Terms of Service

Last updated: 19 October 2026

In short: ViviMail is business email hosting for companies and sole traders, provided by Viviron Ltd. You pay a monthly price per company, can cancel at any time, and keep ownership of your email. Don't use ViviMail to send spam or break the law. Where we handle your mailbox contents we act as your data processor under the agreement in Schedule 1.

1. About these terms

These terms are a contract between you and Viviron Ltd, a company registered in England and Wales (company number 16534437) whose registered office is 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ ("Viviron", "we", "us"). ViviMail is a service of Viviron.

"You" means the business, organisation or sole trader that uses ViviMail, and the person who accepts these terms on its behalf. By creating an account or using ViviMail you confirm that you have authority to accept these terms for that business.

ViviMail is for business use only. It is not offered to consumers. If you use ViviMail as part of a separate agreement with Viviron (for example where ViviMail is included in your Viviron service), that agreement takes priority where it differs from these terms.

2. The service

ViviMail provides email hosting on your own domain: mailboxes, webmail, access from email apps (IMAP and SMTP), spam and virus filtering, a dashboard to manage domains, mailboxes and your team, and related features we add from time to time.

To use your own domain you must own it or have permission to use it, and you must add the DNS records shown in your dashboard.

3. Your account and security

• Give accurate information and keep it up to date.
• Keep passwords, app passwords and two-step verification devices safe. Two-step verification is required for every account.
• You are responsible for everything done through your organisation's accounts, including by the people you invite.
• Tell us straight away at security@vivimail.co.uk if you think an account has been compromised.

4. Plans, prices and the introductory offer

Prices are per organisation per month and are shown on our pricing section and in your dashboard. Starter includes up to 15 mailboxes and 30 GB of storage, Business up to 30 mailboxes and 50 GB, and Pro up to 50 mailboxes and 100 GB. Storage is shared by your organisation and you decide how much each mailbox gets. Aliases (extra addresses such as sales@ that deliver to your mailboxes) do not count towards the mailbox limit; up to 1,000 are included.

Viviron Ltd is not currently registered for VAT, so no VAT is charged. If we become VAT registered, VAT will be added to prices at the applicable rate and we will tell you before it applies.

Introductory offers

• Starter: a 14-day free trial. You add a card when you sign up, and nothing is charged during the trial.
• Business and Pro: £1 in total for the first 30 days.
• When the introductory period ends, your plan renews automatically at its normal monthly price, charged to the card you gave at sign-up, until you cancel.
• If you cancel before the introductory period ends, you will not be charged anything more.
• Each offer is available once per organisation and once per payment card. If a card has already been used for an offer, the normal price applies from the start.
• We may change or end these offers for new sign-ups at any time. Customers who have already started an offer, including the earlier "first 3 months for £1" offer, keep the terms they signed up with.

Sending limits

To protect all customers from spam, each mailbox can send to a limited number of recipients per day. New paying organisations have a lower limit (100 recipients per mailbox per day) for their first 30 days; after that the limit for your plan applies (currently 500). Messages over the limit are refused, not lost.

5. Payment

• Payments are taken by our payment provider, Stripe. We never see or store your full card details.
• Your plan is charged monthly in advance. Invoices are available from Billing > Manage billing in your dashboard.
• If a payment fails, Stripe will retry it and we will ask you to update your card. While payment is overdue we may restrict your organisation: incoming email is still delivered, but sending is paused. If payment remains overdue we may suspend access. Nothing is deleted at this stage.

6. Changing plan and cancelling

• You can upgrade, downgrade or cancel at any time from Billing > Manage billing.
• Upgrades take effect immediately and are charged pro rata. A downgrade can only be made if your current use fits the smaller plan.
• If you cancel, your plan continues until the end of the period you have paid for. We do not refund partial months, except where the law requires it.
• After your plan ends your organisation is restricted. Your data is kept for 90 days so you can export it or restart your plan, after which we may permanently delete it. See Your data.

7. Acceptable use

You must not use ViviMail, or allow anyone else to use it, to:

• send unsolicited bulk email (spam), or email to people who have not agreed to receive it where consent is required by law (including the UK Privacy and Electronic Communications Regulations);
• send phishing, malware, or messages that impersonate another person or organisation;
• store or send unlawful content, including content that infringes others' rights;
• harass, threaten or abuse anyone;
• attempt to break, overload or get around the security or limits of ViviMail or any other system;
• resell ViviMail without our written agreement.

