Merdot Mail · Terms of Service

About these Terms

Last updated: 17 July 2026.

Merdot Mail is a business email service operated by MERDOT, a business based in Ahmedabad, Gujarat, India ("MERDOT", "we", "us", "our"). The service is offered through the website merdotmail.com.

In these Terms, "you", "your" and "Customer" mean the business, organisation, or person who subscribes to Merdot Mail. "Service" means the Merdot Mail email hosting, mailboxes, storage, web and app access, admin tools, and related features we provide. "Users" means the individual people (such as your employees or members) to whom you assign mailboxes. "Content" means the emails, attachments, contacts, calendar entries, and other data stored or sent through the Service. "Plan" means the subscription tier you select (Lite, Standard, or Pro).

These Terms apply together with our Acceptable Use Policy and our Privacy Policy, each available at merdotmail.com, which are incorporated into these Terms by reference. If there is a conflict between these Terms and a signed order form or quote agreed in writing between you and MERDOT, the signed order form or quote prevails for that engagement.

Legal note: This document is a template provided in good faith. It has been written to be usable, but before you rely on it you should have it reviewed by a qualified lawyer admitted in India to confirm it fits your specific business and the current law. Using this template does not create a lawyer-client relationship between you and MERDOT.

1. The Service

Merdot Mail provides hosted business email under your own domain, including mailboxes, mail sending and receiving, storage, spam and malware filtering, webmail, and standard email protocol access (such as IMAP, POP, and SMTP) as described on merdotmail.com for your Plan.

We host the Service on cloud infrastructure located in India (the Amazon Web Services Mumbai region, ap-south-1). Outbound email may be delivered using Amazon Simple Email Service (Amazon SES). These infrastructure providers act as our sub-processors; see the section on Sub-processors below.

Merdot Mail is intended for legitimate business communication. It is not designed or certified for use in high-risk environments where failure could lead to death, personal injury, or serious physical or environmental damage, and you must not use it for such purposes.

We may add, change, or remove features from time to time to improve the Service or to meet legal, security, or operational needs. We will not make changes that materially reduce the core email functionality of your active Plan without giving you reasonable prior notice.

2. Accounts, Mailboxes and Administrators

To use the Service you must create an account and verify control of the domain or domains you want to use for email. You are responsible for keeping your account and domain configuration (such as DNS records) accurate and current.

Your account has one or more administrators. Administrators can create, rename, suspend, and delete mailboxes, reset passwords, set policies, and access account and billing settings. You are responsible for all actions taken by your administrators and Users, and for ensuring that only authorised people hold administrator access.

You must: - Provide accurate, complete registration and billing information and keep it up to date. - Keep login credentials confidential and use reasonable security measures, including strong passwords and, where available, multi-factor authentication. - Notify us promptly at contact@merdotmail.com if you suspect any unauthorised access to or use of your account.

You are responsible for your Users' compliance with these Terms and the Acceptable Use Policy. Each mailbox is licensed to a single User; mailboxes must not be shared by multiple people in a way that circumvents per-mailbox pricing, except for legitimate shared or role addresses (such as info@ or support@) as described in your Plan.

You must be at least 18 years old and legally able to enter into a contract, and you must use the Service only for business or professional purposes.

3. Plans, Pricing and GST

Merdot Mail is offered in three Plans, priced per mailbox per month, exclusive of taxes: - Lite: ₹59 per mailbox per month - Standard: ₹99 per mailbox per month - Pro: ₹199 per mailbox per month

The features and limits of each Plan are described on merdotmail.com and may be updated there from time to time. Institutions and larger organisations may instead request a custom quote; any such engagement is governed by the quote or order form agreed in writing, read together with these Terms.

All prices are in Indian Rupees (₹) and are exclusive of Goods and Services Tax (GST). GST at the applicable rate (currently 18%) will be added to every invoice. If the applicable GST rate or the tax treatment of the Service changes, we will apply the rate in force at the time of invoicing. Where you are registered for GST, you should provide a valid GSTIN so that we can issue a correct tax invoice; you are responsible for the accuracy of the GSTIN and billing details you supply.

