Effective Date: October 21, 2026
These Terms of Service (“Mail Terms”) govern your use of WebFones Mail (“WebFones Mail” or the “Service”), the email feature provided by WebFones, LLC (“WebFones,” “we,” “us,” or “our”) inside the WebFones Desktop App, and the optional WebFones Email Hosting service described in Section 5.
These Mail Terms supplement the WebFones Desktop App Terms and Conditions. By using WebFones Mail, you agree to both. If these Mail Terms conflict with the Desktop App Terms with respect to WebFones Mail, these Mail Terms control.
WebFones Mail lets authorized users read, organize, screen, compose, and send email from within the WebFones Desktop App. You may connect mailboxes using standard IMAP and SMTP settings, or by signing in with supported providers, including Google (Gmail and Google Workspace) and Microsoft (Outlook.com and Microsoft 365).
Certain features require an active WebFones account, an Internet connection, and services provided by third-party email providers.
You may only connect mailboxes that you own or are authorized to use. You are responsible for complying with your email provider’s terms and, where a mailbox is provided by an employer or organization, with that organization’s policies. WebFones Mail requests only the access reasonably necessary to provide the features you choose to use, and you may disconnect a mailbox at any time from within the application.
When you connect a Google account, authorization is performed through Google OAuth. Google will show you the specific permissions WebFones Mail requests, and you may choose whether to grant them. You can revoke WebFones Mail’s access at any time from your Google Account security settings.
Limited Use. WebFones Mail’s use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. The use of information received from Google Workspace scopes will adhere to the Google User Data Policy, including the Limited Use requirements. In particular, WebFones:
Google is an independent third-party service provider. Your use of Gmail and Google Workspace remains subject to Google’s own terms and policies, and WebFones is not responsible for changes to or interruptions of Google services.
When you connect an Outlook.com or Microsoft 365 account, sign-in is performed through the Microsoft identity platform. Microsoft will present the permissions WebFones Mail requests as part of the Microsoft consent experience, and you (or, for organizational accounts, your administrator) may choose whether to grant them.
You can review and revoke WebFones Mail’s access at any time from your Microsoft account’s app permissions settings (for personal accounts, at account.live.com/consent/Manage; for work or school accounts, at myapps.microsoft.com). For organizational accounts, your administrator may manage or restrict access on your behalf.
WebFones Mail accesses Microsoft account data only as needed to provide the email features you choose to use, consistent with the permissions you grant and with Microsoft’s platform policies. Microsoft is an independent third-party service provider; Microsoft’s own processing of your data is described in the Microsoft Privacy Statement, and your use of Outlook.com and Microsoft 365 remains subject to Microsoft’s terms. WebFones is not responsible for changes to or interruptions of Microsoft services.
The hosting service. WebFones Email Hosting (“Email Hosting”) is an optional, separately priced service in which WebFones hosts mailboxes for a domain name that you own or control, for use through WebFones Mail. Email Hosting is offered without a long-term contract. Fees, billing periods, and cancellation are as set out in your order or WebFones account.
Your domain. You represent that you own the domain you use with Email Hosting or are authorized to manage it. You are responsible for keeping your domain registration current and for the DNS records Email Hosting requires (such as MX, SPF, DKIM, and DMARC records). WebFones may provide tools or guidance to help with setup, but email delivery may be interrupted if those records change or your domain registration lapses.
Your content. You retain all rights to the email, attachments, and contacts stored in your hosted mailboxes. WebFones stores and processes that content only to provide, secure, and support Email Hosting and the WebFones Mail features you choose to use, and to comply with applicable law.
Privacy of hosted email. WebFones does not read, scan, or analyze your hosted email to sell your data, to serve advertising, or to “improve” WebFones services, and does not use hosted email content to create, train, or improve generalized artificial-intelligence or machine-learning models. Automated processing is limited to what is needed to deliver, store, and search your email; to filter spam, malware, and other threats; to protect the security of the service; and to operate the WebFones AI features described in Section 6 on your behalf. WebFones personnel do not view the content of hosted mailboxes unless you authorize it (for example, in a support request), it is necessary for security purposes, or it is required by law.
Migration. WebFones may provide a migration tool to copy mail history and contacts into Email Hosting from Microsoft Exchange, Microsoft 365, Google, or other providers. You may migrate only accounts that you own or are authorized to access, and you authorize WebFones to access the source account as needed to copy your data. Any access granted for migration is used only for that purpose and may be revoked through the source provider. Migration results depend on the source provider’s systems and limits, and some items, folders, or formatting may not transfer exactly. You remain responsible for your source account’s terms and for keeping it active until you have confirmed that your migration is complete.
Sending and delivery. WebFones may apply reasonable sending limits, filtering, and security measures to protect Email Hosting, its users, and recipients. WebFones cannot guarantee that messages will be delivered to, or accepted by, mail systems operated by third parties.
Cancellation and data retention. If Email Hosting ends for any reason, WebFones may, at its option, retain your hosted email for up to thirty (30) days after cancellation, but is not obligated to do so. Once your account is canceled, your data may be purged from our servers, and purged data cannot be recovered. Export any email and contacts you want to keep before you cancel. To avoid interrupted delivery, update your domain’s DNS records before your service ends.
WebFones Mail includes features powered by WebFones AI, such as screening incoming messages to help identify unwanted or potentially dangerous email, and assisting you in improving drafts you choose to share with it. These features:
Our collection, use, storage, protection, and deletion of personal information—including information received through Google and Microsoft APIs—is described in the WebFones Privacy Policy. By using WebFones Mail, you acknowledge that you have reviewed the Privacy Policy.
You agree not to use WebFones Mail to send unlawful, deceptive, or unauthorized communications (including spam), to access mailboxes or systems without authorization, to transmit malware, to host mailboxes for domains you are not authorized to use, or otherwise in violation of applicable law or the WebFones Desktop App Terms and Conditions. You are responsible for ensuring your use of email complies with applicable consent, privacy, and communications laws.
WebFones may update, modify, suspend, or discontinue WebFones Mail features when reasonably necessary for security, maintenance, legal compliance, product improvement, or changes to third-party services, including changes Google or Microsoft make to their APIs, policies, or services. Features that depend on a third-party service may become unavailable or operate differently if that service changes.
The disclaimer-of-warranties, limitation-of-liability, suspension-and-termination, intellectual-property, and governing-law provisions of the WebFones Desktop App Terms and Conditions apply equally to WebFones Mail and are incorporated into these Mail Terms by reference.
WebFones may revise these Mail Terms to reflect changes to the Service, legal requirements, or connected services. Revised terms will be posted with a new effective date, and where a material change requires additional notice or consent under applicable law or a provider policy, WebFones will provide that notice or request consent as required. Continued use of WebFones Mail after revised terms become effective constitutes acceptance.
Questions about these Mail Terms or WebFones Mail may be directed to:
Call us: 727-498-2200
Email: support@webfones.com
Website: https://www.webfones.com