Legal
Last updated: June 29, 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. Soft-deleted mailboxes (removed from Microsoft 365 but retained as read-only archive) continue to be billed because the archive remains stored — request permanent deletion via support to stop billing.
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 portal. Cancellation takes effect at the end of the current billing period; you keep full access until then.
Your archived emails are stored as standard .eml files (RFC 822) and can be downloaded individually at any time from each message detail page. If you need a complete archive export before cancellation, contact support and we will arrange it. After cancellation, your data is retained for 30 days as a grace period — re-subscribing within that window restores full access. After 30 days, all archived content is permanently deleted from our systems.
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.