Terms of Service

These terms form a binding agreement between you and HDQTRS covering your use of the HDQTRS platform, including HDQTRS Mail at mail.hdqtrs.app and the HDQTRS Dashboard at dashboard.hdqtrs.app (together, the Service). By creating an account or using the Service, you agree to them. If you do not agree, please do not use the Service.

Our Privacy Policy forms part of this agreement and explains how we handle personal data.

The Service is provided by HDQTRS. HDQTRS is an unincorporated business established in United Kingdom.

You can reach us at [email protected] for support, and at [email protected] to report abuse. Formal notices should go to [email protected].

• You must be at least 16 years old, or the minimum age for consent to online services in your country if that is lower, and you must have the legal capacity to enter into this agreement.
• You must give accurate account information and keep it up to date.
• You are responsible for keeping your password confidential and for everything done through your account. Tell us at [email protected] as soon as you suspect unauthorised access.
• Signing in to one HDQTRS sector signs you in to the others on the same device. Sign out when you finish on a shared or public computer.
• Accounts are personal to you. Do not share your credentials or let anyone else use your account.

HDQTRS provides hosted email — sending, receiving, storing, searching, and organising messages — together with the account and settings tools around it. We may add, change, or remove features as the Service develops; section 10 explains how.

The Service depends on the internet and on other mail providers we do not control. We cannot guarantee that every message you send will be accepted by the recipient's provider, or that every message sent to you will arrive, since receiving providers apply their own filtering and blocking rules.

Not for emergencies. Email is not a reliable channel for urgent or emergency communication. Do not rely on the Service where a delay or a failure to deliver could cause harm.

If your account was created for you by an employer or another organisation, that organisation administers it. It may be able to access, retain, export, or delete the contents of your mailbox, to reset your password, to change your permissions, and to close your account, in each case in accordance with its own policies and applicable law.

In that situation the organisation is responsible to you for how it exercises those powers, and its agreement with us governs the account. Where the organisation and we have signed a separate written agreement covering the Service, that agreement prevails over these terms if the two conflict.

You agree not to use the Service to:

• send unsolicited bulk or commercial email, or any message that breaches anti-spam law where you or your recipients are — including the EU ePrivacy rules, UK PECR, the US CAN-SPAM Act, Canada's Anti-Spam Legislation (CASL), the Australian Spam Act 2003, and the New Zealand Unsolicited Electronic Messages Act 2007;
• forge headers, spoof a sender address, or otherwise disguise the origin of a message;
• distribute malware, phishing pages, or anything designed to damage or gain unauthorised access to a system;
• harass, threaten, defame, or impersonate anyone, or distribute material that is unlawful in the jurisdictions concerned, including child sexual abuse material and content inciting violence or hatred;
• infringe anyone's intellectual property, confidentiality, or privacy rights;
• probe, scan, overload, or interfere with the Service or its infrastructure, or circumvent any limit, filter, or security measure;
• resell, sublicense, or provide the Service to third parties as if it were your own, unless we have agreed that in writing;
• use automated means to create accounts, or to scrape or harvest data from the Service, beyond any interface we document for that purpose;
• breach export controls or sanctions, or use the Service for any other unlawful purpose.

We may apply reasonable technical limits — on sending rates, message size, attachment size, and storage — to keep the Service usable and our sending reputation intact. Current limits are published in the Service or available on request.

Your messages, attachments, and files remain yours. We claim no ownership of them.

You grant us a limited, worldwide, non-exclusive, royalty-free licence to host, store, transmit, copy, back up, index, scan for malware and spam, and display your content — solely to the extent needed to operate the Service for you, and for no other purpose. The licence ends when the content is deleted, subject to the backup rotation described in our Privacy Policy.

You are responsible for having the right to send what you send, and for keeping your own copies of anything you cannot afford to lose. The Service is not a backup service. You can export your entire mailbox at any time from Settings → Privacy → Download my data.

Where your plan is a paid one, the fees, billing period, and any usage limits are those shown at the point of purchase or in the separate agreement covering your account. Prices include or exclude sales tax, VAT or GST as stated at that point; where such tax applies it is charged at the rate in force for your location.

• Fees are payable in advance for each billing period unless we agree otherwise.
• Subscriptions renew automatically for successive periods until cancelled. You can cancel at any time, effective at the end of the period you have already paid for.
• We may change prices, and will give you at least 30 days' notice before a change takes effect for you. If you do not accept the new price you may cancel before it takes effect.
• If payment fails we may suspend the account after giving you notice and a reasonable chance to fix it.