Although prices are quoted per month, Merdot Mail is billed in advance for a full term and is not available on a month-to-month billing basis (see Billing and Payments below).

4. Billing, Payments and Invoices

Billing terms. Subscriptions are billed upfront for the whole term. You may choose either an annual (12-month) term or a 6-monthly term. We do not offer monthly billing. The amount payable is the per-mailbox price for your Plan, multiplied by the number of mailboxes and the number of months in your term, plus GST.

Payments. Payments are processed through Razorpay, our third-party payment gateway. By paying through Razorpay you also agree to Razorpay's own terms and privacy practices for the processing of your payment. We do not store your full card or bank details; those are handled by Razorpay. You are responsible for any bank, card, or payment charges levied by your own bank or card issuer.

Invoices. We will issue a GST-compliant tax invoice for each payment, showing the amount, the applicable GST, and, where provided, your GSTIN. Invoices are made available electronically through your account or by email.

Renewals. Unless you cancel before the end of your current term, your subscription renews automatically for a further term of the same length at the then-current price, and we (or Razorpay, where you have set up recurring payment) may charge you for the renewal. We will send a renewal reminder before your term ends. You can cancel auto-renewal at any time from your account settings or by contacting us; cancellation stops the next renewal but does not, by itself, entitle you to a refund of the current term.

Price changes. We may change Plan prices. Any price change will apply from your next renewal, and we will give you notice before it takes effect so that you can decide whether to renew.

Refunds. Fees for a term are paid in advance and are generally non-refundable, except where a refund is required by applicable law or expressly stated in a written refund policy or order form. If we terminate your subscription without cause under these Terms, we will refund the pro-rata portion of prepaid fees for the unused part of your term.

Non-payment. If a payment fails, is charged back, or is not received when due, we may suspend or downgrade the Service after reasonable notice. You remain responsible for all fees accrued up to suspension or termination, together with GST.

5. Acceptable Use

Your use of Merdot Mail must comply with our Acceptable Use Policy ("AUP"), available at merdotmail.com/aup, which forms part of these Terms. The AUP sets out prohibited activities in detail. In summary, you and your Users must not use the Service to: - Send spam, unsolicited bulk email, or messages that breach anti-spam or consent requirements. - Send phishing, fraudulent, deceptive, or malware-bearing messages. - Infringe intellectual property rights, or send unlawful, defamatory, harassing, or obscene content. - Violate the Information Technology Act, 2000, the Digital Personal Data Protection Act, 2023, or other applicable Indian or foreign law. - Compromise the security, integrity, or performance of the Service or attempt to gain unauthorised access to it or to other customers' data.

Because email deliverability depends on the good standing of our sending infrastructure, sending abuse (such as spam or high complaint or bounce rates) can harm all customers. We may take reasonable steps, including rate-limiting, filtering, or suspending sending, to protect the Service and its reputation. You are responsible for meeting your own legal obligations relating to marketing consent, unsubscribe handling, and record-keeping.

6. Your Content and Ownership

You own your data. As between you and MERDOT, you (and your Users, as applicable) own all Content stored in or sent through Merdot Mail. We do not claim any ownership of your Content.

We do not read your mail for advertising, we do not scan your mailbox content to build advertising or marketing profiles, and we do not sell your Content or your personal data to anyone. We process Content only as needed to provide, secure, maintain, and support the Service, to comply with law, and as described in our Privacy Policy.

Limited licence to operate the Service. You grant us a limited, non-exclusive licence to host, store, transmit, back up, scan for spam and malware, and display your Content solely to the extent necessary to operate and support the Service for you. This licence exists only for as long as we provide the Service to you and ends when your Content is deleted, subject to any short retention needed for backups, security, or legal compliance.

