Terms of Service

1. The service

Zomail is a business email and collaboration suite: mail on your own domain, calendar, contacts, Drive with document editing, video meetings, an optional AI assistant and the administration tools around them, available on the web, by standard protocols (IMAP, SMTP, CalDAV, CardDAV) and in the Zomail mobile apps. It is offered in two ways:

Zomail Cloud

A subscription: we host and operate the service for you, billed per plan, number of users and billing cycle.

Private Mail licence

A licence to run the same software on a server you own or rent. You operate that server and its data; we provide the software, installation, updates and the optional services described in your order (for example monitoring, notification relay or backup storage).

Features available to you depend on your plan or licence. We may change, improve or retire features; if we remove a material feature you are paying for, we will tell you in advance and you may cancel as described below.

2. Accounts and administrators

You must give accurate signup and billing details and keep them up to date. The person who creates the workspace becomes its owner and can appoint other administrators.

• Your administrators control your workspace: they create and remove mailboxes, set policies, approve account-deletion requests from users, and can access organisation data as the admin tools allow. You are responsible for who you make an administrator and for their actions.
• You are responsible for the users you add and for their compliance with these Terms, and for having a lawful basis (for example an employment relationship or consent) to provide them with accounts and to process their data in Zomail.
• Keep passwords and recovery details secure and turn on 2-step verification. Tell us promptly at support@zomail.io if you suspect unauthorised access.
• The service is intended for business and professional use. Users must be at least 16 years old.

3. Acceptable use

You must not use Zomail, or let anyone use it, to:

• send spam, unsolicited bulk or commercial mail without the recipients' consent, or mail to purchased or harvested lists;
• phish, defraud, impersonate others, or distribute malware;
• infringe others' rights or send, store or share content that is unlawful in the places where you operate;
• attack, probe or overload the service or other networks, or work around its limits and security controls;
• resell the service, except as an authorised Zomail partner.

To protect deliverability for everyone, sending is limited. By default a mailbox may send up to 200 messages and 1,000 recipients per hour, a workspace up to 5,000 messages per hour, and a workspace on a free trial to up to 200 external recipients per 24 hours. Sending from a mailbox is held automatically when it shows signs of abuse (for example unusually many recipients, a high bounce rate or repeated spam complaints) until it has been reviewed. Limits may be adjusted to protect the service.

If we reasonably believe an account is being used in breach of this section, is compromised, or threatens the service or other users, we may hold outgoing mail, limit features or suspend the account or workspace. Where possible we will tell you first and give you a chance to fix the problem; in urgent cases we act first and tell you promptly. Report abuse to abuse@zomail.io.

4. Trials, payment and renewal

• Prices are shown before you pay, are charged in the currency stated on the order and exclude VAT unless stated otherwise. Payments are taken through our payment partners (PayPal, OnePay) or by bank transfer; card details are entered with the payment partner, not with Zomail.
• Free trial: one trial per organisation (we check the contact e-mail, phone number and company name), for up to 10 users and without extra storage.
• Renewal is not charged automatically. About 7 days before a billing period ends we send a renewal invoice with a payment link. If it is not paid by the end of the period, the subscription becomes past due, and after a further 7 days the workspace is suspended.
• While suspended, you can still sign in, read mail and download your files, but sending mail, adding mailboxes, AI and meetings are switched off and Drive is read-only. Paying the outstanding invoice restores the workspace immediately.
• Upgrades take effect immediately and are charged pro rata for the rest of the period. Downgrades and billing-cycle changes take effect from the next period.
• Private Mail licences are sold for a fixed term and number of mailboxes as stated in the order.

5. Cancellation and refunds

You can cancel at any time in the billing portal; the service continues until the end of the period you have paid for and is not renewed. Unless the law requires otherwise or we agree in writing, fees already paid are not refundable.

If we refund a payment in full and it was your first or only paid order, the workspace may be suspended or set to end at the period end, because the service has then not been paid for. Partial refunds do not change your subscription. If you were charged twice for the same order, we refund the duplicate payment.

