Email Policy

Introduction
We offer email and webmail as a courtesy to our clients who want to get mail@theirdomain.com.  It costs you nothing.  With this in mind, please understand that what we provide is a basic, no-frills, product wich should serve the needs of most clients.  There are certain limitations of our email and webmail service.  If you have special needs, such as a large amount of storage space or sending mass emails please contact us so we can suggest a solution to suit you.

Tips and Reccomendations
  • DO NOT leave a copy of your messages on the server. (See Quota Below)
  • DO NOT set your email to client to check every 1 minute. (See Limits Below)
  • DO NOT “reply to all” if your group list is very large. (See Mailing List Rules)
  • DO NOT set up forwarders to an external host.  ESPECIALLY NOT the major free email providers: AOL, HotMail, Etc..
  • DO NOT pass on “FamSpam”.  (See Spam Below)

Limits
There is a 100 outgoing email hourly limit per account.  If you send over this amount in any hour, most of the e-mails will bounce back with an undeliverable error. If this occurs, it will then take some time for your account to be able to send again so we recommend waiting at least 1 hour after this issue occurs to begin sending email again.

Our servers have a limit of 60 POP3/IMAP checks per hour per account. If you go over this you’re likely to get a wrong password error message or an error stating “login incorrect”. If this occurs, please wait an hour and it will automatically unblock you. If this happens 4 times, you will be permanantly blocked and you will need to call to regain access.  To prevent this from happening again, please make sure to disable auto checking or at least set it to something higher such as once every 5 minutes.

Any mailing list larger than 500 addresses will require a dedicated hosting solution from us. Note: Dividing one large list into smaller lists to get below this limit is not allowed.

Quotas
There is a 1GB limit on all email accounts per site.  By default, we set the quota on all email accounts to “unlimited”.  This does not mean you have unlimited email space.  It only means that you are not restricted in the amount of total available space you use.  Also, you can set limits for certain users if need be.  For eample, let’s say you have 4 email accounts.  These 4 accounts have a combined total of about 1GB…
  • You may choose to give each account an equal quota of 250MB.  In this case, there is no danger of going over your total site’s quota.  When an individual reaches the 250MB limit only he is no longer able to receive mail until he downloads or deletes some. Any other mail account is unaffected.
  • You may however choose to keep everyone at the unlimited setting.  In this case when the combined account usage totals 1GB (even if it is all in one account) all accounts will be unable to receive email until the email amount is reduced.
  • Finally, you may choose to limit some accounts but make others unresricted.  If, for example, you make one account unlimited and the other three have a limit of 250MB, you would never go over the combined quota unless the unlimited account had at least 250MB in it.

Mailing Lists Rules
1. Any time you’re sending multiple messages no matter how large your e-mail list is you must throttle it. We recommend you throttle it to at the very least sending 1 email every 40 seconds. (Sending 1 every 40 seconds would send 90 emails within 1 hour, keeping you below the 100 outgoing email limit and allowing for normail emailing.) If the mailing list software you’re using does not allow you to throttle you must switch to an application or script that will

IMPORTANT: If you do not throttle and you try sending 100 emails, the server will try sending all 100 in 1 second which is not possible on our servers. This will cause a very high load on the server and the entire server will be sluggish, potentially affecting your sites and service, until this sending process is completed. It is our job to keep the server up and running without being sluggish or experiencing issues. Anyone who causes the server’s load to go high may be suspended and the process will be terminated. If you choose not to throttle, you will most likely be suspended for crashing the server.

2. Any mailing list over 200 email addresses is only allowed to be sent to during off-peak times to prevent high server loads. Off peak times qualify as all day Saturday and Sunday, and 1AM – 8AM Eastern Standard Time, Monday through Friday.

3. The list must be a Double Opt-In list. This means a user has subscribed for a newsletter or other email marketing messages by explicitly requesting it and confirming the email address to be their own. Confirmation is usually done by responding to a notification/confirmation email sent to the email address the end user specified. The double opt-in method eliminates the chance of abuse where somebody submits someone else’s email address without their knowledge and against their will. You will not be permitted to mail any mailing list that you were given or purchased. In doing so, this will also be considered spamming and may result in termination of the offending account.

4. Any unsolicited e-mail being sent will result in suspension or termination of the offending account. We take a zero tolerance stance against sending of unsolicited e-mail and other forms of spam.

5. Any mailling list MUST comply with all guidelines set forth by the United States government. These can be found at:
http://www.ftc.gov/bcp/edu/pubs/business/ecommerce/bus61.shtm .

6. No direct SMTP mailers are allowed. An example of this would be a Darkmailer or The Bat!. Any mail should be sent through the local mail server/MTA for further delivery by the server and not done directly by scripts.

Catch All Accounts
Catch-all accounts are prohibited. They increase potential for abuse from inbound spam and put a great strain on our system.  All emails without a specific address or forwarder MUST bounce back with an error.  This is our default setting and changing that setting is not allowed.

Resource Usage
Keeping in mind that we provide email as a free service, please respect the fact that we have limited resources to delegate to email processing.  If you require greater-than-average resources, we may not be able to accommodate your email hosting.  We are extremely diligent about screening for spam, phishing schemes, viruses, etc.  This uses a vast amount of processing power.  And at times this can be a drain on our system especially with clients who have a lot of emails or receive a great deal of spam.  The result of this is delays in email delivery times and overall decreased server performance.  If you are using an inordinate amount of system resources, we may contact you about an moving to an alternative email solution.

Spam, FamSpam, and Other Unsolicited Emails
Our anti-spam policies are clearly laid out above.  Most people do not intentionally send emails they consider to be spam.  But spam can take on forms other than an advertisement for Viagra or a plea for help from a Nigerian prince.  That joke of the day, hysterical warning, political/religious musing, or chain letter you forward to everyone in your address book is actaully considered spam.  And although they may seem innocent enough, sending these messages could possibly get our server blacklisted.  This would have the effect of denying you (and everyone else in our network) from being able to email anybody on the network who has blacklisted us.  Imagine deing denied the ability to email anyone @aol or @gmail.  The ramifications of sending these seemingly innocuous emails can be extreme.  For this reason, we have to prohibit the sending of such messages.  If you want to do this, we suggest getting a free email account with Google or Hotmail.
These policies may change at any time.  Check back here for our most up-to-date email policies.