Automated processing. The Service applies automated technical processing such as spam filtering, malware detection, routing, and indexing so that your email works. This automated processing is not human reading of your mail and is not used for advertising.

Responsibility for Content. You are responsible for your Content and for having the necessary rights and consents to store and send it through the Service. You must maintain your own backups of any Content that is critical to you; while we take reasonable measures to protect data, you should not rely on the Service as your sole copy of important information.

7. Privacy and Data Protection

Our handling of personal data is described in our Privacy Policy at merdotmail.com, which forms part of these Terms.

We host and store your mailbox data in India (AWS Mumbai, ap-south-1). We act as a data fiduciary for the account and billing information we collect from you directly, and as a data processor handling Content on your instructions in the course of providing the Service. You are responsible for having a lawful basis to place personal data of your Users and correspondents into the Service and for meeting your own obligations as a data fiduciary.

Both parties will comply with the Digital Personal Data Protection Act, 2023 and other applicable data protection law. We will implement reasonable technical and organisational security measures appropriate to the Service, and we will notify you without undue delay if we become aware of a personal data breach affecting your Content, as required by law. We will assist you, so far as reasonable, in responding to lawful requests from data principals and regulators.

8. Sub-processors

To deliver the Service we rely on a small number of infrastructure sub-processors: - Amazon Web Services (AWS) · cloud hosting and storage, in the Mumbai region (ap-south-1), India. - Amazon Simple Email Service (Amazon SES) · outbound email delivery. - Razorpay · payment processing (for billing information only, not mailbox Content).

Each sub-processor is engaged to perform a specific function and is bound by confidentiality and data protection obligations. We remain responsible to you for the performance of our obligations under these Terms. We may change sub-processors as our infrastructure evolves; where a change is material to the processing of your Content, we will update the list published at merdotmail.com and, where required by law, give you notice. To preserve our white-label service, we do not disclose the underlying email server software used to operate Merdot Mail, and that software is our confidential operational detail rather than a sub-processor of your data.

9. Availability, Uptime and Service Levels

We aim to provide a reliable, always-available email service. We target monthly uptime of 99.9% for the core email sending and receiving functions, measured over each calendar month and excluding the situations listed below. This target is a good-faith objective and, unless a separate written service level agreement (SLA) with service credits has been signed with you, the Service is provided on a best-effort basis and the target does not create a binding guarantee or entitle you to credits or refunds.

Uptime measurement excludes downtime caused by: - Scheduled or emergency maintenance for which we give reasonable notice where practicable. - Factors outside our reasonable control, including failures of upstream providers (such as AWS or Amazon SES), internet or DNS problems, or force majeure events. - Your own acts or omissions, misconfiguration (including DNS or domain settings), suspension for non-payment or policy breach, or issues with your equipment, network, or software. - Deliverability outcomes at recipient mail systems, since final delivery, acceptance, and spam classification are controlled by third parties and cannot be guaranteed.

Where a signed SLA applies, the remedies in that SLA are your sole and exclusive remedy for any failure to meet the agreed availability level.

10. Support

We provide customer support by email at contact@merdotmail.com during our normal business hours in India (Indian Standard Time), and through any additional support channels described for your Plan on merdotmail.com. We aim to respond to support requests within a reasonable time, prioritising issues that affect the availability or security of the Service. Support covers use of the Service and configuration guidance; it does not include general IT consulting, third-party software support, or recovery of data that has been deleted beyond our retention windows.

11. Suspension

We may suspend your access to all or part of the Service, with notice where reasonably practicable and immediately where necessary, if: - Payment is overdue after we have given you notice. - We reasonably believe your use breaches these Terms or the Acceptable Use Policy, or is unlawful. - Your account is compromised, is being used to send spam, phishing, or malware, or poses a security risk to the Service or other customers. - Suspension is required to comply with law or a lawful order from a competent authority.