6. Your data

You (and your users) own the content you store in Zomail — mail, calendars, contacts, files and documents. We do not claim any rights in it, except the limited permission to host, process, transmit and back it up as needed to provide, secure and support the service for you.

For that content, we act as your processor (service provider): we process it on your instructions as set out in these Terms and the Privacy Policy. You are the controller responsible for it and for answering your users' privacy requests. A data processing agreement is available on request at privacy@zomail.io.

You can take your mail, calendars and contacts out at any time over the standard IMAP, CalDAV and CardDAV protocols, and download files from Drive. For a full export of your workspace, ask your organisation's administrator or Zomail support.

7. Suspension, termination and data deletion

Either party may end the agreement for convenience by cancelling at the end of a billing period. We may also terminate for a material breach of these Terms that is not fixed after notice, or immediately for serious abuse.

• Unpaid: a workspace suspended for non-payment is cancelled after 60 days (with a reminder 7 days before). After a further 90 days, deletion of the workspace is scheduled; we notify the owners 14 days before it runs.
• On request: an owner can ask us to delete the whole organisation, and a user can ask for their account to be deleted (approved by the organisation's administrator). Deletion requests under data-protection law are handled as described in the Privacy Policy.
• Deletion removes the mailboxes, Drive files, domains and workspace records from the live systems. Copies in encrypted backups expire on their own schedule (see the Privacy Policy). Invoices, receipts and payment records are kept as accounting law requires, and security audit records are kept as described in the Privacy Policy.
• Mail kept under a compliance archive or legal hold that your organisation configured is retained until its retention period ends or the hold is released.

Export anything you need before the deletion date. After deletion, data cannot be restored.

8. Availability and support

We work to keep Zomail available and we publish its status at the System status page. Unless a separate written agreement (for example a Private Mail order or partner contract) sets a service level, the service is provided without a guaranteed uptime or service credits. Planned maintenance is scheduled to limit disruption. Support is available at support@zomail.io.

9. Optional and third-party features

Some features use third parties only when your organisation turns them on: AI features send the content you ask about to the AI provider your administrator configured; single sign-on uses Google or Microsoft; mobile notifications use Apple and Google. Their own terms apply to their services. AI output can be wrong — review it before relying on it.

10. Warranties and liability

Except as expressly stated in these Terms, the service is provided "as is" and "as available", and we disclaim implied warranties to the extent the law allows.

To the extent the law allows, neither party is liable for indirect or consequential loss, lost profits, revenue or data that could have been avoided by reasonable backups or exports, and each party's total liability arising from these Terms in any 12 months is limited to the fees you paid to Zomail for the service in those 12 months. These limits do not apply to liability that cannot be limited by law, to your payment obligations, or to breaches of the acceptable-use section. [LIABILITY CAP — TO BE CONFIRMED BY COUNSEL]

You will compensate us for claims by third parties caused by content you or your users send or store in breach of these Terms.

11. Governing law and disputes

These Terms are governed by the laws of [JURISDICTION]. The parties will first try to settle any dispute by good-faith discussion; failing that, disputes go to [COURTS / ARBITRATION — TO BE CONFIRMED BY COUNSEL]. Mandatory consumer or data-protection rules of your country are not affected.

12. Changes to these Terms

We may update these Terms. Each version has a date shown at the top of this page, and signups record the version that was accepted. For material changes we will notify workspace owners by e-mail at least 30 days before they take effect; if you do not agree, you may cancel before then. Continued use after the effective date means you accept the new Terms.

If any part of these Terms is unenforceable, the rest remains in effect. These Terms, your order and the Privacy Policy are the whole agreement for the service, unless you have signed a separate agreement with us.

13. Contact

[COMPANY LEGAL NAME], [ADDRESS]. Support: support@zomail.io · Sales: sales@zomail.io · Abuse: abuse@zomail.io · Privacy: privacy@zomail.io.