Email Terms and Conditions

The following terms and conditions apply to SaneChoice Limited email services.

Use of Microsoft Outlook 2003 Software

SaneChoice Limited Exchange Mail accounts include licensing for Outlook Client Software. The license fee is included with the monthly SaneChoice Limited service fee. Mailbox owners are permitted to install the software once on one PC for each Microsoft Exchange 2003 mailbox. Sharing of a single mailbox is not permitted unless additional licenses are purchased on a monthly basis for each user. If you cancel your SaneChoice Limited Exchange Mail account you are responsible for uninstalling any Outlook client software that is licensed as part of the SaneChoice Limited service.

Size of mailbox

Each mailbox has a storage quota. This is in place to protect your account and others from potentially large volumes of email sent to a single address that could materially affect the email system server. It is the mailbox owner's responsibility to ensure that his/her mailbox does not reach its allocated level. SaneChoice Limited cannot be responsible for email lost due to full mailboxes.

Passwords

It is the mailbox owner's responsibility to keep his/her password confidential, and to change the password on a regular basis. SaneChoice Limited is not responsible for any data losses or security issues due to stolen passwords. SaneChoice Limited recommends that you use passwords that contain numbers and symbols in order to prevent unauthorized users from guessing commonly-used choices (i.e. "12345", "password", etc.).

Technical support

Please see our website. We provide email and phone support .

Service availability

SaneChoice Limited monitors the server as a whole but does not monitor individual mailboxes. The Exchange server uses SMTP, a "store-and-forward" email protocol, to deliver outbound messages. This protocol does not guarantee immediate delivery of email messages. By default, the Exchange server makes a delivery attempt every ten minutes three times; after that the server will attempt message delivery every fifteen minutes. If there is no successful delivery attempt within twelve hours, a delay notification will be emailed to the sender. If there is no successful delivery attempt within two days, the message will be returned to the sender.

Scheduled maintenance

To guarantee optimal performance on the servers, it is necessary for SaneChoice Limited to perform routine maintenance. Such maintenance often requires taking SaneChoice Limited Exchange servers off-line, typically performed during off-peak hours. SaneChoice Limited will give you advance notice of maintenance requiring the servers to be taken off-line whenever possible.

Security

SaneChoice Limited makes every reasonable effort to ensure mailbox security at all times. We do this through a combination of various network security policies, load balancing and redundant systems. We make every reasonable effort to ensure the integrity of data on our systems. On the rare occasions where there may be a problem with specific mailbox data, it is the mailbox owners responsibility notify to us. We cannot guarantee to restore data and we accept no liability for the loss of any such data.

Server storage capacity

Each Exchange account is allotted an aggregated storage capacity initially equal to the total storage capacity of each mailbox. This storage capacity is shared among all mailboxes and public folders within your account; the quota cannot be exceeded. For an additional fee, you may increase your account storage capacity at any time from within the control panel.

Mailbox and Public Folder storage capacity

In addition to the aggregate account storage capacity, each mailbox and public folder also has its own storage limit. When the storage capacity is reached on an individual mailbox or folder, the Exchange servers shall stop sending or receiving messages. SaneChoice Limited is not responsible for service unavailability or data loss caused by any mailbox or folder exceeding its storage capacity.

Top level folders and sub-folders

The Exchange Server retains ownership of the two top layers of the public folder hierarchy, "Public Folders", and, under that folder, the "All Public Folders". Users of Microsoft Outlook can create as many Public folders as they wish under the existing folders, and these can be of any type allowed by the Exchange server (appointment, contacts, mail, notes, journal, or tasks).

Anti-virus checking

SaneChoice Limited installs anti-virus software on its Exchange servers. This software is configured to check all messages coming in to and leaving the Exchange server. Messages sent between mailboxes on the server are not scanned. If a virus is detected, the message is deleted. No notification is sent to either recipient or sender of the message.

Anti-SPAM message filtering

SaneChoice Limited runs anti-SPAM software on its Exchange servers.

Ownership of data

All data created or stored by you within SaneChoice Limited' applications and servers are your property. SaneChoice Limited shall allow access to such data by only authorized SaneChoice Limited personnel. SaneChoice Limited makes no claim of ownership of any web server content, email content, or any other type of data contained within the accountholder's server space or within applications on SaneChoice Limited' servers.

Customers are responsible for backing up their email before upgrading or removing mailboxes.

Free 30 day trial (email packages only and where/if applicable)

You must provide us with a valid domain name, which could be used with your email package, or register a new domain name during signup.

You may not use the same domain name for more than one free trial.

If you don't cancel your email package before the end of the 30 day free trial, we will automatically charge your credit/debit card for your first month/year's service following the trial period.

This free trial is also open to existing SaneChoice Limited customers, when signing up for a new email package.

Use of email account

If SaneChoice Limited identify a mailbox or domain that is causing problems; we will either remove the offending mailboxes or change their settings to resolve the issue. In extreme cases, we will disable email or suspend all services to the domain as appropriate.

For details of what is not allowed by SaneChoice Limited and our spam/ illicit material policies please see the abuse section of our terms & conditions.

Email retrieval and timescale

SaneChoice Limited policy on maintaining stable data-transfer levels includes a deletion process for email that has not been downloaded locally within 90 days of receipt (this process does not apply to Microsoft Exchange mailboxes).

It is the mailbox owner's responsibility to ensure his/her received email is retrieved and saved locally where necessary to ensure that important correspondence is not lost.

SaneChoice Limited cannot be held responsible for lost items that have exceeded this 90 day limit.

Please note: by signing up for any of our services you agree to be bound by all SaneChoice Limited terms and conditions.