1. Acceptance of Terms
By accessing or using the Groupmail application (“Service”), you agree to be bound by these Terms of Service (“Terms”). If you disagree with any part of the Terms, you may not access the Service. These Terms apply to all visitors, users, and others who access or use the Service.
2. Platform Purpose
Groupmail is a community-focused email platform designed to help organisations communicate with their members, supporters, and communities. It is built for organisations that need a simple, effective way to stay in touch with people who have an existing relationship with them.
Groupmail is not a lead generation, cold outreach, or bulk marketing platform. Use of the Service for these purposes is expressly prohibited and may result in immediate account suspension or termination.
3. Definitions
- “Service” means the Groupmail platform, including all features, tools, and communications infrastructure provided through groupmail.io and groupmail.info.
- “User” or “you” means any individual or organisation that creates an account and uses the Service.
- “Contacts” means the email recipients added to your account.
- “Cold outreach” means unsolicited email sent to recipients who have no prior relationship with the sender and have not opted in to receive communications.
- “Community communications” means email sent to recipients who have an existing relationship with, or have opted in to receive communications from, the sending organisation.
4. Permitted Use
Groupmail is intended for community communications. Permitted uses include, but are not limited to:
- Newsletters and updates to members of a club, association, or community group
- Communications to supporters, donors, or volunteers of a charity or non-profit
- Internal communications within an organisation or team
- Event announcements and invitations to individuals who have opted in to receive them
- Transactional or service-related messages to existing customers or members
5. Prohibited Use
The following activities are strictly prohibited. Engaging in any of the following may result in immediate suspension or termination of your account:
- Cold outreach or cold emailing, including unsolicited B2B or B2C prospecting emails to individuals or organisations with whom you have no prior relationship
- Lead generation campaigns, including emails sent for the purpose of generating sales leads from unsolicited recipients
- Use of purchased, rented, scraped, or third-party mailing lists — all contacts must have been collected directly by you with the consent of the recipient
- Sending emails to role-based addresses (e.g. info@, sales@, contact@) as part of a mass outreach or prospecting campaign
- Sending spam or any unsolicited bulk email
- Sending content that is unlawful, defamatory, threatening, harassing, fraudulent, or that infringes on the intellectual property rights of others
- Sending content that contains malware, phishing attempts, or deceptive links
- Sending content that promotes illegal activities or makes false or misleading claims about products or services
- Impersonating another person or organisation
- Attempting to circumvent sending limits, review processes, or other platform safeguards, including creating multiple accounts to avoid limits
6. Sending Limits and Account Review
To protect the integrity of the platform and the deliverability of all users, Groupmail enforces sending limits and account reviews.
6.1 Initial Sending Limit
All new accounts are subject to an initial sending limit. Once this limit has been reached, your account will be assessed and, if your sending activity is in accordance with these Terms, it will be fully activated. Any emails sent above the initial sending limit will be held in a mail queue until the review is complete.
6.2 Bounce and Spam Rate Monitoring
We continuously monitor bounce rates and spam complaint rates across all accounts. The following thresholds apply:
- Bounce rate above 5%: your account will be flagged for review
- Bounce rate above 10%: sending may be paused pending review
- Spam complaint rate above 0.2%: your account will be flagged for review
- Spam complaint rate above 0.5%: sending may be paused pending review
If your account is placed under review, you will be notified via your dashboard and/or email. We may contact you for further information about your mailing list or content. It is your responsibility to maintain a clean mailing list and to regularly remove bounced or unsubscribed addresses.
6.3 Using Your Own SMTP Key
Users who wish to send higher volumes or who prefer to manage their own sending infrastructure may connect their own SMTP key. Users sending via their own SMTP key remain bound by these Terms with respect to content and conduct, but sending limits and delivery review processes will be governed by their own SMTP provider.
