Legal

Fair use policy

Last updated: September 2026 · Digital Genics · Digital Genics

This is a template for information and does not constitute legal advice. Have it reviewed and completed by a lawyer and fill in the exact company details (entity, address, VAT) before publishing. Under Belgian and EU law, liability cannot be fully excluded.

This fair use policy ("policy for reasonable use") describes what we consider normal, fair use of HeyOtto. It is part of our general terms and conditions and applies to everyone who uses HeyOtto. The goal is simple: keep the service fast, reliable and affordable for all customers.

Principle Reasonable use Not allowed AI usage & credit Our assessment Measures Changes

1. Starting point

HeyOtto is offered per user (per "seat") and is intended for the normal business email use of that one licensed person. One seat represents one natural person: a licence is not shared between multiple people or linked to a shared or unmonitored mailbox, unless otherwise agreed in writing.

2. What is fair use

By reasonable use, we mean the customary use by an individual professional:

The automatic sorting (triage) of your incoming mail and having draft replies prepared for your own mailbox.
AI usage that stays within the monthly credit included in your plan (see below).
Use in line with your subscription, this policy and the general terms and conditions.

3. What is not allowed

Seat sharing: having a single licence used by multiple people, or reselling/renting it out without our consent.
Automated or bulk use: scripts, bots or integrations that call on the service at an unusual scale, or artificially inflating usage.
Misuse via email: Using HeyOtto to prepare spam, unsolicited bulk mail, phishing or misleading messages.
Unlawful or harmful content: use that violates laws or infringes the rights of others.
Technical abuse: attempting to circumvent, overload, reverse-engineer or abuse the service, its security or the underlying AI models.
Circumventing limits: circumventing technical or organisational measures that govern usage or access.

4. AI usage & credit

HeyOtto processes email using AI. Plans that include AI come with a reasonable monthly credit per seat, generously sized for normal use. Exceptionally high usage may be temporarily limited to keep the service workable and affordable for everyone. On the Connect plan, you bring your own AI key and bear those costs directly; the rules on fair and lawful use still apply in that case.

5. Our assessment

We determine at our own reasonable discretion whether usage is excessive or unfair. We look at the overall picture — not a single busy day — and compare it with the typical usage of similar customers. We deliberately avoid rigid, set-in-stone figures: this lets us be flexible with normal peaks and act in a targeted way against genuine abuse. Our assessment is always reasonable and proportionate.

6. What we do in case of exceedance

We act proportionately and, where reasonable, in stages:

We first contact you and give you the opportunity to adjust your usage;
We may temporarily limit usage (throttling) or suggest a suitable plan or upgrade;
In the event of serious, repeated or deliberate misuse — or unlawful use — we may restrict, suspend or terminate access, immediately if necessary.

In cases of acute abuse that harms the service or other customers, we may intervene immediately and inform you afterwards.

7. Changes

We may update this policy from time to time, for example to counter new forms of abuse or to cover new features. In the event of material changes, we will inform you via the usual channels. Questions about this policy? Use the contact address below.

Questions about this text or your data? Email privacy@heyotto.eu. HeyOtto is a product of Digital Genics.