Business Terms

1. About these terms

These terms apply when you use Viremail Business: a business on your own domain, with mailboxes for the people who work with you. They add to our Terms of Service, which still apply. If the two conflict on a Business matter, these terms win. Our Data Processing Addendum covers personal data.

"You" means the organisation the business belongs to. The person who creates the business confirms they may accept these terms for it.

2. Your business and its people

• The person who creates a business is its owner and runs it from their own Viremail account, which stays personal.
• Mailboxes you create on your domains belong to the business. You decide who gets one, and you are responsible for what your users and admins do.
• You must keep admin sign-in details safe, and tell us quickly if you think an admin account has been misused.
• A business mailbox cannot create a business of its own.

3. Your domains

You may only add a domain you control, and you prove it with a DNS record. While a domain is with us, nobody can sign up for a free Viremail address on it. You keep the domain; if you leave, you point its records elsewhere. We may refuse or remove a domain that is used for abuse or that someone else shows they control.

4. Plans, seats and prices

• A seat is one person with a mailbox on your domain, active or suspended. Up to 5 shared mailboxes and admins from outside your organisation do not use a seat.
• The monthly plan is $12 per seat per month. The yearly plan is $120 per seat per year ($10 a month). Prices are in US dollars and do not include tax, which is added where it applies.
• We may change prices with at least 30 days’ notice by email. A new price applies from your next renewal, never to a period you have already paid for.
• Payments are handled by Stripe. Your card details go to Stripe and never reach us.

5. The free month

Your business’s first mailbox is free for 30 days from the moment you create it, with no card needed. If you choose a plan during that time, paying starts when the free month ends. If you have not chosen a plan when it ends, the non-payment timeline in section 9 starts, so you do not lose anything straight away.

6. Automatic renewal

Your plan renews automatically at the end of each month or year, at the price and number of seats then in place, and we charge the payment method on file until you cancel. For yearly plans we email you at least 30 days before each renewal. You can cancel at any time, as section 8 explains.

7. Changing seats

• Adding a seat charges straight away for the rest of the current period.
• On a monthly plan, removing a seat gives a credit for the rest of the period on your next invoice.
• On a yearly plan, you can lower the number of seats for your next renewal. Until then, the seats you paid for stay available.
• You cannot have fewer seats than the people using them.

8. Cancelling and refunds

You can cancel in the Business tab at any time, with no need to call or write to us. Your plan keeps working until the end of the period you have paid for, then the timeline in section 9 applies from day 30, so you have time to export your data. You can undo a cancellation until the period ends.

We do not refund part periods, including the rest of a year after a yearly plan is cancelled, except where the law requires it. Nothing in these terms takes away rights you have under consumer law. [Lawyer to confirm the refund wording for consumers and small businesses in the UK, EU, US and Australia]

9. If a payment fails

We never delete your mail quickly, and mail keeps arriving while you can still pay. Counting from a failed payment or the end of the free month:

Paying at any point before closure restores everything.

10. Sending mail from your domain

Business mail must follow our Acceptable Use Policy and Anti-Spam Policy. To protect every customer’s delivery, these limits apply:

Your domain must keep the SPF, DKIM and DMARC records we ask for. We may lower the limits for, or pause sending from, a domain whose mail is reported as spam or harms delivery for others, and we will tell you why.

11. Analytics, presence and location

If you turn on business analytics, presence or location, you must first complete the monitoring setup in the service and make sure the monitoring is lawful where your people work, including giving them notice. If you make location required, you confirm you have a lawful basis for it and have told your staff. Our Workplace Monitoring Policy explains what the service does and what you must do.

12. Rota, clocking in and timesheets

• Rota helps you plan shifts and keep working time records. Its checks for rest, hours, breaks and overtime, and its presets for the UK, the US, California and Australia, are a starting point, not legal advice. You remain responsible for paying your staff correctly and for following the working time, wage and leave laws and agreements that apply to them.
• Location and network checks at clock-in count as monitoring: you can turn them on only after you publish your monitoring notice, as section 11 explains.
• Working time records are kept for the period you set, which cannot be shorter than the legal minimum where your staff work.

13. Billing and tax

• Billing, when it opens, helps you issue invoices with the details tax law asks for in the UK, the EU, Australia, India and the United States. Using it does not make you tax compliant on its own: you are responsible for your tax rates, registrations, returns and payments, and for checking each invoice.
• Billing does not issue Indian e-invoices through the government’s invoice registration portal. A business that must use e-invoicing has to issue those elsewhere.
• Payments for your invoices go to your own Stripe or Razorpay account, under your agreement with them. We are not a party to those payments and never hold your customers’ money.
• Issued invoices cannot be changed or deleted. Corrections are made with credit notes, and invoices are kept for the period tax law requires.
• Review requests must go to every paying customer alike: no rating question first, no reward for a review and no fake reviews, as our Acceptable Use Policy sets out.

14. Business pages

You decide what your business page says, and you are the controller of what the page shows. It must be accurate, it must be yours to publish, and it must follow our Acceptable Use Policy. A page can only be published by a business with a verified domain and an active mailbox.

Anyone can report a page. We may hold a page for a check before it goes public, or hide or remove it, and we may take back a page name that copies someone else’s. Each time, we tell you the reason and how to appeal, as our reports and takedown policy explains.

15. Custom domain for your business page

• When it opens, you can show your business page on a domain you own for $8 a month on a monthly plan, or $96 a year on a yearly plan, plus tax where it applies. It needs a paid plan and is billed with your seats.
• You can remove it at any time. On a monthly plan it stops at once with a credit for the rest of the month; on a yearly plan it stays until your renewal and is not charged again.
• If your DNS stops pointing the domain to us, the page stops showing on it, and you keep paying until you remove the domain.

16. Service levels and support

We aim to keep Viremail available 99.9% of the time each month, not counting planned maintenance we tell you about. We do not offer service credits yet. You can reach support at [email protected].

17. Closing a business

The owner can close a business at any time, after exporting what they need. We may suspend or close a business that seriously breaks these terms, as our Terms of Service explain. When a business closes, its data is deleted as section 9 and our Data Processing Addendum describe.

18. Liability

The limits on liability in our Terms of Service apply to Business too. [Lawyer to set the liability cap for business customers, for example the fees paid in the 12 months before the claim]

19. Changes and governing law

We will give at least 30 days’ notice by email of changes to these terms that affect you. They are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction, except where the law where you are based says otherwise. [Lawyer to confirm the governing law for US and Australian customers]