Terms of service

The service

Mailroomly puts an organization’s email in one place: team inboxes that people and the AI agents it connects answer, the email its applications send and receive through an API, the Model Context Protocol (MCP) and the web app, and campaigns to contacts who chose to receive them.

We work to keep Mailroomly available and to improve it, and we may change, add or remove features. Features marked as beta may change or end at any time. We provide the service as it is, without a promise that it will always be available or free of errors.

Accounts

An organization’s administrators decide who joins it, what each person can do and how people may sign in to it. Keep your sign-in, API keys and tokens to yourself, and tell us at once if you think one was misused.

You are responsible for what is done with your account and your organization’s keys, including by the AI agents you connect.

We send notices about your account and these terms by email or in the app, and they count as written notice.

Acceptable use

Only send email people asked for. Marketing email goes only to people who chose to receive it from your organization, and you can show when and how they did. No purchased, rented or scraped lists, and no unsolicited email.

Every marketing email says who sends it and carries a one-click unsubscribe, and you stop emailing anyone who unsubscribes or complains.

Prove you control the domains you send from, and do not impersonate anyone.

No phishing, malware, illegal content, or content that harasses or deceives. Do not use Mailroomly from a country or for a person under sanctions.

Do not resell the service, copy or reverse engineer it, scrape it, get around its limits, or disrupt it.

Follow the laws that apply to your email, including data protection and electronic marketing rules. These commitments are your organization’s consent before marketing: Mailroomly sends your organization’s marketing email only once one of its administrators has accepted these terms.

We may pause an organization’s sending at once when its bounces or complaints rise, and suspend or close accounts that break these rules.

AI agents

AI agents can make mistakes. You decide which agents you connect, what they can do and whether they need your approval, and you are responsible for what they send in your name.

We do not use your email to train AI models.

Fair use

When your plan includes a monthly email volume, email you send and email you receive both count toward it.

Email sent to your addresses is never refused because you went over your volume: going over is billed as extra use or calls for a bigger plan, as your plan says, and we tell you before you reach it.

The only exception is abuse, such as volumes far above what your plan allows or a flood of spam aimed at your addresses. Then we contact you first, and may limit receiving on the addresses concerned until it is solved.

Plans and prices

Mailroomly has a Free plan and paid plans. Each plan’s limits and prices are on our pricing page and in the app, or in an order agreed with us. Prices are in euros and exclude VAT.

On the Free plan, marketing email carries a short “Sent with Mailroomly” line, and an organization with no activity for 90 days rests: its domains are released from sending while its email keeps arriving, and sending is set up again the next time it is used.

We tell you about a price change at least 30 days before it applies to your plan. It applies from your next billing period, and you can change plans or cancel before then.

Payment and renewal

A paid plan is billed in advance, monthly or yearly as you choose, and renews automatically for the same period until it is canceled. Each period’s payment is taken when it starts.

Extra people are added to your plan’s price for the part of the period they are added for. Emails above your plan’s monthly volume are billed after each month ends.

Payments are taken by our payment provider, by card or another method it offers. Keep your payment method and billing details (name, address and VAT number) up to date: your invoices are issued to them.

VAT is added as the law requires: Portuguese VAT for customers in Portugal; no VAT, under the reverse charge, for a business elsewhere in the European Union with a valid VAT number; the VAT of their country for consumers elsewhere in the European Union; and no VAT outside the European Union. Yomatico Unipessoal Lda issues an invoice for each payment and emails it to your billing address.

Changing plans and canceling

You can change plans at any time. A move to a bigger plan applies at once, and you pay the difference for the rest of the period. A move to a smaller plan applies at the end of the period you paid for; if the smaller plan keeps email for less time, older email is deleted then.

You can cancel a paid plan at any time in the app. It stays in force until the end of the period you paid for, and your organization then moves to the Free plan and its limits. Canceling a plan does not close your organization.

Refunds

Payments are not refunded, in whole or in part, for a period that has started, a move to a smaller plan or volume you did not use, except where the law requires it or we charged you by mistake.

If you buy a paid plan as a consumer in the European Union, you may withdraw within 14 days of buying it by writing to hello@mailroomly.com. As the service starts at once at your request, we refund the payment less the part of the period already used.

When a payment fails

If a payment fails, we tell your organization’s administrators, and our payment provider tries again over about two weeks. Update the payment method in the app to keep the plan.

If the last attempt fails, the paid plan ends and your organization moves to the Free plan. For 30 days it keeps its email for as long as the paid plan did; after that, email older than the Free plan keeps is deleted. Choosing a paid plan again brings back its limits.

Your content

The email and data your organization puts in Mailroomly belong to it. You give us the rights we need to store, process and deliver them for you, and nothing more.

You are responsible for your content and for having the right to send it. You agree to cover us for claims that arise from your content, your sending or your agents’ actions, or from your breaking these terms.

Data processing

For the personal data in your organization’s email, your organization is the controller and we are its processor, under article 28 of the GDPR. These terms are our processing agreement.

We process that data only to provide the service and on your documented instructions, which these terms and your settings are. Everyone who can reach it is bound to confidentiality.

We protect it with the measures in our privacy policy, use the providers described there (their names are available on request), and tell you before adding or replacing one, so you can object.

We help you answer requests from the people in it and meet your own obligations, tell you without undue delay about a security incident that affects it, and give you the information you need to show compliance, including for audits arranged with us.

When your organization is closed, we delete that data within 30 days, after you have had the chance to export it, unless the law requires us to keep it.

Our rights

Mailroomly, its software, name and logo belong to Yomatico Unipessoal Lda. These terms give you the right to use the service, not to own it.

If you send us ideas or feedback, we may use them freely.

Other services

Services you connect to Mailroomly, such as signing in with Google, Microsoft or LinkedIn, AI providers or your own webhook endpoints, are run by others under their own terms. We are not responsible for them.

Confidentiality

Each of us keeps the other’s confidential information, such as your email and our non-public technical details, confidential, and uses it only for this service, unless the law requires its disclosure.

Ending

You can stop using Mailroomly at any time. An organization’s administrators can export its data and close it. Its data is then deleted within 30 days, and backups expire 7 days later.

We may suspend or end access for a breach of these terms, with notice when we can. What these terms say about content, processing, confidentiality and liability still applies afterward.

Liability

To the extent the law allows, we are not liable for indirect losses, such as lost profits or data, and our total liability is limited to what your organization paid us in the 12 months before the claim.

These limits do not apply to willful misconduct or gross negligence, to death or personal injury, or to anything else the law does not allow us to limit.

Neither of us is responsible for delays or failures caused by events beyond reasonable control.

General

These terms and our privacy policy, together with any plan or order agreed with us, are the whole agreement about Mailroomly. If a part of them is invalid, the rest still applies. Not enforcing a part is not a waiver of it.

You may not transfer your rights under these terms without our agreement; we may transfer ours to whoever takes over the service, and we will tell you.

Law and courts

These terms are governed by Portuguese law, and the competent courts in Portugal decide disputes, without depriving consumers of the protection of the law and courts where they live.

Changes and contact

If we change these terms, we update the date above. We email each organization’s administrators about a new version before it applies, with the day it applies from; until then the earlier version applies, and from that day an administrator accepts the new one at their next sign-in. Questions: hello@mailroomly.com.