7. Your Responsibilities
As a user of the Service, you are responsible for:
- Ensuring that all contacts on your mailing list have given their consent to receive emails from you
- Maintaining a clean mailing list by regularly removing bounced or unsubscribed addresses
- Complying with all applicable laws and regulations, including but not limited to the General Data Protection Regulation (GDPR), the ePrivacy Directive, and any relevant anti-spam legislation in your jurisdiction
- Providing accurate information about your organisation and the nature of your email communications
- Including a working unsubscribe mechanism in every email, as required by law
- Honouring all unsubscribe requests promptly
- Safeguarding the password that you use to access the Service and notifying us immediately of any unauthorised use of your account
8. User Accounts
When you create an account with us, you must provide information that is accurate, complete, and current at all times. Failure to do so constitutes a breach of the Terms, which may result in immediate termination of your account.
You are responsible for all activities and actions that occur under your account. You agree not to disclose your password to any third party.
9. Third-Party Infrastructure
Groupmail uses third-party email delivery infrastructure to send emails on your behalf. Your use of the Service is also subject to the acceptable use policies of these providers.
In the event that a third-party provider pauses or restricts sending from your account due to a policy concern, your Groupmail account may be placed under review until the matter is resolved. You will be notified via your dashboard if this occurs.
Our primary email delivery partner is SMTP2Go. Your use of the Service is subject to the SMTP2Go Terms of Service in addition to these Terms.
10. Intellectual Property
The Service and its original content, features, and functionality are and will remain the exclusive property of Groupmail Ltd. and its licensors. The Service is protected by copyright, trademark, and other laws of both Ireland and foreign countries. Our trademarks and trade dress may not be used in connection with any product or service without the prior written consent of Groupmail Ltd.
11. Use License
Permission is granted to temporarily download one copy of the materials (information or software) on Groupmail's website for personal, non-commercial transitory viewing only. This is the grant of a license, not a transfer of title, and under this license, you may not:
- Modify or copy the materials
- Use the materials for any commercial purpose, or for any public display (commercial or non-commercial)
- Attempt to decompile or reverse engineer any software contained on Groupmail's website
- Remove any copyright or other proprietary notations from the materials
- Transfer the materials to another person or “mirror” the materials on any other server
12. Suspension and Termination
We reserve the right to suspend or terminate your account, without prior notice, if we reasonably believe that:
- You have breached these Terms
- Your sending activity poses a risk to the platform, its infrastructure, or other users
- Your account has been flagged by our third-party email delivery provider for policy violations
We will endeavour to notify you promptly in the event of a suspension and provide an opportunity to resolve the issue. However, we are under no obligation to restore access to any account that has been terminated for a breach of these Terms.
Upon termination, your right to use the Service will immediately cease. Termination of an account for breach of these Terms does not entitle you to any refund.
13. Limitation of Liability
The Service is provided on an “as is” and “as available” basis. We do not guarantee uninterrupted or error-free service. To the maximum extent permitted by law, Groupmail shall not be liable for any indirect, incidental, or consequential damages arising from your use of the Service, including but not limited to lost data, lost revenue, or damage to reputation.
We are not responsible for the actions of third-party providers, including any delays, suspensions, or data loss caused by third-party infrastructure.
14. Links to Other Web Sites
Our Service may contain links to third-party web sites or services that are not owned or controlled by Groupmail.
Groupmail has no control over, and assumes no responsibility for, the content, privacy policies, or practices of any third-party web sites or services. You further acknowledge and agree that Groupmail shall not be responsible or liable, directly or indirectly, for any damage or loss caused or alleged to be caused by or in connection with use of or reliance on any such content, goods, or services available on or through any such web sites or services.
15. Data and Privacy
Your use of the Service is also governed by our Privacy Policy. We process personal data in accordance with applicable data protection laws, including the GDPR. You remain the data controller for any personal data you upload to or process through the Service.
16. Changes to These Terms
We may update these Terms from time to time. If we make material changes, we will notify you via email or through your dashboard. Continued use of the Service after changes take effect constitutes your acceptance of the updated Terms.
17. Governing Law
These Terms shall be governed by and construed in accordance with the laws of Ireland. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of Ireland.
18. Contact Us
If you have any questions about these Terms, please contact us.