Terms of service

The parties

The contract is between the company that runs mailpod, identified with its details in the legal notice (“we”), and whoever uses the service (“you”). The terms apply to the free mailbox and to the paid service; where a rule applies to only one of the two, this is stated.

What we provide

The free mailbox: an email mailbox for one person, with an address on mailpod.app.

The paid service: email mailboxes on your organisation's domain, with webmail, calendar, contacts and a management panel. Every mailbox has the same features. You purchase two separate things: one seat for each mailbox and the organisation's storage.

Who can sign up

To open a free mailbox or any account you must be at least 18 years old.

The free mailbox is personal: one person, one free mailbox. It cannot be transferred or shared. Whoever orders the paid service for an organisation declares that they are authorised to bind it.

How the contract is concluded

Free mailbox: you submit the form accepting these terms, and we send a link to your contact address, valid for 3 hours. The contract is concluded when you open the link, choose the password and the mailbox is activated.

Paid service: you submit the order accepting these terms and pay on the payment page. The contract is concluded when the payment succeeds; the space is activated immediately afterwards.

Duration, renewal and cancellation

The free mailbox has no expiry: it stays active until you close it or until we close it in the cases set out in these terms.

The paid service is a monthly or annual subscription, as you choose in the order, and renews automatically at the end of each period, with the same means of payment, until you cancel it.

You can cancel at any time by writing to sales@mailpod.app. Cancellation takes effect at the end of the period already paid: until then the service stays active, and afterwards it no longer renews.

If the payment for a renewal fails, we retry it for 15 days. Then the service is suspended, without deleting anything. If the payment does not arrive, the contract ends 30 days after the suspension, and the section on exit applies to the data. At each step we write to the administrator; a payment that arrives before the contract ends reactivates the service.

Prices, payment and VAT

The price is the one in the price list at the time of the order, per period, shown excluding VAT and, for consumers, also including VAT. The annual subscription costs the same as 10 monthly payments. It is paid in advance for the whole period, on Stripe's payment page.

Italian customers are charged Italian VAT. Consumers in another European Union country are charged the VAT of their country, calculated at payment. For a business in another Union country with a verified VAT number, the invoice is issued without VAT, under the reverse charge mechanism.

Seats. Every personal mailbox and every shared mailbox uses one seat; distribution lists, aliases and forwards do not. Seats range from 1 to 100 and are priced in volume tiers: all seats at the price of the tier reached (1 to 9, 10 to 49, 50 to 100), as in the price list. Beyond 100 seats we make a dedicated offer.

Storage. Storage belongs to the whole organisation, in sizes that add up, and whoever administers the domain shares it out among the mailboxes: the sum of the quotas cannot exceed the storage purchased. Refusal of email applies only to the limit of a single mailbox.

Changes. Increasing seats or storage takes effect immediately, with a charge proportional to the rest of the period. Reducing them takes effect from the renewal, and only if everything fits: no more personal and shared mailboxes than the new seats, no assigned quotas beyond the new storage. Seats and storage purchased are paid for until the renewal even if you do not use them.

Migration from a previous provider is billed separately, on a quote.

Permitted use

The service must be used in compliance with the law and the rights of others. The sender of a message must match the authenticated mailbox or a delegation. Your credentials are yours: you are responsible for what is sent with your mailbox.

You may not use the service to:

• send unwanted or bulk email to people who did not ask for it;
• spread viruses, malicious software or attempts at fraud and credential theft;
• spread unlawful content or content that infringes the rights of others;
• circumvent the sending limits or the security measures of the service.

Filters, limits and moderation

The automatic filter. Every incoming message passes through an automatic anti-spam and anti-virus filter. A message with a virus is refused at the time of receipt and does not enter the mailbox. A message the filter judges to be spam with high certainty is refused in the same way; one it judges to be probable spam is delivered to the mailbox's Junk folder, where you can see it and move it. Moving a message into or out of Junk teaches the filter.

Sending limits. Each mailbox has a limit on recipients per 24 hours: the free mailbox 20 in the first 7 days after activation, then 100; an organisation's mailboxes 250, and recipients in the organisation's domains do not count. A message to ten people counts as ten. Beyond the limit the service automatically blocks, and only for as long as needed, sending to the excess recipients: sending can be tried again when the 24-hour window allows it.

Suspension for abuse. Suspending or closing a mailbox or a domain for abuse is not automatic: it is decided by a person on our team, who records the reason.

How to challenge. You can challenge any decision of ours, including a block, a suspension or a closure, by writing to abuse@mailpod.app. The decision is reviewed by a person, not by an automated tool, and we write to you with the outcome.

Suspension and closure

We may suspend the service for non-payment, for use contrary to the law or to these terms, by order of the authorities or to contain a security incident, with notice where possible. Suspension deletes nothing. For serious or repeated abuse we may close the mailbox or the account.

When we restrict, suspend or close your account, or make your content inaccessible, we send you a statement of reasons (Art. 17 of Regulation (EU) 2022/2065):

• the facts and circumstances on which the decision is based;
• the rule of these terms, or the legal provision, on which it is grounded;
• whether an automated tool was used to detect the facts or to decide;
• how to challenge it: by writing to abuse@mailpod.app for a review by a person, or before a court.

Service level and delivery

The service is provided with professional diligence, but no numeric service level is promised. Delivery to other providers, which depends on their filters, is not promised: we commit to maintaining the tools that depend on us, such as message authentication and handling abuse reports.

Liability

We are liable under the law for damage caused by our failure to perform. If you are a consumer, these terms do not exclude or limit our liability beyond what the law allows (Art. 33 of the Italian Consumer Code, Legislative Decree 206/2005), and do not take away any of your rights as a consumer.

Withdrawal

If you buy the paid service as a consumer you can withdraw within 14 days, without giving a reason. How to exercise this right and what is refunded is set out on the withdrawal page.

Exit and deletion of data

When the contract ends you can ask for an archive per domain with your email. The data is then deleted from the system, and backup archives expire through rotation. On written request the encryption key can be destroyed early: the email becomes unreadable at once, in the archives too.

Changes to the terms

We may change these terms because of changes to the service, to the law or to security. Every change changes the version number at the top of the page. We notify you of it by email 30 days before it takes effect: if you do not accept it you can cancel within that period, at no cost.

Governing law and jurisdiction

The terms are governed by Italian law. If you are a consumer you keep the protection of the mandatory rules of the country where you live, and for any dispute the court of the place where you reside or are domiciled always remains competent (Art. 66-bis of the Italian Consumer Code). If you are not a consumer, the court of Turin has exclusive jurisdiction over any dispute.

Copy of the terms

The terms in force are always on this page, in the site's ten languages, and you can save or print them. The sign-up service records the version you accepted; for a copy of a previous version write to sales@mailpod.app.