Legal

Coldmail ("we", "us", "our") operates the coldmail.host platform. This Privacy Policy explains how we collect, use, and protect your information when you use our services.

Information We Collect

We collect information you provide directly: account details (name, email, company), billing information, domain and mailbox configuration data, and usage analytics related to sending volume and deliverability metrics.

How We Use Your Information

Your information is used to provision and maintain email infrastructure, monitor deliverability health, process payments, provide customer support, and improve our platform. We do not sell your personal data to third parties.

Data Security

We implement industry-standard encryption, access controls, and monitoring to protect your data. All mailbox credentials are encrypted at rest. DNS records and domain configurations are stored in secure, redundant systems.

Data Retention

We retain account data for the duration of your subscription. Upon cancellation, account data is deleted within 30 days, except where required by law or for legitimate business purposes (billing records, fraud prevention).

Your Rights

You may request access to, correction of, or deletion of your personal data at any time by contacting hello@coldmail.host. We respond to all requests within 30 days.

By accessing or using Coldmail, you agree to be bound by these Terms of Service. If you do not agree, you may not use the platform.

Service Description

Coldmail provides cold email infrastructure services including domain provisioning, mailbox creation, DNS authentication configuration, email warmup, IP management, and deliverability monitoring.

Account Responsibilities

You are responsible for maintaining the security of your account credentials, all activity that occurs under your account, and ensuring your email sending practices comply with applicable laws including CAN-SPAM, GDPR, and CASL.

Payment Terms

Subscriptions are billed monthly or annually in advance. All fees are non-refundable except where required by law. We may change pricing with 30 days written notice. Failure to pay may result in service suspension.

Service Availability

We target 99.9% uptime for all infrastructure services. Scheduled maintenance windows are communicated at least 48 hours in advance. We are not liable for downtime caused by factors outside our reasonable control.

Termination

Either party may terminate the agreement at any time. Upon termination, we will deprovision your domains and mailboxes within 7 days. You may export your data prior to termination.

Limitation of Liability

To the maximum extent permitted by law, Coldmail shall not be liable for indirect, incidental, or consequential damages including lost revenue, lost emails, or reputation damage arising from use of our services.

This policy defines acceptable and prohibited uses of Coldmail infrastructure. Violation may result in immediate suspension or termination without refund.

Permitted Use

Coldmail is designed for legitimate B2B cold outreach, sales prospecting, partnership outreach, and business development communications. All sending must comply with applicable anti-spam legislation.

Prohibited Activities

• Sending spam, phishing, or malware distribution emails
• Harvesting email addresses without consent
• Sending to purchased lists without proper opt in verification
• Impersonating other businesses or individuals
• Sending content that is illegal, deceptive, or fraudulent
• Attempting to circumvent sending limits or abuse warmup systems
• Using the service for bulk B2C marketing without explicit consent
• Reselling infrastructure access without an Agency plan

Sending Standards

All emails must include a valid unsubscribe mechanism, accurate sender identification, a legitimate physical mailing address, and truthful subject lines. Bounce rates must remain below 5% and spam complaint rates below 0.1%.

Enforcement

We monitor sending patterns and deliverability metrics. Accounts that violate this policy will receive a warning for first offenses. Repeated or severe violations result in immediate termination. We reserve the right to report illegal activity to appropriate authorities.

Reporting Abuse

If you believe a Coldmail user is violating this policy, please contact abuse@coldmail.host with relevant details. We investigate all reports within 24 hours.