Terms of Use

Who we are

Deana is operated by DEANA.AI INC., an Illinois corporation ("we," "us"). These terms are the agreement between you and us for the use of the Deana service, our website, and any related emails, texts, and documents. By starting a trial or using the service, you accept them. If you are using Deana for a business, you confirm you can bind that business.

What Deana is

Deana is an office manager for small trade businesses that works over email. You send instructions and photos; Deana files receipts, prepares estimates and invoices on your letterhead, sends them to your customers, follows up on unpaid invoices, answers questions about your jobs, and sends standing documents such as your W-9 or certificate of insurance when you ask.

Deana is automated. She uses computer systems, including artificial intelligence, to read what you send, decide what you are asking for, and produce documents and replies. Automated systems make mistakes. Every document Deana sends to one of your customers is also sent to you, and it is your responsibility to check it. If something is wrong, tell Deana and she will correct it, but the document that went out is yours.

Your account

One account belongs to one business. Your email address is how Deana knows it is you. Keep that mailbox secure: anyone who can send from your address can, within limits, act as you. Deana asks for a separate confirmation before sensitive actions, and treats mail that fails authentication checks as not from you, but these checks are not perfect. Tell us at once if you believe someone else is using your account.

You can add other people to your account, such as a spouse, a partner, or an office helper, by asking Deana. Each address is confirmed separately, and anyone you add can instruct Deana as the business until you remove them. You are responsible for what they ask her to do.

You must give us accurate business information, including the tax rates and registration numbers you want printed on your documents. Which taxes you must charge is a question for you or your accountant; Deana prints what you tell her.

Your customers and their information

You give Deana the names and contact details of your customers so she can send them estimates, invoices, and reminders on your behalf. You confirm you have the right to share that information with us and to have those messages sent. Messages to your customers are sent in your name, from an address we operate, and identify the business as yours. Do not use Deana to send unsolicited marketing or anything unlawful.

Trial, fees, and cancellation

Every new account starts with a 30-day free trial. No payment card is taken to start. Before the trial ends Deana sends you a link to pay; if you do not, the account pauses. A paused account stops working but keeps your records, and paying reactivates it.

After the trial, the Starter plan costs US $149 per month, billed monthly in advance, or the annual price shown on our website, which includes two months free. Prices for other plans are shown on the website when they become available. We may change prices with at least 30 days' notice by email; the new price applies from your next renewal. Fees are non-refundable except where the law requires otherwise.

You can cancel at any time by telling Deana or emailing hello@deana.ai. Cancellation takes effect at the end of the paid period. We may suspend or close an account that breaks these terms, does not pay, or is used in a way that harms the service or other people, and will tell you why where the law allows.

Your records

Everything you send Deana and everything she prepares for you belongs to you. You grant us the licence we need to store, process, and transmit it in order to run the service, and no more. We do not sell your information and we do not use your documents to advertise to you or to anyone else. Our Privacy Policy explains what we collect, where it lives, and how to get a copy or have it deleted.

While your account is open, you can ask Deana for a full copy of your records at any time. After an account closes, we keep the records for 90 days so you can still ask for them, then delete them.

What Deana is not

Deana is not an accountant, bookkeeper of record, tax preparer, lawyer, or insurance agent, and nothing she produces is legal, tax, or financial advice. She organizes your paperwork; a licensed professional who knows your situation is still the person to ask about what you owe and what you are entitled to. Deana does not file tax returns, does not hold or move your money, and does not make payments on your behalf. Payment instructions on your invoices are yours; payments go from your customers directly to you.

Acceptable use

Do not use Deana to break the law, to send spam, to harass anyone, to submit documents you know are false, or to probe, overload, or interfere with the service. We limit how many messages an account can send in a period to keep the service reliable for everyone. We may remove content or refuse to send a message that we reasonably believe is unlawful or abusive.

Service providers

We run Deana on infrastructure and services from other companies, including cloud hosting, email delivery, text messaging, payment processing, and AI model providers. They process your information only to provide their service to us and under contracts that restrict what they may do with it. The Privacy Policy names them.

Availability and changes

We work to keep Deana available around the clock but do not guarantee it. Email, text, and third-party services can fail, be delayed, or be filtered as spam by your customers' providers, and we are not responsible for a document that arrives late or not at all for reasons outside our control. We may change, add, or retire features. If we make a change that materially reduces what your plan includes, we will tell you by email at least 30 days ahead.

Our property

The service, its software, and the design of its documents and website belong to us and our licensors. DEANA.AI® is a registered trademark of DEANA.AI INC.; “Deana” is shorthand for that mark. Your business name, logo, and content remain yours. You may not copy, resell, reverse engineer, or build a competing service from Deana.

No warranties

Deana is provided as is and as available. To the fullest extent the law allows, we disclaim all warranties, express or implied, including fitness for a particular purpose and non-infringement. We do not warrant that Deana will read every receipt correctly, that every invoice will be paid, or that the service will be error free.

Limitation of liability

To the fullest extent the law allows, DEANA.AI INC. is not liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, lost revenue, or lost data, arising from the service or these terms. Our total liability for all claims in any 12-month period will not exceed the fees you paid us in that period, or one hundred US dollars if you paid nothing. Some places do not allow these limits; where that is the case, they apply as far as the law permits.

Indemnity

You will defend and hold us harmless from claims by third parties, including your customers, that arise from the information you give Deana, the documents you ask her to send, or your breach of these terms.

Governing law and disputes

These terms are governed by the laws of the State of Illinois, without regard to its conflict-of-law rules. Disputes will be resolved in the state or federal courts located in Cook County, Illinois, and you consent to their jurisdiction. If you live in a place whose consumer-protection laws give you rights that cannot be waived, including in Canada, those rights are not affected by these terms.

Changes to these terms

If we change these terms, we will post the new version here with a new effective date and, for changes that matter, email you at least 30 days before they take effect. Continuing to use Deana after that date means you accept the new terms.

Contact

DEANA.AI INC., 220 N Green St, 2nd Floor, Chicago, IL 60607. hello@deana.ai.