Where your account is provided free of charge, no fees apply and this section does not.

You may close your account at any time, from Settings → Privacy → Delete my account or by writing to [email protected].

Consumers in the EEA and the UK have a statutory right to cancel a distance contract within 14 days without giving a reason — under the EU Consumer Rights Directive (2011/83/EU) and, in the UK, the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013. The period runs from the day the contract is concluded. Tell us at [email protected] before it ends; an email saying you are cancelling is enough. We refund all payments received within 14 days of being informed, by the same means you paid.

Starting the service early. If you ask us to begin providing the Service during the cancellation period, and acknowledge that you lose the right to cancel once it has been fully performed, that right ends accordingly. If you cancel after performance has begun but before it is complete, you pay a proportionate amount for what was supplied.

Everywhere else. Outside those regimes we are not obliged to refund a period you have already paid for, but your local consumer law may say otherwise and we will honour it. In Australia and New Zealand the statutory consumer guarantees in section 19 apply and may entitle you to a refund regardless of anything in this section.

We work to keep the Service available and to give reasonable notice of planned maintenance, but we do not promise uninterrupted availability unless a separate service level agreement says so in writing.

We may modify or discontinue features. Where a change materially reduces the functionality you rely on, we will give you at least 30 days' notice by email or in the application, and — if you are a consumer in the EEA or the UK, and the change is not necessary for keeping the Service in conformity — you may terminate free of charge within 30 days of receiving that notice.

By you. You can stop using the Service and close your account at any time. Closing the account deletes your data as described in the Privacy Policy. Export anything you want to keep first — the tool is in Settings → Privacy.

By us. We may suspend or terminate your account if you materially breach these terms, if your use puts the Service, its users, or our infrastructure at risk, or if we are legally required to. Except where the risk or the legal requirement makes it impossible, we will warn you first, tell you the reason, and give you a reasonable opportunity to put things right. Where we suspend an account for security reasons we will restore it as soon as the reason has gone.

Notice for convenience.We may also end the agreement for any other reason on 30 days' notice, refunding any fees you have paid for a period after termination.

On termination your right to use the Service ends. Sections on your content, intellectual property, liability, and governing law survive.

Our handling of personal data is described in the Privacy Policy, which forms part of these terms.

Where you use the Service as a business and we process personal data on your behalf — for example the personal data of your own customers contained in your mail — we act as your processor and you as controller. In that case a data processing agreement applies; request one at [email protected].

The Service, including its software, design, and branding, belongs to us or our licensors. We grant you a personal, non-exclusive, non-transferable, revocable right to use it while this agreement is in force, for its intended purpose.

You may not copy, modify, reverse engineer, decompile, or create derivative works from the Service, except to the extent that mandatory law permits it despite this restriction — including the interoperability and error-correction rights in Articles 5 and 6 of Directive 2009/24/EC and their equivalents elsewhere.

Feedback you send us is welcome, and we may use it freely to improve the Service without obligation to you.

We will provide the Service with reasonable skill and care, and we will keep it in conformity with this agreement.

Consumers have a statutory guarantee that we cannot reduce. In the EEA it comes from Directive (EU) 2019/770 on digital content and digital services; in the UK from the Consumer Rights Act 2015; in Australia from the consumer guarantees in the Australian Consumer Law; in New Zealand from the Consumer Guarantees Act 1993; and comparable protections exist in Canada and several US states. If the Service is not in conformity, you are entitled to have it brought into conformity and, where that is not possible or not done within a reasonable time, to a price reduction or to end the contract. Invoking that guarantee costs you nothing.

Beyond what we promise here and what the law requires, and to the extent the law permits, the Service is provided as it is. We do not warrant that it will be error-free, that every message will be delivered, or that it will meet a particular requirement of yours.

What we never exclude.Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, for intent or gross negligence, under applicable product liability law, for a breach of the non-excludable consumer guarantees described in section 14, or for anything else the law does not allow to be limited. Consumers' mandatory statutory rights are unaffected.

Consumers. Subject to the paragraph above, we are liable for foreseeable loss caused by our breach of this agreement or our negligence. Loss is foreseeable if it is obvious that it will happen, or if at the time the contract was made both parties knew it might. We are not liable for loss that was not foreseeable.

