Terms & Policies

HostPapa's Terms of Service, and any applicable policies or purchase orders are incorporated herein by reference. Unless otherwise stated, capitalized terms used herein have the meaning ascribed to them in the Terms of Service and purchase order, if any.

1. Acceptance of Terms

By activating, accessing, or using our business-class email services, platforms, and associated infrastructure (the "Services"), including any AI-powered features (“AI Service”), you agree to be bound by these Terms of Use. If you are entering into this Agreement on behalf of a company or other legal entity, you represent that you have the authority to bind such entity.

2. Service Description

The Services provide a domain-matched, business-class email communication platform utilizing secure standard protocols (including POP3, IMAP, and SMTP), webmail interfaces, administrative control panels, and integrated productivity tools such as calendars, task management systems, contacts, and cloud notes. Our optional AI Service is a core engine providing email drafting, content refinement, smart summaries, sentiment analysis, priority inbox management, and personalized voice learning. HostPapa reserves the right to modify or discontinue features, including AI capabilities, with 30-days prior notice.

2.1 AI Service Usage and Consent (If Applicable)

Availability: The AI Service is not a standard inclusion in any email plan and must be explicitly opted into if offered with your plan. This section applies only to email plans with the optional AI Service enabled.

Data Processing: To provide personalized AI features (e.g., tone adaptation), the system may process, analyze, and store interactions, writing samples, and feedback.

Consent: By enabling AI features, you grant us permission to process this data for the purpose of maintaining and improving the AI functionality in accordance with our Privacy Policy.

Opt-In/Opt-Out: You maintain the right to opt-in or opt-out of personalized AI data collection via your account settings.

2.2 Storage and Back-Up
Storage Capacity: Each mailbox is bounded by the storage allocation specified within your chosen plan tier (e.g., 3GB or 5GB allocations). It is your responsibility to monitor storage thresholds. Mailboxes that reach 100% capacity will experience delivery failures, and inbound messages will be returned to the sender as undeliverable.

Backup and Data Loss: You are solely responsible for maintaining local archives and secondary backups of business-critical communications. The Company disclaims all liability for data loss arising from account deletions, capacity overages, or user-initiated modifications.

2.3 Automated System Scanning
You acknowledge and agree that HostPapa utilizes automated scanning protocols to inspect inbound and outbound traffic solely for the purposes of identifying spam, phishing signatures, known malware, and virus payloads. These automated procedures are critical to maintaining network security and IP address reputation.

3. AI Accuracy and Disclaimer (If Applicable)

Where applicable, the AI-generated content is provided for assistance purposes only. We do not warrant that the output is accurate, complete, or reliable. You are solely responsible for reviewing, verifying, and editing all content generated by the AI before it is sent or published. We assume no liability for errors or omissions in AI-generated content.

4. Acceptable Use and Compliance

The Service must be used strictly for lawful commercial and professional communications. You agree to comply with all applicable laws, including but not limited to the CAN-SPAM Act, CASL, GDPR, and CCPA.

Prohibited Content: You may not use the Services to send unsolicited commercial email (“Spam”), transmit harmful or illegal material, or engage in activity that violates third-party rights. All marketing or bulk distributions must utilize explicit, verifiable, opt-in consent mechanisms. Masking, spoofing, or falsifying email headers, routing information, or sender identities is strictly prohibited.

Responsibility: You are the sole sender of any messages transmitted through the Services and are responsible for ensuring your communications contain required disclosures (e.g., unsubscribe mechanisms).

5. Data Protection and Privacy

We process personal data in accordance with applicable data protection laws, including GDPR and CCPA. We implement industry-standard security measures. Your rights regarding data access, rectification, and erasure are governed by our Privacy Policy and applicable local regulations. HostPapa's Data Processing Addendum governs GDPR and CCPA compliance for applicable customers.

HIPAA Warning: Unless explicitly agreed upon through a signed Business Associate Agreement (BAA) executed directly between Customer and HostPapa standard business-class email environments are not certified for the storage or transmission of Protected Health Information (PHI) under the Health Insurance Portability and Accountability Act (HIPAA).

6. Intellectual Property

You retain complete ownership, copyright, and all associated intellectual property rights over the text, attachments, data, and files transmitted or hosted within your email instances. HostPapa claims no ownership stake in Customer's content.

All software, webmail interfaces, custom administrative consoles, underlying code, network documentation, and proprietary methodologies utilized to deliver the Services, including the underlying AI models, software, and interface design, remain the exclusive property of HostPapa or the property of our licensors. You are granted a limited, non-exclusive, non-transferable, revocable license to access the Services for your internal business purposes.

7. Disclaimer of Warranties and Limitation of Liability

You acknowledge that HostPapa does not warrant uninterrupted or error-free Service.

Disclaimer: The Services are provided on an "as-is" and "as-available" basis. We expressly disclaim all warranties, whether express, implied, or statutory, including warranties of merchantability, fitness for a particular purpose, or non-infringement.

Modifications: We reserve the right to modify these terms. Your continued use of the Services following notice of changes constitutes your acceptance of the revised Agreement. HostPapa shall be permitted from time to time to interrupt the Services in order to provide maintenance to the Service.

8. Termination

We reserve the right to suspend or terminate your access to the Services immediately if you breach these Terms of Service. Upon the expiration, cancellation, or termination of the Service for any reason, the Company is under no obligation to maintain or retain customer data. All mailboxes, archives, server logs, configurations, and stored files will be permanently purged from our primary servers and backup arrays in accordance with our data retention policy.