proEmail - Acceptable User Policy (AUP)
Sending unsolicited email messages (spam) is explicitly prohibited - this policy includes any volume of unsolicited mail however small or large. This activity uses excessive resources, incurs great cost and annoys other users and recipients - we are strictly against this in any form - as a guide to this (but not limited to):
- Complaints of any nature may lead to the immediate suspension of your service and possible closure of your account.
- You are responsible for all content stored in your mailbox, including sent and received messages, attachments, and stored drafts. You must ensure this content complies with all applicable laws and this AUP.
- Mailbox storage quotas must be respected. Repeated or intentional misuse of mailbox storage (e.g. hoarding, excessive undeleted junk/spam folders, or large attachments sent repeatedly) may lead to service disruption.
- Automated access via IMAP/POP3 must not be abused. Excessive concurrent connections, frequent polling at short intervals, or automated bulk downloading is discouraged and may be throttled or blocked.
- You must not share login credentials with unauthorised users or third parties. Mailboxes are for the use of the assigned user only.
- You may not use your mailbox to act as a storage repository for unrelated files or backups (e.g., uploading documents, logs, media or executables purely for archiving).
- Using proEmail to relay or forward abusive, malicious, or phishing emails is strictly prohibited, regardless of whether the message originated elsewhere.
- You must ensure that all recipients you send to are fully 'opt-in', have consented to receive emails from you and are therefore specifically 'expecting' to receive emails from you.
- Be cautious if you ‘buy’ email lists. It is your responsibility to ensure that they are all 100% ‘opt-in’. Typically, recipients were not expecting your email and such messages are likely to generate complaints.
- You are not permitted to send emails to recipients whose addresses were harvested. This includes, but is not limited to, the use of software or services to generate or collect email addresses.
- Any reports of spamming will result in the immediate suspension of your proEmail service pending investigation. If the report is substantiated, your account will be terminated without refund.
- Messages are limited to a maximum of 100 recipients per single message.
- You must ensure your ‘from’, ‘return to’, and ‘reply to’ headers are correctly configured and valid.
- Your mail server must be able to accept and process ‘mailer daemon’ and ‘delivery status’ messages.
- Your mailbox must be able to receive and process ‘mailer daemon’ and ‘delivery status’ messages.
- Email headers and message envelopes must not be missing, malformed, or forged.
- Email subject lines must not contain false or misleading information.
- You must NOT use the service to send, store, or host content that includes or promotes the following:
- Pornographic or adult content
- Adult novelty items
- Dating or escort services
- Gambling services, products or gambling education
- Multi-level marketing
- Pyramid schemes, Ponzi schemes, or other deceptive financial schemes
- Pharmaceutical products
- Sale or promotion of illegal drugs, drug paraphernalia, or related services
- Nutritional Supplements, Herbal Supplements or Vitamin Supplements
- Get-rich-quick or work-at-home schemes
- Online trading, forex trading, or stock market related content
- Credit repair, get-out-of-debt content
- Illegal activities or unlicensed products/services, including counterfeit goods
- Hate speech, violence, discrimination, or harassment based on race, ethnicity, gender, sexual orientation, religion, or disability
- Promoting or glorifying terrorism, extremism, or violent acts
- Deceptive, fraudulent, or manipulative content, including phishing schemes, fake charities, or scam tactics
- Hacking, cracking, or the distribution of viruses, malware, or other harmful software
- Unlicensed financial services (e.g. unregulated investment schemes, payday loans, unlicensed insurance, etc)
- Misinformation, fake news, or unverified claims that could cause public harm
- Impersonation of others or unauthorised use of third-party trademarks, brands, or domain names to mislead recipients
- Promoting and/or advertising your CV
- Unsolicited marketing emails or spam
- If sending to a mailing / distribution list (or the same message to a large number of recipients) you must include a working 'unsubscribe' link or web-based method to process any unsubscribe requests. Phone or postal-only methods are not sufficient. Any removal requests should be processed within 7 days and (if at all possible) before sending out another mailing to avoid / minimise the risk of complaints.
- You must keep your list clean and updated. This includes (but not limited to) the updating of the list to process/correct/update/remove addresses causing bounce back messages. Excessive bounce rates may result in service suspension.
- As a mailing list will contain personal identifiable information (e.g. email address, etc) it is your responsibility to ensure you have the lawful right to hold that information and agreement for its intended purpose. Refer to GDPR and applicable data privacy laws.
- If you receive a spam complaint, the complaining recipient must be removed from your list. If the complaint was in error, you may contact the user once more (by another method) to clarify and obtain re-consent.
- Posting the same or similar message to one or more newsgroups (excessive cross-posting or multiple-posting) is explicitly prohibited.
- Your email communications must comply with the laws of the country from which you send and to which you send (e.g., CAN-SPAM Act). Include a valid physical address in all commercial or marketing emails, along with an opt-out method.
- You must not send email that consistently fails SPF and DMARC checks. Please see the support section on how to configure SPF and DMARC for your domain/s.
- Prolateral may perform automated scans for malware or suspicious content in hosted mailboxes. This is intended for service integrity and threat prevention, not user surveillance.
- If your mailbox is compromised, Prolateral reserves the right to take immediate remedial action including temporary suspension to prevent further abuse.
- Suspended or terminated accounts will not qualify for any refund.
- Prolateral reserves the right to charge for our time, system resources and any associated costs incurred whilst dealing with complaints from emails you send.
Reporting abuse or spam
We take spam and email abuse very seriously! If you believe you were sent an unsolicited email message by one of our users through the proEmail service then you can report it here.
We will investigate all abuse reports however please note we can only investigate spam sent by one of our users that was sent through our servers.