Business users. Subject to the first paragraph, and to the extent permitted by law:

• neither party is liable for loss of profit, loss of business, loss of goodwill, or indirect or consequential loss;
• our total liability arising out of or in connection with this agreement in any 12-month period is limited to the greater of the fees you paid us for the Service in that period, or EUR 100;
• you will indemnify us against third-party claims arising from your content or from your use of the Service in breach of section 6, provided we notify you of the claim promptly and let you control its defence.

You are responsible for keeping your own copies of important data. We are not liable for loss you could have avoided by keeping a reasonable backup, and we give you an export tool for exactly that purpose.

Report spam, phishing, or unlawful content sent through the Service to [email protected]. Please include the full message headers where you can, since they are what let us trace a message.

We review reports promptly and act proportionately: warning a user, filtering, removing content where we host it, or suspending an account. Where we restrict something you posted or sent, we will tell you why and how to contest it, unless the law prevents us.

As a provider of an interpersonal communications service we do not generally monitor what our users transmit, and we are not liable for it, in line with Articles 4 to 8 of Regulation (EU) 2022/2065 (the Digital Services Act) in the EU and comparable intermediary protections elsewhere, including section 230 of the US Communications Decency Act. Private email services of this kind fall outside the online-platform obligations of the DSA and outside the scope of the UK Online Safety Act 2023.

We may update these terms to reflect changes to the Service, to our business, or to the law. The version and dates at the top of this page always show the current text.

We will give you at least 30 days' notice of a material change, by email or in the application. If you do not accept it, you may close your account before it takes effect, and we will refund fees covering any period after that. Continuing to use the Service after the change takes effect means you accept the new terms.

This agreement is governed by the laws of England and Wales, and disputes will be heard by the courts of England and Wales.

If you are a consumer, this choice does not deprive you of the protection of the mandatory rules of the country where you are habitually resident, and you may usually bring proceedings in the courts of that country.

We would rather resolve a complaint directly — contact [email protected]first. If that does not settle it, consumers may be able to use an alternative dispute resolution body in their own country. The European Commission's online dispute resolution platform ceased operating in July 2025, so approach a national ADR body or consumer centre directly. We are not obliged to participate in ADR proceedings, and we will tell you if we decline to in a given case.

Where your country gives you something these terms do not, your country wins. In particular:

• Australia. Our goods and services come with guarantees that cannot be excluded under the Australian Consumer Law. For major failures you are entitled to cancel and get a refund of the unused portion, and to compensation for any other reasonably foreseeable loss or damage. You are also entitled to have the service remedied if it is not of acceptable quality and the failure does not amount to a major failure. Nothing in sections 14 or 15 limits this.
• United Kingdom. The Consumer Rights Act 2015 requires digital services to be of satisfactory quality, fit for purpose, and as described. The Consumer Contracts Regulations 2013 give you the 14-day cancellation right in section 9.
• European Economic Area. Directive (EU) 2019/770 gives you the conformity guarantee in section 14, and Directive 2011/83/EU the cancellation right in section 9.
• United States. Some states do not allow the exclusion of implied warranties or the limitation of incidental or consequential damages, so parts of sections 14 and 15 may not apply to you.
• Canada. Consumer protection legislation in your province may give you rights that these terms cannot reduce, and in Quebec the Consumer Protection Act applies. Our commercial electronic messages comply with CASL.
• New Zealand. Where you acquire the Service as a consumer, the Consumer Guarantees Act 1993 gives you guarantees that cannot be contracted out of, and the Fair Trading Act 1986 applies. Nothing in sections 14 or 15 limits either. If you acquire the Service for business purposes, you agree that the Consumer Guarantees Act does not apply, to the extent the law permits that agreement.

• Entire agreement. These terms, the Privacy Policy, and any separate written agreement covering your account are the whole agreement between us on this subject.
• Severability. If a provision is found invalid, the rest stays in force and the invalid part is read down to the minimum extent needed to make it valid.
• No waiver. Not enforcing a term on one occasion does not waive it.
• Assignment. You may not transfer this agreement without our consent. We may transfer it to a group company or to a buyer of the business, on notice to you, provided your rights are not reduced.
• Force majeure. Neither party is liable for failure caused by events outside its reasonable control, for as long as the event continues.
• Notices. We will contact you at the address on your account or in the application. Write to us at [email protected] or at our registered office.
• Language. These terms are concluded in English. Any translation is provided for convenience, and the English text prevails to the extent the law allows.