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Finmail Terms of Service

Master subscription and acceptable use terms for Finmail enterprise webmail — billing via Stripe, merchant responsibilities, service levels, and limitation of liability.

Effective:
Last updated:

1. Agreement

These Terms of Service (“Terms”) govern access to the Finmail web application, APIs, and related services (collectively, the “Service”) provided by Finmail Limited, a Hong Kong entity (“Finmail,” “we,” “us”).

By creating an account, clicking “I agree,” or using the Service, you (“Customer,” “you”) accept these Terms on behalf of yourself and the organization you represent. If you do not agree, do not use the Service.

Related policies: Privacy Policy · Security Trust Center · Inactive accounts & recovery FAQ

2. Service description

Finmail provides enterprise webmail with:

  • IMAP-backed mail read/write and metadata indexing;
  • Compliance tooling (audit chains, Legal Hold, compliance officer views);
  • Privacy gateway and secure outbound sharing;
  • Optional AI-assisted summaries and audits (customer-configured);
  • Team collaboration features per subscription tier.

Mail bodies are stored on customer-controlled mail infrastructure unless otherwise agreed in writing. Application metadata and compliance artifacts are hosted in US production infrastructure as described in the Privacy Policy.

Specific features and seat limits per plan are described at /pricing and in the user documentation. These Terms govern use boundaries; they are not an exhaustive feature warranty.

3. Eligibility and accounts

3.1 You must be at least 18 years old and authorized to bind your organization.

3.2 You must provide accurate registration information and maintain the security of credentials. You are responsible for activity under your account.

3.3 We may suspend accounts for suspected fraud, abuse, or non-payment.

4. Subscription, billing, and Stripe

4.1 Plans. Features and seat limits are defined at /pricing and in your order form. Prices exclude taxes unless stated.

4.2 Payment processor. Card and subscription payments are processed by Stripe, Inc. (“Stripe”). By subscribing, you also agree to Stripe’s Services Agreement where applicable.

4.3 Merchant of record. Finmail is the seller of the Service. Charges appear on your statement per the descriptor configured with Stripe.

4.4 Trials. Free trials, if offered, convert to paid subscriptions unless cancelled before the trial end date shown at checkout or in the admin console.

4.5 Renewals. Subscriptions renew automatically each billing period until cancelled. You may cancel via account settings or by contacting [email protected].

4.6 Refunds. Except where required by law or explicitly stated in an order form:

  • Monthly subscriptions: no refunds for partial periods;
  • Annual subscriptions: pro-rata refund only for documented service unavailability exceeding SLA credits;
  • Abuse of refund requests may result in account termination.

4.7 Taxes. You are responsible for applicable VAT, GST, or sales tax. We may collect tax where Stripe Tax or equivalent is enabled.

4.8 Failed payments. We may downgrade or suspend the Service after reasonable notice if payment fails.

4.9 Inactive accounts (unpaid legacy free tier). The following applies primarily to unpaid legacy free mailboxes. Plus, Professional, Team, Enterprise, and equivalent paid legacy tiers are excluded from automated inactivity suspension and purge while the subscription remains active.

4.9.1 Activity definition. “Activity” means a successful Webmail login (including required two-factor authentication) or an authenticated IMAP session through Finmail (including Webmail mail fetch and IMAP IDLE; throttled to at most once per hour by default). Inactivity is measured from last_activity_at when present, otherwise last_login_at, then account creation time if you have never produced an activity record.

4.9.2 Lifecycle.

  • After 180 days without activity, we may suspend the account, blocking Web login and IMAP/SMTP. Mail bodies generally remain on the mail server at this stage.
  • After a further ~185 days without activity while suspended (approximately 365 days total from the same activity baseline), we may physically delete mailbox storage and mark the account purged. The email address cannot be re-registered; user records may be retained to prevent address reuse.

4.9.3 Notice and export. We will provide reasonable notice before suspension and final purge where technically feasible. Export important data before extended disuse. See the Inactive accounts & recovery FAQ and the Privacy Policy retention table.

4.10 Account recovery and reactivation.

4.10.1 Suspended but not purged. If your account is suspended and mail has not been purged, contact [email protected]. We typically restore access at no charge for a first inactivity suspension.

4.10.2 Post-recovery login obligation. After reactivation you must sign in to Webmail within 7 calendar days to refresh your activity timestamp. IMAP or SMTP access alone does not satisfy this requirement. Failure to sign in to Webmail may result in re-suspension on the next maintenance cycle.

4.10.3 Repeat recoveries. For the same account repeatedly suspended for inactivity, we are not obligated to provide unlimited free recoveries and may:

  • require written acknowledgment of the inactivity policy;
  • require an active Plus / Professional or other paid subscription before reactivation;
  • charge a one-time reactivation fee (quoted in writing in advance); or
  • refuse further reactivation.

4.10.4 Purged accounts. After purge, self-service login, password reset, and admin-console reactivation are unavailable. We may offer a paid data-salvage service only where a separate operations backup exists and recovery is technically feasible; no guarantee of mail recovery. Purged email addresses cannot be used for new registration.

4.10.5 Abuse suspensions. Suspensions for spam, fraud, abuse, or non-payment (Sections 3.3 and 5) are not covered by the free inactivity reactivation policy in Sections 4.10.1–4.10.3. We may investigate and deny or condition reactivation.

