requests should be handled within 30 days unless a longer period is legally required.

AI-assisted outputs

RFQ Assist may use AI-assisted processing to extract structured information, identify missing information, generate summaries, prepare draft replies, and support RFQ workflow tasks. Generated summaries, extraction results, classifications, missing-information notes, and draft replies are assistance tools only. They may be incomplete, inaccurate, or unsuitable for a specific commercial, technical, legal, or customer context.

You remain responsible for reviewing all outputs, checking technical and commercial accuracy, deciding what to send to customers, verifying quotes, prices, drawings, specifications, and commitments, and ensuring compliance with your internal approval process.

Customer content

Customer content means content, data, files, emails, attachments, drawings, RFQ information, pricing context, requirements, and other materials submitted to or processed through the service by or on behalf of a customer.

As between the parties, the customer retains rights in its own customer content, including uploaded emails and files, extracted RFQ fields, summaries, missing-information notes, and draft replies. Sovai retains rights in the RFQ Assist platform, software, designs, workflows, documentation, prompts/configuration, and related technology. Sovai may use aggregated or anonymized learnings to improve the product, provided they cannot identify the customer or reveal customer content.

Confidentiality

RFQ workflows may involve confidential business information, including real customer emails, technical drawings, CAD files, pricing context, commercial terms, and customer requirements. Where needed, Sovai and the customer may enter into an NDA before sharing real customer materials or starting a pilot involving confidential information.

Acceptable use

You must not use the service to violate applicable law, access mailboxes, files, or data without authorization, upload or process content you do not have the right to process, interfere with service security or operation, attempt to misuse or copy the platform, send spam, phishing, malware, or unlawful messages, bypass limits or access controls, or use the service in a way that could harm Sovai, other customers, or third parties.

Security and availability

You are responsible for keeping access links, accounts, and connected mailbox permissions secure. You must notify Sovai promptly at info@sovai.cz if you suspect unauthorized access or misuse.

RFQ Assist is pilot-stage software. Features, integrations, workflows, and availability may change during the pilot or guided rollout. Sovai may modify, suspend, or discontinue parts of the service where needed for security, operational, legal, or product-development reasons.

No warranty and limitation of liability

To the maximum extent permitted by applicable law, the service is provided on an "as is" and "as available" basis, especially during pilot-stage use. Sovai does not warrant that the service will be uninterrupted, error-free, or that outputs will be complete, accurate, or suitable for any specific use.

To the maximum extent permitted by applicable law, Sovai will not be liable for indirect, incidental, special, consequential, punitive, or lost-profit damages arising from or related to use of the service. Sovai's aggregate liability arising out of or in connection with the service will not exceed 50,000 CZK for an early pilot, unless a different cap is agreed in a separate written agreement. Nothing in these Terms limits liability where such limitation is not permitted by applicable law.

Suspension, termination, and other agreements

Sovai may suspend or terminate access to the service if access is no longer approved, the pilot ends, the customer or user breaches these Terms or another applicable agreement, continued access creates security, legal, operational, or third-party risk, or required agreements are not in place.

On termination or end of pilot, retention and deletion will be handled under the applicable agreement, Privacy Policy, and deletion/retention terms. These Terms may be supplemented by a pilot agreement, order form, NDA, data processing agreement, or other written agreement between Sovai and the customer. If there is a conflict, the order of precedence is: order form or pilot agreement > DPA for personal data matters > NDA for confidentiality matters > Terms of Use.

Governing law, courts, and changes

These Terms are governed by the laws of the Czech Republic. Any disputes that cannot be resolved amicably will be submitted to the competent courts of the Czech Republic. Sovai may update these Terms from time to time. The latest version will be published on the Sovai website or made available through the application.