Email Collaboration Specific Terms | Legal

This Email Collaboration Specific Terms & Conditions was last updated on 02 May 2020.

The following Terms and Conditions are specific to the ReliMail Email Collaboration Product/Service and forms part of the Universal Service Terms that are part of the ReliMail Terms & Conditions, Privacy Policy and Disclaimer (and have been linked respectively).

1. Definitions

The following definitions is provided digitally/electronically as a service by ReliMail through the Email Collaboration Product/Service.

“calendar” means a chart or series of pages showing the days, weeks, and months of a particular year, or giving particular seasonal information;
“chat” means to communicate in a friendly and/or formal way through an internet enabled smart device;
“collaboration” means the action of working with someone to produce something;
“contacts” means a database containing contact information of an individual/group or organization;
“dkim records” means “DomainKeys Identify Method” an email authentication method designed to detect forged sender addresses in emails (email spoofing), a technique often used in phishing and email spam;
“email account” means an “email address” which is a unique identifier for an “email account”. It is used to both send and receive email messages over the Internet;
“email alias” means a way to create an additional name for your email account. This allows you to create alternative email addresses without having to create another email account;
“email auto reply” means an automatic response that is sent back to the email address that sent the email;
“email client” means a software application (Mobile, Web or Desktop) that is users use to collaborate with;
“attachment” means a computer file sent along with an email message;
“calendar sharing” means to share to a specific email account access rights to mutually manage the same calendar;
“delete” means to remove a file and or email;
“disc space” means the total available hard disc in (Gigabytes) GB space each email account is provided;
“domain” means a domain name that is registered with a Hosting Provider in order to assign ownership to an organization on the internet and is associated to the Email Collaboration service;
“file storage” means the total available hard disc space in (Gigabytes) GB each domain is assigned;
“folder” means a section to store specific information for specific people;
“forward” means to pass on to someone else;
“mx records” specifies the mail server responsible for accepting email messages on behalf of a domain name;
“meeting request” means to set a date, time, location and purpose for two or more users to have a discussion in the future;
“reply” means to respond to an email;
“sent” means an email that was already sent to another email account;
“spf record” an SPF record is a Sender Policy Framework record. It’s used to indicate to mail exchanges which hosts are authorized to send mail for a domain.

2. Email Infrastructure as a Service

ReliMail and its Products/Services are all Cloud Based and serves over the Public Internet. ReliMail is an Infrastructure as a Service (IaaS) provider meaning that it provides the following software services under this agreement:

Email Collaboration is a Infrastructure service that is associated to an Organizations Domain:
- Email Account Hosting and Email Storage;
- Email MX Records Management and Provisioning;
- Email DKIM Records Management and Provisioning;
- Email SPF Records Management and Provisioning;
- Calendar Records Management and Provisioning;
- Contacts Records Management and Provisioning;
- Chat Records Management and Provisioning;
Email Client:
- Desktop Application (Windows, Linux and Mac) used as a collaboration tool for:
  - Email with the ability to read, create, send, receive, delete, mark as spam, archive, draft, move, apply rules, mark as un-read, mark as read, forward, cc, bcc and add an attachment(s);
  - Calendar with the ability to read, create, send, a meeting invite and receive, approve, decline; update a meeting request and to create more than one calendar and to assign, remove from individual email addresses for the purpose of calendar sharing.
  - Contact with the ability to view, update, delete and share a contact;
  - Chat with the ability to view, create and send a chat message, attachments or emoticons and to create, suspend, a group and assign, un-assign users in a group;
- Mobile Application (IOS and Android) used as a collaboration tool for:
  - Email with the ability to read, create, send, receive, delete, mark as spam, archive, draft, move, apply rules, mark as un-read, mark as read, forward, cc, bcc and add an attachment(s);
  - Calendar with the ability to read, create, send, a meeting invite and receive, approve, decline; update a meeting request and to create more than one calendar and to assign, remove from individual email addresses for the purpose of calendar sharing.
  - Contact with the ability to view, update, delete and share a contact;
  - Chat with the ability to view, create and send a chat message, attachments or emoticons and to create, suspend, a group and assign, un-assign users in a group;
Client Area to manage an organizations email infrastructure as defined above with restricted access to members defined by an organization to manage the following:
- - Email Accounts with the ability to create, suspend, un-suspend, create/change password;
  - Email Alias with the ability to create, suspend, un-suspend;
  - Email Auto Replies with the ability to create, suspend, un-suspend, and to add/edit content to the response;
  - Email Disc Space with the ability to increase storage space;
  - Email MX Records with the ability to view and copy the details in order to update with the Domain Name Service (DNS) Hosting provider;
  - Email DKIM Records with the ability to view and copy the details in order to update with the Domain Name Service (DNS) Hosting provider;
  - Email SPF with the ability to view and copy the details in order to update with the Domain Name Service (DNS) Hosting provider;

3. Rules of Use

The following Rules of Use apply to the Email Collaboration service in totality including but not limited to the Email Client (Desktop and Mobile):

When you use ReliMail Email Collaboration, you also use Email Security and Email Branding. Email Collaboration is subject to the terms that govern those Services.
Your mail domain and email accounts by your end users may be blocked, delayed, or prevented from being delivered by destination email servers and other reasons outside of our control. Your payment obligations continue regardless of whether delivery of your emails is prevented, delayed, or blocked.
You agree not to use ReliMail Email Collaboration for sending:
- Bulk emails, such as mass marketing emails;
- Unsolicited and unwanted emails;
- Phishing and Malware emails.
You are solely responsible for ensuring any emails you or your End Users send using ReliMail comply with the CAN-SPAM Act and all other applicable law. You agree that ReliMail is not the “sender” of any emails you or your End Users send using Email Collaboration as defined in the CAN-SPAM Act and all other applicable laws.
ReliMail may log and use information such as server host names, IP addresses, timestamps, mail queue file identifiers, and spam filtering information for the purpose of troubleshooting or improving ReliMail Email Collaboration.
If your use of ReliMail is terminated due to non payment (suspended), we may delete your data and your End Users’ mailboxes.

