AI Fair Use Policy

Effective Date: June 12, 2026

This policy explains how the AI-assisted features of Swaybar are measured, what monthly allowances apply on each plan, and what happens when a feature reaches its limit. It supplements, and is incorporated by reference into, our Terms of Use.

1. Which plans include AI features

AI-assisted features are included on the Operate and Automate plans. The Initiate and Collaborate plans do not include AI-assisted features. The allowances below apply per user, per monthly billing cycle, on the plan shown.

A “user” means a provisioned seat on your organization’s subscription during the billing cycle, whether or not that seat logs in.

2. Monthly allowances

Each feature below has its own allowance, measured in the unit shown. Each allowance is separate — using one feature does not draw down any other feature’s allowance, except where this policy says otherwise (see Forwarded emails below).

Allowances pool across your organization: an organization with five Automate users shares five times each Automate allowance for the cycle, so lighter users’ unused capacity is available to heavier ones.

Feature	What counts as one	Operate	Automate
Documents processed	Each PDF, image, or document you upload counts once, regardless of how many AI steps run behind the scenes. Deb's Items — the deadlines, contacts, and follow-ups Deb proposes from your documents — are included free with every processed document.	35 / user / cycle	100 / user / cycle
AI chat questions	Each message you send in AdminOS Chat. Every question counts the same, whether it's answered from your already-processed data or requires fresh AI analysis.	85 / user / cycle	250 / user / cycle
Forwarded emails processed	Each email forwarded to your organization's inbox address that gets analyzed. If a forwarded email includes a document attachment, processing that attachment counts against your Documents processed allowance (the email itself still counts here).	85 / user / cycle	250 / user / cycle
Signature template scans	Each time the AI scans a new template to auto-detect signature, date, and form fields. Reusing a saved template does not count.	15 / user / cycle	50 / user / cycle

AI search is unlimited. Natural-language search across your documents and data is included on Operate and Automate with no monthly allowance, subject only to the protections in Section 4.

3. How you’ll know where you stand

Your usage is always visible. Settings → AI Usage shows a real-time meter for each allowance, for your seat and for your organization’s pooled total.
You’ll see in-app notifications as your organization approaches an allowance, beginning at approximately 75% of the limit.
When an allowance is reached, that feature pauses until the start of the next billing cycle. All other AI features and every non-AI part of Swaybar continue to work normally.
There are no overage fees for AI features. Reaching an allowance pauses the feature — it never adds to your bill.

4. Service protections

We may temporarily slow or pause AI features in response to anomalous request patterns that indicate runaway automation, abuse, or third-party prompt-injection activity. These protections apply to all AI features, including unlimited AI search. They exist to keep the Service available for all customers and are not counted against your monthly allowances.

5. Changes to allowances and features

We may adjust allowances as the Service evolves. Increases to any allowance take effect at any time — you’ll simply have more.

New AI-assisted features will appear in this policy with their own published allowance before they launch on your plan. Only the features listed in this policy are subject to allowances.

Material reductions to a published allowance — a decrease that would meaningfully reduce the value you receive for the remainder of a billing period you’ve already paid for — will be communicated at least 30 days in advance through the Service or by email. If a material reduction takes effect during a period you’ve already paid for, we will automatically apply a prorated credit for the affected portion to your account; if you prefer a refund instead of a credit, contact us within 60 days and we’ll issue one.

6. AI is an assistive tool

AI-assisted features generate suggestions, summaries, classifications, and other outputs based on your inputs. These outputs may contain errors, omissions, or inaccuracies. You are responsible for reviewing and verifying AI output before relying on it for business, scheduling, financial, legal, or operational decisions. AI outputs do not constitute professional advice. This applies to every AI feature listed in this policy.

7. Contact

Questions about this policy or your usage:

Swaybar

Email: support@swaybar.app