Terms of Service

Last updated: December 2024

1. Agreement to Terms

By accessing or using MailTail ("the Service"), you agree to be bound by these Terms of Service. If you are using the Service on behalf of an organisation, you represent that you have authority to bind that organisation to these terms.

2. Description of Service

MailTail provides centrally managed email signature services for Microsoft 365 organisations. The Service allows administrators to create, manage, and automatically apply email signatures to users within their organisation.

3. Account Registration

To use the Service, you must:

  • Provide accurate and complete registration information
  • Maintain the security of your account credentials
  • Be authorised to connect your Microsoft 365 tenant
  • Notify us immediately of any unauthorised access

You are responsible for all activities that occur under your account.

4. Free Trial

We offer a 14-day free trial with full access to all features. During the trial:

  • Payment details are required but you will not be charged
  • You may cancel at any time without charge
  • If you do not cancel, your subscription will begin automatically at the end of the trial

5. Pricing and Payment

Pricing: The Service is billed at £0.57 per active user per month. An "active user" is defined as any user with an assigned email signature.

Billing: Usage is calculated monthly and billed in arrears. Payment is processed automatically via Stripe.

Price changes: We may change our prices with 30 days' notice. Continued use after the notice period constitutes acceptance of the new pricing.

6. Cancellation and Refunds

Cancellation: You may cancel your subscription at any time through your account settings. Upon cancellation:

  • You will retain access until the end of your current billing period
  • Signatures will stop being applied to new emails
  • Existing emails retain their signatures

Refunds: Due to the nature of the Service, we do not offer refunds for partial months. If you are dissatisfied with the Service during your trial period, cancel before the trial ends.

7. Acceptable Use

You agree not to use the Service to:

  • Violate any applicable laws or regulations
  • Send spam or unsolicited commercial communications
  • Include malicious content, malware, or phishing links in signatures
  • Impersonate others or misrepresent your identity
  • Attempt to gain unauthorised access to our systems
  • Interfere with or disrupt the Service

8. Intellectual Property

Our IP: The Service, including its design, features, and content, is owned by MailTail and protected by intellectual property laws.

Your content: You retain ownership of your signature templates and branding. By using the Service, you grant us a licence to display and process your content as necessary to provide the Service.

9. Data Processing

Our use of your data is governed by our Privacy Policy. By using the Service, you consent to our data practices as described therein.

Where you provide us with personal data of your users (employees), you confirm that you have the necessary authority and consents to share this data with us.

10. Service Availability

We strive to maintain high availability but do not guarantee uninterrupted access. We may occasionally:

  • Perform maintenance (with notice where possible)
  • Experience downtime due to factors beyond our control
  • Modify or discontinue features

11. Limitation of Liability

To the maximum extent permitted by law:

  • The Service is provided "as is" without warranties of any kind
  • We are not liable for any indirect, incidental, or consequential damages
  • Our total liability is limited to the amount you paid us in the 12 months preceding the claim

Nothing in these terms excludes liability for fraud, death or personal injury caused by negligence, or any other liability that cannot be excluded by law.

12. Indemnification

You agree to indemnify and hold harmless MailTail from any claims, damages, or expenses arising from:

  • Your use of the Service
  • Your violation of these Terms
  • Content you create or distribute through the Service

13. Termination

We may suspend or terminate your access to the Service if:

  • You breach these Terms
  • Your payment fails and remains unpaid
  • We are required to do so by law
  • We discontinue the Service (with reasonable notice)

14. Changes to Terms

We may modify these Terms at any time. We will notify you of material changes by email or through the Service. Continued use after changes take effect constitutes acceptance of the new Terms.

15. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

16. Contact

For questions about these Terms, contact us at:

Email: [email protected]

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