4. Warning, Fines & Termination

You agree to:

The monitoring of mail traffic by ReliMail in order to act when unsolicited email sending takes place;
The steps from ReliMail in the event of you breaking the rules and regulations set out in this agreement will be:
- A first warning will be issued in writing notifying you of the offense that took place. During this time, ReliMail will work with you to help resolve the issue quickly and amicably. Should a second offense occur;
- ReliMail will investigate the matter and respond to you in writing;
- If the Offense is the same as before then you could be liable for a Fine that will be determined at the time of the offense;
- If its a new offense then ReliMail will work with you to resolve the issues amicably;
Should continuous offenses happen from your side, ReliMail has the right to suspend your account or termination.

5. Domain Specifics

It should be understood that the Email Collaboration Service provided by ReliMail is Domain Specific which means;

When signing up to ReliMail you consent to verify the ownership of the Domain Name you are associating with Email Collaboration Service;
That a domain name is associated to an Organization which is associated to an Email Collaboration Service;
That you cannot replace a domain name that is already verified and associated with the Email Collaboration Service;
That ReliMail is a Infrastructure as a Service platform meaning that ReliMail will issue MX, DKIM and SPF records that are relevant to your organization in order to update your DNS records to route all mail through the ReliMail Mail Server. When this happens the following must be noted:
- After you have updated your MX, SPF and DKIM records that was provided by ReliMail, your Mail Server will be updated and pointed away from your previous host;
- All mail traffic will automatically route through ReliMail’s Mail Servers;
- This will not affect your A Records as ReliMail only handles MX, SPF Records and DKIM records;
- In the ReliMail Dashboard you will be shown if your MX, SPF and DKIM records are pointing correctly and a confirmation email will also be sent to you;
Each Email Collaboration Organization is provided with:
- 25 GB Storage per domain that is used for:
  - Storage and Sharing of;
    - Documents;
    - Files;
    - Images;
    - Video;
    - Audio;
    - Compressed Files (Zip, Rar and or Tar).
  - The storage space is calculated when:
    - Any of the above files are added in:
      - Chat;
      - Email Attachments (above 1MB in size);
      - Documents;
    - The value of the file size will be counted and added to the sum of total storage.
- Storage can be upgraded at any time in 5 GB intervals.
- 5 GB email Storage per email account that is used for email data;
  - Email details (Header, Body, Signature, Disclaimer etc)
  - Email Traceability data (IP address, sender, forwarders etc)
  - Email Attachments (Below 1 MB in size).
There is no restriction to the amount of:
- Email accounts;
- Emails to send and or receive;
- Chat Messages;
- Chat Groups and User Per Group;
- Calendars and users per shared calendar;
- Contacts;
- Documents and Files.

6. White Labeling

Each domain that has Email Collaboration with ReliMail is given:
- A Brandable Client Area with the following branding options:
  - Change Colours;
  - Change Logo.
- The client area URL can be changed by creating a CNAME entry to point your “White Labeled” client area to our servers. You will then be able to access the client area on any sub domain you have identified.
- A Mobile Application for IOS and Android that reflects your Organizations Logo and Colour scheme as defined in the client area;
- A Desktop Application for Windows, Linux and Mac that reflects your Organizations Logo and Colour scheme as defined in the client area;
ReliMail handles the entire Infrastructure along with:
- Software Upgrades;
- Patches;
- Bug Fixes and Improvements;
- New Version Releases;
- Feature Implementations;
- Security and Reliability Enhancements.
The Above mentioned remains the Intellectual Property of ReliMail and in no event does this belong to your organization. You are renting this service from ReliMail on a per seat basis as defined in the Terms and Conditions.

7. Liability

You agree that ReliMail shall not be held liable for:

You, a service provider appointed by you, or any member of your organization that incorrectly updates the MX, DKIM and/or SPF records that ReliMail has supplied to you;
failures caused by third party hardware or software (including your own systems), misuse of the Product, or the negligence or willful misconduct of your organization;
Under no circumstances shall ReliMail, its contracted providers, officers, agents, or anyone else involved in creating, producing, or distributing the Email Collaboration Product/Service be liable for any direct, indirect, incidental, special or consequential damages that result from the use of or inability to use the Product; or that results from mistakes, omissions, interruptions, deletion of files, errors, defects, delays in operation, or transmission or any failure of performance, whether or not limited to acts of God, communication failure, theft, destruction or unauthorized access to your records, programs or services.
RELIMAIL MAKES NO WARRANTY OF ANY KIND, WHETHER EXPRESS OR IMPLIED, WITH REGARD TO ANY THIRD PARTY PRODUCTS, THIRD PARTY CONTENT OR ANY SOFTWARE, EQUIPMENT, OR HARDWARE OBTAINED FROM THIRD PARTIES.