Where the circumstances allow, we will limit any suspension to the affected mailboxes or activity and will restore normal service promptly once the issue is resolved. Suspension does not relieve you of your obligation to pay fees that have accrued. We are not liable for any loss arising from a suspension made in accordance with these Terms.

12. Term and Termination

These Terms apply for as long as you have an account or an active subscription. Your subscription runs for the term you selected (6-monthly or annual) and renews as described in the Billing section.

Termination by you. You may cancel auto-renewal at any time, which stops your subscription at the end of the current paid term. You may also close your account; closing an account before the end of a paid term does not entitle you to a refund except as stated in the Billing section or required by law.

Termination by us. We may terminate these Terms or your subscription: - For material breach of these Terms or the Acceptable Use Policy that you do not cure within 15 days of our written notice (or immediately, for breaches that cannot be cured, that are unlawful, or that threaten the Service or other customers). - If fees remain unpaid after notice. - If required to do so by law, or if we cease to offer the Service, in which case we will give you reasonable prior notice and, where we terminate without cause, refund prepaid fees for the unused part of your term on a pro-rata basis.

Effect of termination. On termination, your right to use the Service ends. Provisions that by their nature should survive (including ownership, fees accrued, disclaimers, limitation of liability, indemnity, confidentiality, and governing law) survive termination. Before your Content is deleted, you may export it as described below.

13. Data Export and Deletion on Termination

Because you own your data, we want to make it straightforward for you to take your Content with you.

Export. During your subscription, and for a data-export window of 30 days after your subscription ends or is terminated (except where termination is due to your serious breach or unlawful use, in which case we will still facilitate a reasonable export as required by law), you may export your Content using standard email tools and formats, such as downloading mail over IMAP or exporting mailboxes in a common format. If you need help exporting within the window, contact contact@merdotmail.com and we will assist on a reasonable-effort basis.

Deletion. After the export window closes, we will delete your Content and mailboxes from the live Service. Residual copies may remain in encrypted backups for a limited period as part of our normal backup cycle and will be overwritten or deleted in the ordinary course. We may also retain limited data where we are required to by law (for example, tax and invoicing records) or to establish, exercise, or defend legal claims.

It remains your responsibility to complete your export within the window. We are not liable for Content that is lost after deletion where you did not export it in time.

14. Disclaimers

The Service is provided on an "as is" and "as available" basis. To the fullest extent permitted by law, MERDOT disclaims all warranties, conditions, and representations not expressly stated in these Terms, whether express, implied, or statutory, including any implied warranties of merchantability, fitness for a particular purpose, non-infringement, and any warranties arising from course of dealing or usage.

We do not warrant that the Service will be uninterrupted, error-free, secure against every threat, or that every email will be delivered, received, or free of spam or malware, since email delivery depends on many systems outside our control. We do not warrant that the Service will meet every requirement you may have. Any advice or information you obtain from us does not create a warranty not expressly stated here.

Nothing in these Terms excludes or limits any liability that cannot lawfully be excluded or limited under applicable Indian law, including liability for fraud.

15. Limitation of Liability

To the fullest extent permitted by law: - Neither party is liable to the other for any indirect, incidental, special, consequential, or punitive damages, or for loss of profits, revenue, goodwill, business, anticipated savings, or loss or corruption of data, even if advised of the possibility of such damages. - MERDOT's total aggregate liability arising out of or relating to the Service and these Terms, whether in contract, tort (including negligence), or otherwise, will not exceed the total fees (excluding GST) actually paid by you to MERDOT for the Service in the 12 months immediately before the event giving rise to the claim.

These limits apply to all claims in the aggregate and reflect a reasonable allocation of risk given the fees charged. They do not apply to your obligation to pay fees due, or to liability that cannot be limited under applicable law.

