Terms of Service & Privacy Policy

1. Terms of Service

By accessing or using Mailmatic ("the Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, do not use the Service.

Mailmatic is an email delivery platform operated by Mailmatic, Inc. ("we", "us", or "our"). We provide tools for sending transactional emails, email campaigns, managing subscriber lists, and related services.

1.1 Eligibility

You must be at least 18 years old and have the legal capacity to enter into these Terms. By using the Service, you represent and warrant that you meet these requirements.

1.2 Account Registration

Some features require you to create an account. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You agree to notify us immediately of any unauthorized use of your account.

1.3 Changes to Terms

We may update these Terms from time to time. We will notify you of material changes by posting the updated Terms on this page with a revised effective date. Continued use of the Service after changes take effect constitutes your acceptance of the revised Terms.

2. Refund & Cancellation Policy

We offer a 30-day money-back guarantee on all paid plans. If you are not satisfied with Mailmatic within the first 30 days of your subscription, you may request a full refund — no questions asked.

2.1 Eligibility Conditions

To qualify for a refund, all of the following conditions must be met:

• Your refund request is submitted within 30 days of your original subscription date.
• Your account has used less than 10% of your monthly email sending limit.
• Your account has received no spam complaints (ISP or recipient-reported).
• Your account has not been suspended or terminated for violating these Terms or our Acceptable Use Policy.

2.2 How to Request a Refund

To request a refund, contact us at [email protected] with your account email and the subject line "Refund Request". We aim to respond within 2 business days.

2.3 Cancellation

You may cancel your subscription at any time from your account settings. Cancellation takes effect at the end of your current billing period. No prorated refunds are provided for partial months unless you qualify under our 30-day guarantee.

3. Privacy Policy

Your privacy is important to us. This Privacy Policy explains what data Mailmatic collects, how we use it, and what rights you have.

3.1 Data We Collect

We collect the following categories of data:

• Account Information: Name, email address, company name, and billing information you provide during registration.
• Usage Data: Email volume sent, open rates, click rates, bounce rates, and delivery logs.
• Technical Data: IP addresses, device information, browser type, and access logs.
• Subscriber Data: Email addresses and custom fields stored in your mailing lists.

3.2 How We Use Your Data

We use your data to:

• Deliver your emails to recipients reliably.
• Provide and improve our Service, including analytics and reporting.
• Process billing and manage your account.
• Send service-related notifications (e.g., account alerts, security notices).
• Detect and prevent fraud or abuse of the Service.

3.3 Data Retention

We retain your account data for as long as your account is active or as needed to provide services. Subscriber data may be retained up to 90 days after account deletion. Usage logs are retained for up to 12 months for troubleshooting and analytics purposes.

3.4 What We Don't Do

3.5 Third-Party Services

We use trusted third-party services for payment processing (Stripe), cloud infrastructure (AWS/Cloudflare), and email intelligence (bounce classification, spam scoring). These providers are contractually bound to protect your data and use it only to deliver the services we request.

3.6 Your Rights

Depending on your location, you may have the right to access, correct, export, or delete your personal data. To exercise these rights, contact [email protected]. We will respond within 30 days.

4. Acceptable Use Policy

Mailmatic is designed for legitimate email communication. You agree not to use the Service for any Prohibited Activities listed below. Violations may result in immediate account suspension or termination without refund.

4.1 Prohibited Activities

You may NOT use Mailmatic to send:

• Spam or unsolicited bulk email — All recipients must have explicitly consented to receive emails.
• Illegal content — Emails promoting illegal activities, goods, or services.
• Deceptive or fraudulent content — Phishing, scam, or misleading marketing.
• Malware or malicious links — Content designed to harm or exploit users.
• Adult or NSFW content without prior written approval from Mailmatic.

4.2 List Quality Requirements

You are solely responsible for the quality and legality of your subscriber lists. You must:

• Only send to recipients who have given explicit, informed consent.
• Maintain accurate and up-to-date subscriber records.
• Honor unsubscribe requests promptly (within 10 business days).
• Remove hard bounces and invalid addresses promptly.

4.3 Enforcement

We actively monitor sending patterns and complaint rates. If your account triggers excessive spam complaints or shows signs of policy violation, we may throttle or suspend sending. Repeated violations may result in permanent account termination.

5. Service Level

Mailmatic is committed to delivering your emails reliably. This section describes our delivery commitments.

5.1 Delivery Efforts

We use industry best practices — proper authentication (SPF, DKIM, DMARC), dedicated IP warm-up, and reputation monitoring — to maximize inbox placement. However, email delivery is influenced by recipient ISP policies beyond our control, and we cannot guarantee 100% inbox placement.

5.2 Uptime

For paid plans, we aim for 99.9% API and dashboard availability. Scheduled maintenance will be communicated in advance whenever possible.

5.3 Rate Limits

To maintain platform stability and deliverability, sending throughput is subject to rate limits based on your plan. Limits are displayed in your dashboard. Exceeding limits may result in temporary throttling.

6. Limitation of Liability

To the maximum extent permitted by law, Mailmatic and its affiliates, officers, employees, and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages — including but not limited to loss of profits, revenue, data, or business opportunities — arising out of or related to your use of (or inability to use) the Service.

Our total cumulative liability for any claims arising under these Terms shall not exceed the amount you paid us in the 12 months preceding the claim, or $100 USD, whichever is greater.

This limitation applies regardless of whether the claim is based on warranty, contract, tort, strict liability, or any other legal theory, and even if we have been advised of the possibility of such damages.

Some jurisdictions do not allow the exclusion or limitation of certain damages, so this limitation may not apply to you in full.