If you break these rules we may suspend the affected mailboxes or your organisation, as described in section 11. Report abuse to abuse@vivimail.co.uk.

8. Your data

• You own the email and other content in your mailboxes ("Customer Data"). You give us permission to store, process and transmit it only to provide ViviMail to you.
• For Customer Data we are your data processor and you are the controller. Schedule 1 applies.
• For account, billing and security information about the people who use ViviMail, we are the controller. Our Privacy Policy explains how we use it.
• You can export your email at any time with any IMAP email app, and download your account data from your dashboard.
• When your service ends we keep Customer Data for 90 days, then delete it, unless the law requires us to keep it.

9. Support and access to your account

To provide support, keep the service secure and meet legal obligations, authorised Viviron staff can access your organisation's account, including mailbox contents, where this is necessary: for example to resolve a problem you report, investigate abuse, spam or a security incident, or comply with a court order or other legal requirement. Access is limited to authorised staff, requires a recorded reason and is logged. We do not access your mailboxes for any other purpose, and we do not sell or use your email content for advertising.

10. Availability and backups

We work to keep ViviMail available and secure at all times, but we do not guarantee uninterrupted service. We may carry out maintenance, which we try to do at quiet times and announce in advance where it could affect you.

We take reasonable steps to protect your data, but you remain responsible for keeping your own copies of email that is important to you. Any email app can keep a copy of your mailboxes.

11. Suspension and termination

We may suspend all or part of the service, with notice where reasonably possible, if: payment is overdue; you break these terms (including acceptable use); your account is being used to send spam or is compromised; or we must do so by law. We will restore it once the issue is resolved.

We may end these terms with 30 days' notice, or immediately if you seriously or repeatedly break them. You may end them at any time by cancelling your plan.

12. Liability

• Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot legally be limited.
• We are not liable for loss of profits, revenue, business, goodwill or anticipated savings, or for any indirect or consequential loss.
• Our total liability to you in any 12-month period is limited to the amount you paid us for ViviMail in that period.
• You are responsible for claims against us arising from content you send or store, or your breach of acceptable use.

13. Changes to the service or these terms

We may improve or change ViviMail. If we make a change to these terms or our prices that materially affects you, we will give you at least 30 days' notice by email or in your dashboard. If you do not agree, you can cancel before the change takes effect.

14. General

• These terms, together with our Privacy Policy and any order or plan details shown in your dashboard, are the whole agreement between us about ViviMail.
• If any part of these terms is found to be unenforceable, the rest remains in force.
• Neither of us is responsible for delays or failures caused by events outside our reasonable control.
• You may not transfer this agreement without our consent. We may transfer it to another company in the Viviron group or to a buyer of the ViviMail business, and will tell you if we do.
• These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
• Contact us at hello@vivimail.co.uk or by post at our registered office.

Schedule 1: Data processing agreement

This schedule applies where we process personal data contained in Customer Data on your behalf. It forms part of the terms and is intended to meet Article 28 of the UK GDPR.

1. Roles and details of processing

2. Our obligations

We will:

1. process Customer Data only on your documented instructions, which are these terms and your use and configuration of ViviMail, unless the law requires otherwise (in which case we will tell you, unless the law prevents it);
2. ensure that people authorised to process Customer Data are bound by confidentiality;
3. apply appropriate technical and organisational security measures, including encryption in transit, two-step verification for all accounts, access controls with logging, and the measures described in our data protection page;
4. use only the sub-processors listed on our data protection page, which you authorise generally; we will give you at least 30 days' notice of any new sub-processor so you can object, and we will impose equivalent data protection obligations on each sub-processor and remain responsible for them;
5. help you, taking into account the nature of the processing, to respond to requests from data subjects and to meet your obligations on security, breach notification, data protection impact assessments and prior consultation;
6. notify you without undue delay, and in any case within 48 hours, after becoming aware of a personal data breach affecting Customer Data, with the information you reasonably need;
7. at the end of the service, delete Customer Data after the 90-day export period, unless the law requires us to keep it;
8. make available the information reasonably needed to demonstrate compliance with this schedule, and allow audits by you or an auditor you appoint on reasonable notice, at your cost, no more than once a year unless required following a breach or by a regulator.

3. International transfers

Customer Data is stored in the United Kingdom. Where a sub-processor processes personal data outside the UK, we ensure an adequate safeguard applies, such as UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.