Terms of Service

1. Acceptance of Terms

By creating an account or using PikoMails services, you agree to these Terms of Service. If you are using PikoMails on behalf of an organization, you represent that you have authority to bind that organization to these terms.

2. Description of Service

PikoMails provides business email hosting services including:

• Custom domain email hosting (IMAP/SMTP)
• Web-based email client (webmail)
• Domain management and DNS verification
• Mailbox management dashboard
• Spam and virus filtering
• Email authentication (SPF, DKIM, DMARC)

3. Account Registration

You must provide accurate, complete information when registering. You are responsible for maintaining the security of your account credentials. You must notify us immediately of any unauthorized access to your account.

4. Acceptable Use

You agree NOT to use PikoMails to:

• Send unsolicited bulk email (spam)
• Distribute malware, viruses, or harmful content
• Engage in phishing or impersonation
• Violate any applicable laws or regulations
• Infringe on intellectual property rights
• Harass, abuse, or threaten others
• Store or transmit illegal content

Violation of these rules may result in immediate account suspension without refund.

5. Plans & Billing

Free Plan: Limited to 1 mailbox, 1 domain, 500 MB storage, and 100 emails per month. No payment required.

Paid Plans: Billed monthly or annually in Rwandan Francs (RWF). Annual billing is charged for 10 months with 12 months of service. Payments are processed via MTN Mobile Money, Airtel Money, or card.

Upgrades: Take effect immediately. The price difference is prorated for the current billing period.

Downgrades: Take effect at the end of the current billing period. You must reduce your usage (mailboxes, domains) to fit the lower plan before downgrading.

Refunds: Monthly plans are non-refundable. Annual plans may be refunded for unused months within the first 30 days of purchase.

6. Free Trial

New accounts receive a 14-day free trial on the Business plan. No payment is required. After the trial, your account will revert to the Free plan unless you subscribe to a paid plan. No data will be lost.

7. Data Ownership

You retain full ownership of all data stored in your PikoMails account, including emails, contacts, and attachments. We claim no intellectual property rights over your content.

You may export your data at any time via IMAP or by contacting support.

8. Service Availability

We target 99.9% uptime for our email services. Scheduled maintenance will be communicated in advance. We are not liable for downtime caused by:

• DNS issues on your domain registrar
• Internet connectivity issues
• Third-party service failures
• Force majeure events

See our Service Level Agreement for details.

9. Termination

You may cancel your account at any time from the dashboard settings. We may suspend or terminate accounts that violate these terms, with or without notice.

Upon termination, your data will be retained for 30 days, then permanently deleted.

10. Domain Ownership & DNS

You must own or have authorization to use any domain you add to PikoMails. We verify domain ownership via DNS TXT records. You are responsible for maintaining correct DNS records (MX, SPF, DKIM, DMARC) at your domain registrar.

If your domain DNS records become invalid, email delivery may be affected. PikoMails is not responsible for email delivery failures caused by incorrect or missing DNS records on your domain.

11. Email Sending Limits & Anti-Spam

To maintain our sending reputation and protect all customers:

• Free plan: 100 emails per month
• Paid plans: Unlimited emails for legitimate business use
• Bulk marketing email is not permitted without prior approval
• We monitor for unusual sending patterns that may indicate spam or compromised accounts
• Accounts found sending spam will be suspended immediately without refund

We reserve the right to temporarily limit sending from any account if it threatens our IP reputation or other customers' deliverability.

12. Storage Limits

Each plan includes a specific storage allocation per mailbox:

• Free: 500 MB per mailbox
• Starter: 5 GB per mailbox
• Business: 10 GB per mailbox
• Pro: 15 GB per mailbox

When a mailbox reaches its storage limit, incoming emails will be rejected until space is freed. We will notify you when a mailbox reaches 80% and 95% of its storage limit.

13. Account Security

You are responsible for:

• Keeping your account password secure and confidential
• Keeping your mailbox passwords secure
• All activity that occurs under your account
• Notifying us immediately if you suspect unauthorized access

We recommend enabling two-factor authentication (2FA) when available. We will never ask for your password via email or phone.

14. Intellectual Property

The PikoMails name, logo, website design, dashboard interface, webmail client, and all associated software are the intellectual property of PikoMails. You may not copy, modify, distribute, or reverse-engineer any part of our service.

You retain full ownership of your email content, domain names, and business data. We claim no rights to your content.

15. Indemnification

You agree to indemnify and hold PikoMails harmless from any claims, damages, losses, or expenses (including legal fees) arising from:

• Your violation of these terms
• Your use of the service
• Content you send or receive through the service
• Your violation of any third-party rights

16. Limitation of Liability

To the maximum extent permitted by law:

• PikoMails is provided “as is” and “as available” without warranties of any kind, express or implied
• We do not warrant that the service will be uninterrupted, error-free, or completely secure
• We are not liable for indirect, incidental, special, consequential, or punitive damages
• We are not liable for loss of data, revenue, or business opportunities
• Our total liability shall not exceed the amount you paid in the 12 months preceding the claim

17. Dispute Resolution

Any disputes arising from these terms shall be resolved as follows:

• Informal resolution: Contact us first at legal@pikomails.com. We will attempt to resolve the issue within 30 days.
• Mediation: If informal resolution fails, both parties agree to mediation before pursuing legal action.
• Governing law: These terms are governed by the laws of the Republic of Rwanda.
• Jurisdiction: Any legal proceedings shall be brought in the courts of Kigali, Rwanda.

18. Migration & Portability

You have the right to migrate your data to or from PikoMails at any time:

• Import: We offer free migration assistance from Google Workspace, Zoho, and other providers for Business and Pro plans
• Export: All emails are accessible via standard IMAP protocol. You can download your emails using any IMAP client at any time
• No lock-in: We use standard email protocols (IMAP/SMTP). There is no proprietary format that prevents migration

19. Force Majeure

PikoMails shall not be liable for any failure or delay in performance due to events beyond our reasonable control, including but not limited to: natural disasters, war, terrorism, riots, pandemics, government actions, power failures, internet disruptions, or cyber attacks of unprecedented scale.

20. Severability

If any provision of these terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions shall remain in full force and effect.

21. Entire Agreement

These Terms of Service, together with our Privacy Policy and Service Level Agreement, constitute the entire agreement between you and PikoMails regarding the use of our services.

22. Changes to Terms

We may update these terms from time to time. We will notify you of material changes via email or dashboard notification at least 30 days before they take effect. Continued use of PikoMails after changes constitutes acceptance of the new terms.

23. Contact

For legal inquiries regarding these terms: