Terms of service

Last updated: [Date]

1. About these terms

These terms apply between Optima Online Solutions Ltd, company number 13395947, registered office Horley Green House, Halifax, HX3 6AS (“we”, “us”), and the business or individual who creates an account (“you”). By creating an account you agree to them. If you use the service on behalf of a business, you confirm you have authority to bind it.

2. The service

Optima Mail Guard connects to email mailboxes you authorise, checks newly arriving messages and moves messages it considers unwanted into a folder in your mailbox. It also provides a dashboard for analytics, rules and billing. We may improve and change the service over time; we'll give reasonable notice of changes that materially reduce it.

3. Filtering is not perfect

• No filter is 100% accurate. Some unwanted email may reach your inbox, and occasionally a wanted email may be filtered.
• By default nothing is permanently deleted: filtered email is moved to a folder in your own mailbox. If you enable automatic clean-up, filtered email older than your chosen period is moved to your mailbox's Trash.
• You remain responsible for checking the filter folder for anything important, particularly while you are getting started.

4. Free trial

New accounts receive a free trial of up to 1,000 email checks for one mailbox, ending after 30 days or when the checks are used, whichever is sooner. When the trial ends, filtering pauses (your email continues to arrive normally) until you choose a paid option.

5. Pay-as-you-go credit

• Credit is bought in advance. Each email checked uses one credit, currently priced at 0.5p.
• Credit is valid for 12 months from purchase and is non-refundable except where required by law or stated otherwise.
• If you enable automatic top-up, you authorise us to charge your saved payment method for the chosen amount when your balance falls below your threshold.
• When your credit runs out, filtering pauses; email delivery is unaffected.

6. Subscriptions

• Subscriptions are billed monthly in advance and renew automatically until cancelled.
• Each plan includes a monthly allowance of checks and a number of mailboxes. We do not charge for exceeding the allowance, but may ask you to move to a suitable plan if your usage is consistently higher, and may pause filtering if usage exceeds three times the allowance.
• You can cancel at any time from your dashboard; the plan runs to the end of the paid period.
• Prices may change with at least 30 days' notice.

7. Your responsibilities

• Only connect mailboxes you own or are authorised to connect, and keep your account credentials secure.
• Do not misuse the service, including attempting to access other customers' data, interfering with the service, reverse engineering it, or using it for unlawful purposes.
• You are responsible for having a lawful basis for the personal data contained in the email you receive.

8. Data protection

Our privacy policy explains how we handle personal data. Where we process personal data in your mailbox on your behalf, we do so as your processor under our data processing terms [link to DPA].

9. Liability

Nothing in these terms limits liability that cannot be limited by law. Subject to that, we are not liable for indirect or consequential loss, loss of profits, business or opportunity, including as a result of an email being filtered or not filtered. Our total liability in any 12-month period is limited to [the fees you paid us in that period / £X]. [Placeholder, to be settled with a solicitor.]

10. Suspension and termination

• You may close your account at any time from your dashboard.
• We may suspend or close accounts that breach these terms or put the service or other customers at risk, giving notice where reasonable.
• On closure we delete your stored credentials immediately and your remaining data in line with our privacy policy.

11. General

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction. If any part is found unenforceable, the rest remains in effect. Contact: support@optimawebdesign.co.uk.