These Terms of Service ("Terms") are a contract between you ("you", "your account") and HRMFIRM LTD, a company registered in England and Wales (16785320), trading as KapoMail ("we", "us", "KapoMail").
If you are entering into these Terms on behalf of a company or other organisation, you confirm you have authority to bind that organisation, and "you" means that organisation.
By creating an account, or by sending mail through the platform, you accept these Terms. If you do not accept them, do not use KapoMail.
KapoMail is transactional email infrastructure: an SMTP relay and HTTP sending API, together with a dashboard for domain verification, credential management, delivery activity and suppression lists.
The service is for transactional email only — messages sent to a specific recipient in response to an action they took, or as part of an existing service relationship. It is not a marketing or bulk-mail platform. What counts as an acceptable use, and what does not, is set out in full in our Acceptable Use Policy ("AUP"), which is incorporated into these Terms by reference. Where these Terms and the AUP conflict on a question of acceptable use, the AUP governs.
We may add, change or retire individual features over time. We will not remove a feature you rely on without reasonable notice, except where required immediately for security, legal or abuse reasons.
Every account is reviewed by a person before it may send live mail. We may decline an application, or ask for more information first, without giving extensive reasons — this is a normal part of running a sending platform responsibly, and it protects the deliverability of every other customer on it.
You must be at least 18, provide accurate registration information, and keep your account contact details current — this is how we reach you about your domains, your billing, and any abuse or security issue.
You are responsible for everything that happens under your account, including actions taken by your staff, your contractors, and — if you are an agency — your clients. Keep your credentials secure; see the credential-security obligations in the AUP.
Plans and pricing. Current plans, included volumes and prices are published at kapomail.com/pricing. We will tell you at least 30 days before a price change takes effect on your account; continuing to use the service after that date means you accept the new price.
Overage — no hard stop. Each plan includes a monthly email volume. If you exceed it, sending does not stop — your customers' password resets and receipts should never fail because of a billing threshold. Instead the extra volume is billed at the published overage rate for your plan. We email you when you reach 80% of your included volume, and again when you cross it.
VAT. Published prices exclude VAT. VAT is added at the applicable UK rate for UK customers. Business customers in the EU with a valid VAT number are invoiced under the reverse charge; the VAT number you give us is your responsibility to keep correct.
Payment. Fees are collected in advance for the coming billing period, plus any overage from the period just ended, by the payment method you have on file. A failed payment does not entitle you to sending you have not paid for — we will contact you and allow a reasonable window to fix it before suspending for non-payment.
Refunds. Fees already charged are non-refundable except where required by law, or where we terminate the agreement for our own convenience under clause 7.
You are responsible for:
Suspension. We may suspend a credential, a domain, a project, or your whole account, with or without prior notice, where we reasonably believe: you have breached these Terms or the AUP; your sending presents an immediate risk to recipients, to other customers' deliverability, or to our infrastructure; your account is used fraudulently or without authorisation; or we are required to by law or by a legal process. Where we act without prior notice we will tell you what we did and why within one business day, as set out in the AUP.
Termination for cause. We may terminate your account for a material breach of these Terms or the AUP that you do not cure within a reasonable period after we notify you of it, or immediately for the serious breaches described in the AUP (for example, sending prohibited content, or a compromised account we cannot otherwise contain).
Termination for convenience. Either of us may terminate for any reason on 30 days' written notice. If we terminate for our own convenience (not for a breach by you), we will refund fees you have already paid for time after the termination date.
Effect of termination. On termination, your right to send stops. You can export your message history, suppression lists and templates for 30 days afterwards; after that we delete account data in line with the retention periods in our Privacy Notice. Suspension or termination for a breach does not entitle you to a refund of fees already paid for the period in which the breach occurred.
We aim for high availability but do not promise an uninterrupted service — this is a small company, not a hyperscale provider, and we would rather say that plainly than promise a service credit scheme we cannot honestly back. Our operational status is published on a status page hosted separately from the sending platform, so it stays reachable if the platform itself has a problem.
Support is by email during UK business hours, answered by the people who built the platform. We do not offer 24/7 support, and we would rather tell you that than imply otherwise.
Nothing in these Terms limits liability that cannot be limited by law — including for death or personal injury caused by negligence, for fraud, or for any other liability that the law does not allow us to exclude.
Subject to that, and to the fullest extent the law allows:
Where we process personal data on your behalf as part of providing the service — most importantly, the message content and recipient addresses you send through the platform — we do so as your processor, and the terms of that processing are set out in our Data Processing Agreement ("DPA"), which forms part of these Terms.
Where we process your own account data — your name, your organisation's details, and your billing information — we do so as controller, on the basis explained in our Privacy Notice.
You are responsible for having a lawful basis to send each message and for the accuracy of the data you give us. We are responsible for processing it securely and only as your instructions and the DPA allow.
We may update these Terms. For a material change, we will email the account contact at least 14 days before it takes effect, except where a change is required urgently for legal or security reasons. Continuing to use the service after a change takes effect means you accept it; if you do not accept it, you may terminate under clause 6 before it takes effect.
Assignment. You may not assign these Terms without our consent. We may assign them in connection with a merger, acquisition or sale of substantially all our assets, provided the assignee agrees to honour them.
Severability. If any part of these Terms is found unenforceable, the rest continues to apply.
Entire agreement. These Terms, the AUP, the DPA and the Privacy Notice are the entire agreement between us about the service, and replace any earlier discussions or proposals.
Governing law and jurisdiction. These Terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute arising from them.
Contact: HRMFIRM LTD, Flat 3 Carradale House, 88 St. Leonards Road, London, England, E14 0SN · hello@kapomail.com