Legal
Last updated: May 13, 2026. These terms govern your use of mailvault365.
mailvault365 is operated by Dominik Geimer, Heiderhoefen 19, 46049 Oberhausen, Germany ("we", "us", "the provider"). Contact: mail@mailvault365.com.
By signing in, subscribing or otherwise using mailvault365 ("the service"), you ("the customer") agree to these Terms of Service. The service is offered to businesses and other professional users only — it is not intended for consumers within the meaning of § 13 BGB.
mailvault365 is a software-as-a-service email archive for Microsoft 365 mailboxes. We connect to your Microsoft 365 organization via the Microsoft Graph API using read-only application permissions, and store copies of email messages as RFC 822 (.eml) files in our hosted infrastructure on European hosting. Detailed hosting information is available on request.
The scope of the service, current features, and operational details are described in our documentation. We may add, change or remove individual features over time as the product evolves; we will not materially reduce the core archiving functionality without notice.
Access to mailvault365 is via Microsoft 365 sign-in. The first user from a given Microsoft 365 organization who completes sign-in becomes that account's owner; subsequent users default to member. The owner is responsible for managing user access, mailbox permissions and audit-log review for the account.
You are responsible for maintaining the security of your Microsoft 365 accounts. We do not store your Microsoft password and we do not control your Microsoft 365 organization's identity, MFA, or conditional-access configuration.
The service is billed monthly at the price published on our pricing page, charged per active mailbox in your organization. Fees are stated in US dollars (USD); applicable local sales tax / VAT / GST is added based on your billing country.
When you add or remove mailboxes mid-cycle, your subscription updates automatically and the next invoice is prorated. Mailboxes that no longer exist in Microsoft 365 but are retained as a read-only archive continue to be billed, because their archive remains stored. Billing for such a mailbox stops only once an administrator permanently deletes it in the admin area, which irreversibly removes its archived email.
Invoices are issued at the end of each billing period and are due within 14 days. We may suspend access to the service if invoices remain unpaid after a reasonable reminder.
You agree not to:
The email content archived through mailvault365 belongs to you. We process this content solely on your instructions and only to provide the service. With respect to email content, you are the controller and we act as a processor within the meaning of Art. 4 GDPR.
Our handling of personal data on the marketing website is described in our Privacy Policy.
Once archived, email is preserved to fulfil the purpose of compliance archiving. Deleting a message in Microsoft 365 does not remove it from the mailvault365 archive, and individual archived messages cannot be deleted. Permanent removal of an entire mailbox archive — for example after the underlying Microsoft 365 user has been deleted — is available to your account owner as a deliberate action.
We aim for high availability but do not commit to a contractual service-level agreement (SLA) in the standard subscription. We may schedule maintenance windows with reasonable advance notice. Microsoft Graph and other third-party services we depend on are outside our control; outages or rate-limiting on their side may delay archiving without breaching these Terms.
You may cancel your subscription at any time from the billing area. Cancellation takes effect at the end of the current billing period; you keep full access until then.
Cancelling does not delete anything. Once the paid period has ended, the account switches to read-only: archived email remains available to search and download, no new email is archived, and administrative changes other than billing are blocked. We will not delete an archive because of a cancellation, and we will notify the account owner in advance if we ever need to change this.
Permanent deletion is a separate, deliberate step. The account owner can request deletion of the account in the billing area. This cancels any running subscription immediately and schedules the account for deletion 30 days later. Within those 30 days the request can be withdrawn from the same page. After the 30 days have passed, all archived email and account data are permanently deleted from our systems and cannot be recovered.
Your archived emails are stored as standard .eml files (RFC 822) and can be downloaded individually at any time from each message detail page. There is currently no self-service bulk export; if you need a complete copy of your archive, contact support and we will arrange it.
We are liable without limitation for damages caused intentionally or by gross negligence, for damages from injury to life, body or health, and where mandatory law (in particular the German Product Liability Act) provides otherwise.
For damages caused by simple negligence, we are liable only for breach of a material contractual obligation (an obligation whose fulfilment makes the proper performance of the contract possible in the first place and on whose observance the customer regularly relies). In such cases, our liability is limited to the foreseeable damages typical of this kind of contract.
Liability for indirect or consequential damages, lost profits, lost data, or business interruption is excluded to the extent permitted by law. The customer is responsible for maintaining their own backups of mission-critical data outside of mailvault365 where applicable.
Each party will treat the other's non-public information as confidential and use it only to perform under these Terms. This obligation survives termination.
We may update these Terms from time to time. The current version is always available on this page with an updated "Last updated" date. If a change materially affects your rights, we will notify the account owner by email at least 30 days before it takes effect; continued use of the service after that period constitutes acceptance.
These Terms are governed by the laws of the Federal Republic of Germany, excluding the UN Convention on Contracts for the International Sale of Goods. Exclusive place of jurisdiction for all disputes arising from or in connection with these Terms is Oberhausen, Germany, to the extent permissible by law.