Terms of Service
Last updated: 8 November 2026
These terms are an agreement between you and Polpo Mail ("we", "us") about your use of Polpo Mail (the "Service"). Please read them carefully: by creating an account or using the Service you agree to them.
1. Who may use the Service
The Service is intended for businesses and other organisations, and for people acting on their behalf. You must be at least 16 years old and able to form a binding contract. If you register on behalf of an organisation, you confirm that you are authorised to accept these terms for it, and "you" includes that organisation.
2. Your workspace and domain
To use the Service you register a domain name that you or your organisation controls, and prove control by publishing a DNS record we provide. Until you do, your workspace is pending and cannot send or receive mail; pending registrations that aren't verified within 72 hours are deleted.
A domain can belong to only one workspace. The person who registers it becomes its first administrator, and administrators can create, change and delete other users and administrators. You are responsible for everything that happens in your workspace, including the actions of the users you create, and for keeping the DNS records for your domain accurate.
If we receive credible evidence that a domain was registered by someone who does not control it, we may transfer or remove the workspace.
3. The free plan and limits
The free plan includes up to 10 mailboxes per domain, 1 GB of storage per mailbox by default, and unlimited aliases. Technical limits apply to protect the Service and other users, including a maximum message size of 25 MB and a sending limit of 500 external recipients per user per hour. We may change these limits with reasonable notice. Paid or extended plans, if agreed, are governed by these terms plus the separate terms we agree with you.
4. Acceptable use
You must follow our Acceptable Use Policy. In particular, you must not use the Service to send spam, phishing or malware, to break the law, or to harm the Service or other people.
5. Your content
You keep all rights to the messages, attachments and other data you store or send through the Service ("Your Content"). You give us permission to host, copy, transmit, scan and process Your Content only as needed to provide, secure and support the Service (for example, delivering mail, filtering spam and making backups). We do not use Your Content for advertising and we do not sell it.
You are responsible for Your Content and for having the right to send and store it. You can export your mail at any time using standard IMAP.
6. Privacy
Our Privacy Policy explains how we handle personal data. For personal data contained in Your Content, you (or your organisation) are the controller and we act as your processor, processing it only on your documented instructions as set out in these terms and the Privacy Policy.
7. Security of your account
Keep your password and other sign-in factors confidential, and turn on two-step verification. Tell us without delay at support@polpomail.com if you suspect unauthorised use of your account. We may require extra verification, reset credentials or temporarily block access where we see signs of compromise.
8. Availability and changes
We work hard to keep the Service available and your data safe, but we do not guarantee that it will be uninterrupted or error-free, especially on the free plan. Maintenance, failures of networks or third-party systems, and events beyond our control may affect it. We may improve, change or remove features; if we remove a feature that materially reduces the Service, we'll tell you in advance where we reasonably can.
Email delivery depends on other providers and on your DNS settings, and we cannot guarantee that any message will be delivered or not classified as spam by a recipient.
9. Suspension and termination
You may stop using the Service at any time. An administrator can delete users, and you can ask us to delete your whole workspace by writing to support@polpomail.com.
We may suspend or close an account or workspace, with notice where practical, if you seriously or repeatedly breach these terms or the Acceptable Use Policy, if required by law, or if your use puts the Service or others at risk. We may delete workspaces whose domain no longer points to the Service and that have been inactive for more than 12 months, after notice to the administrators. Where we close a workspace for reasons other than a breach, we'll give you a reasonable opportunity to export your mail first.
10. Disclaimers
Except as expressly stated in these terms, and to the extent permitted by law, the Service is provided "as is" and "as available", without warranties of any kind, whether express or implied, including fitness for a particular purpose and non-infringement. Keep your own copies of important messages.
11. Limitation of liability
To the extent permitted by law, we will not be liable for any indirect, incidental, special or consequential loss, or for loss of profits, revenue, business, goodwill or data, arising from your use of the Service. Our total liability for all claims relating to the Service in any 12-month period is limited to the greater of the amount you paid us in that period and €100. Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.
12. Indemnity
If you use the Service on behalf of an organisation, that organisation will indemnify us against third-party claims arising from Your Content or from its breach of these terms or the Acceptable Use Policy.
13. Changes to these terms
We may update these terms from time to time. If a change is material we will notify administrators by email or in the Service at least 30 days before it takes effect. If you don't agree, you can stop using the Service before the change applies; continuing to use it afterwards means you accept the new terms.
14. Governing law
These terms are governed by the laws of the country in which Polpo Mail is established, and its courts have jurisdiction over any dispute, without prejudice to mandatory rights you have where you are established. If any part of these terms is found unenforceable, the rest remains in effect. These terms, together with the policies they refer to, are the entire agreement between you and us about the Service.
15. Contact
Polpo Mail. Email: support@polpomail.com.