16. Indemnity

You agree to defend, indemnify, and hold harmless MERDOT and its owners, employees, and agents from and against any claims, demands, actions, losses, liabilities, damages, costs, and expenses (including reasonable legal fees) arising out of or relating to: - Your Content, or the use, storage, or transmission of your Content through the Service. - Your or your Users' use of the Service in breach of these Terms, the Acceptable Use Policy, or applicable law (including sending spam, phishing, malware, or infringing or unlawful content). - Your breach of any third party's rights, including intellectual property or privacy rights.

We will notify you of any claim to which this indemnity applies, allow you to control the defence and settlement (provided any settlement that imposes obligations on us requires our prior written consent), and cooperate reasonably at your expense.

17. Confidentiality

Each party may receive information that the other treats as confidential. Each party will use the other's confidential information only to perform under these Terms and will protect it with reasonable care. This does not apply to information that is or becomes public through no fault of the receiving party, was already known to it, is independently developed, or is required to be disclosed by law or a competent authority (in which case the disclosing party will, where lawful, be given notice). Your Content is your confidential information and is handled as described in these Terms and the Privacy Policy.

18. Changes to the Service and these Terms

We may update these Terms from time to time to reflect changes in the Service, our business, or the law. When we make a material change, we will post the updated Terms at merdotmail.com and update the "Last updated" date, and where the change is significant we will give you reasonable notice by email or through the Service before it takes effect.

Your continued use of the Service after an update takes effect means you accept the updated Terms. If you do not agree to a material change, you may stop using the Service and cancel auto-renewal before the change takes effect; the change will not apply retroactively to a term you have already paid for unless required by law.

We may also modify the Service as described in the section on The Service. We will not use this right to materially degrade the core email functionality of your active Plan without reasonable prior notice.

19. Governing Law and Dispute Resolution

These Terms and any dispute or claim arising out of or in connection with them, the Service, or their subject matter (including non-contractual disputes) are governed by and construed in accordance with the laws of India, without regard to conflict-of-laws principles.

The courts at Ahmedabad, Gujarat, India have exclusive jurisdiction to settle any such dispute or claim, and each party submits to the exclusive jurisdiction of those courts. Before starting court proceedings, the parties will try in good faith to resolve the dispute by discussion; you may raise any dispute with us first by writing to contact@merdotmail.com. Nothing in this section prevents either party from seeking urgent interim or injunctive relief from a competent court.

20. General

Entire agreement. These Terms, together with the Acceptable Use Policy, the Privacy Policy, and any signed order form or quote, are the entire agreement between you and MERDOT about the Service and replace any earlier understandings on that subject.

Assignment. You may not assign or transfer these Terms without our prior written consent. We may assign these Terms to a successor in connection with a merger, acquisition, or sale of assets, on notice to you.

Subcontracting. We may use sub-processors and subcontractors to help provide the Service, as described above, while remaining responsible for their performance.

Notices. We may give notice to you by email to your registered address or through the Service. You may give notice to us at contact@merdotmail.com. Legal notices to MERDOT should also be sent to our registered address in Ahmedabad, Gujarat, India.

Force majeure. Neither party is liable for delay or failure to perform (other than payment obligations) caused by events beyond its reasonable control, including failures of upstream providers, internet outages, power failures, natural disasters, epidemics, government action, or civil disturbance.

Severability and waiver. If any provision of these Terms is held invalid or unenforceable, the rest remain in full force, and the invalid provision will be replaced by a valid one that most closely reflects its intent. Our failure to enforce any right or provision is not a waiver of it.

Relationship. Nothing in these Terms creates a partnership, joint venture, agency, or employment relationship between the parties.

No third-party rights. These Terms do not give rights to anyone other than you and MERDOT.

21. Contact

MERDOT Ahmedabad, Gujarat, India Website: merdotmail.com Support and legal contact: contact@merdotmail.com

For questions about these Terms, billing, privacy, or acceptable use, please write to us at contact@merdotmail.com and we will respond within a reasonable time.

Reminder: This is a template. Have it reviewed by a lawyer qualified in India, and insert your full registered legal entity name, registered address, and GSTIN before publishing it as your binding Terms of Service.