Mail Hosting Terms of Service

1. Service Description

OpenDucks IT provides managed mail hosting, including mailbox setup, domain and DNS configuration, webmail, mobile sync, and security features such as SPF, DKIM, and DMARC. Service plans may include shared or dedicated hosting, custom mailbox quotas, and migration support.

2. Mailbox and User Management

You are responsible for managing user accounts, aliases, and shared mailboxes within your plan’s limits. You must keep user information up to date and promptly remove access for users who leave your organization.

3. Security and Authentication

• Strong passwords and, where available, two-factor authentication are required for all mail accounts.
• We support secure protocols (IMAPS, SMTPS, POP3S, ActiveSync) and recommend encrypted connections at all times.
• Do not share credentials between users or services unless explicitly required for integration.

4. Fair Use and Prohibited Activities

• No spam, bulk unsolicited mail, or abusive mailing practices.
• No hosting of malware, phishing, or illegal content.
• No use of mailboxes for automated mass mailings or relay for third parties without written approval.
• We reserve the right to suspend accounts or limit delivery in case of abuse or security incidents.

5. Delivery and Filtering

We implement industry-standard anti-spam and anti-malware filtering. Delivery to all recipients cannot be guaranteed due to external factors (e.g., recipient policies, blacklists). You are responsible for monitoring important mailboxes and whitelisting as needed.

6. Data Location and Backups

Mail data is hosted in the EU (Germany, Netherlands, or France). Regular backups are performed according to your service plan. You are responsible for exporting critical mail data before terminating the service.

7. Support and Maintenance

• Support coverage and response times depend on your service tier.
• We provide assistance for mailbox setup, migration, and troubleshooting within documented capabilities.
• Custom integrations or advanced mail routing may require a separate agreement.

8. Service Availability

Target availability is 99.5% monthly, excluding scheduled maintenance and force majeure. Scheduled maintenance will be announced in advance when possible.

9. Data Retention and Deletion

Upon service termination, you have 30 days to export your mail data. After this period, mailboxes and data may be permanently deleted unless legal obligations require retention.

10. Liability

Our liability is limited as described in the General Terms of Service. We are not liable for:

• Mail loss due to user error or misconfiguration
• Delivery failures caused by external providers or blacklists
• Content sent or received by users

11. Changes to Terms

We may modify these terms with 30 days' notice. Continued use of the service after modifications constitutes acceptance of the new terms.

12. Contact

For questions or support, contact us via the helpdesk or email.