4.10.6 Paid subscriptions. Recovery for accounts with an active paid subscription is handled under your order and [email protected], without a separate inactivity reactivation fee, except for backup salvage under Section 4.10.4.

5. Acceptable use

You will not:

  • Use the Service for unlawful, harassing, abusive, or fraudulent activity;
  • Upload or transmit content that violates third-party rights, applicable law, or professional conduct standards;
  • Send malware, phishing, spam, chain letters, or unsolicited bulk mail in violation of applicable law;
  • Attempt to bypass security, access other tenants’ data, probe systems without authorization, or interfere with network integrity;
  • Use automated agents or scripts to create accounts or scrape the Service without permission;
  • Harvest information about other users without consent;
  • Resell the Service without a written partner agreement;
  • Use the Service for businesses prohibited by Stripe or Finmail risk policy (including illegal financial schemes, unlicensed money transmission where prohibited, or sanctioned jurisdictions).

We may review activity, remove content, investigate violations, suspend or terminate accounts, and cooperate with law enforcement.

5.1 Abuse reporting. To report spam, phishing, malware, or other misuse sent through or impersonating Finmail (including forged @finmail.com sender addresses), email [email protected]. Include the full message with headers (forward as attachment or paste raw source) and a brief description. For step-by-step guidance, see Report abuse. Do not use abuse@ for vulnerability disclosure — use [email protected]. For personal data requests, use [email protected].

6. Customer data and privacy

6.1 Ownership. You retain ownership of your data. You grant Finmail a limited license to host, process, and transmit data solely to provide the Service.

6.2 Privacy Policy. Processing of personal data is described in our Privacy Policy. Enterprise customers may execute a Data Processing Agreement (DPA) on request.

6.3 AI features. When enabled, AI providers may process redacted content per your settings. You are responsible for ensuring AI use complies with your regulatory obligations.

6.4 No professional advice. Finmail is a productivity and communication tool, not a licensed accounting, tax, legal, or audit firm. AI-generated summaries, invoice extractions, and financial data suggestions are provided for convenience only. You must independently verify all AI outputs before using them for official tax filings, financial audits, regulatory submissions, or investment decisions. Use of the Service does not create an accountant-client, attorney-client, or fiduciary relationship.

6.5 User content license. You retain ownership of content you submit. You grant Finmail a limited, non-exclusive license to host, process, and transmit your content solely to provide the Service—including AI features you enable. This license does not permit Finmail to publicly display private mail or use your content to train generalized AI models.

7. Confidentiality and security

We implement safeguards described in the Security Trust Center. Neither party may disclose the other’s confidential information except as required by law or with consent.

8. Intellectual property

Finmail owns the Service, software, and branding. You receive a non-exclusive, non-transferable license during the subscription term. Feedback may be used to improve the Service without obligation.

8.1 Copyright complaints. If you believe content on the Service infringes your copyright, send a written notice to [email protected] including: (a) your signature; (b) identification of the copyrighted work; (c) identification of the infringing material and its location; (d) your contact information; (e) a good-faith statement of unauthorized use; and (f) a statement under penalty of perjury that you are authorized to act on behalf of the copyright owner. Misrepresentations may result in liability under applicable law (including 17 U.S.C. § 512(f) where applicable).

9. Disclaimers

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY LAW, FINMAIL DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

We do not guarantee uninterrupted, error-free, or fully accurate operation. Mail delivery depends on third-party MTAs and your infrastructure. AI outputs may be incomplete or incorrect; reliance on the Service for critical financial deadlines is at your own risk.

Finmail is not liable for lost tax savings, regulatory fines, or penalties arising from unverified AI outputs or data loss where you failed to maintain independent backups of financial records.

10. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, FINMAIL’S AGGREGATE LIABILITY ARISING FROM THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE AMOUNTS PAID BY YOU TO FINMAIL IN THE TWELVE (12) MONTHS BEFORE THE CLAIM.

WE ARE NOT LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR LOSS OF PROFITS, DATA, OR GOODWILL.

Some jurisdictions do not allow certain limitations; in those cases, liability is limited to the fullest extent permitted.

11. Indemnification

You will defend and indemnify Finmail against claims arising from your data, your use of the Service, or your violation of these Terms, except to the extent caused by Finmail’s gross negligence or willful misconduct.

12. Termination

Either party may terminate for material breach not cured within 30 days of notice. You may cancel subscriptions per Section 4. Upon termination, access ceases; export may be available for a limited period where technically feasible.

Sections that by nature should survive (payment obligations, liability limits, indemnity) survive termination.

13. Governing law

These Terms are governed by the laws of the Hong Kong Special Administrative Region, without regard to conflict-of-law principles. Courts in Hong Kong have exclusive jurisdiction, subject to mandatory consumer protections in your jurisdiction where applicable.

14. Changes

We may modify these Terms. Material changes will be posted at /legal/terms with an updated date. Continued use after the effective date constitutes acceptance where permitted.

15. Contact

Finmail Limited
Unit 2A, 17/F, Glenealy Tower, No. 1 Glenealy, Central, Hong Kong

General: [email protected] · [email protected]
Billing: [email protected]
Abuse (spam / phishing / forged mail): [email protected]
Security (architecture / vulnerabilities): [email protected]
Legal / privacy: [email protected]