Scope & Definitions

"Services" means FutureZone's domain-based professional email platform, including web and mobile access, admin dashboards, API, support channels, and the public website at FutureZone.com. "Personal data" means any information relating to an identified or identifiable natural person. This policy applies to applicants, members, and visitors who interact with our Services.

Information We Collect

Account & Identity Information

When you apply for or register an account, we collect your full name, email address, company or organisation name, country of operation, website URL, and any verification documents you provide during our membership review process (e.g. identity or domain ownership proof). This information is used to verify your identity, prevent fraud, and deliver the Services.

Usage Data

We collect technical information necessary to operate and improve the Services, including IP addresses, browser type and version, device identifiers, operating system, pages visited, session duration, and action timestamps. This helps us ensure security, troubleshoot issues, and improve performance. We do not use this data to build advertising profiles.

Communications Data

We process email metadata (sender, recipient, subject line, timestamps, and routing information) to deliver and store messages. The body and attachments of your emails are stored encrypted at rest and are accessible only to you and those you authorise (e.g. delegated mailboxes). We do not scan email content for advertising purposes.

Billing Information

Payment details are processed by PCI-DSS compliant payment processors. We retain only minimal billing information (e.g. last four digits of a card, billing address) and never store full payment card numbers. Invoices and transaction records are kept for accounting and tax compliance.

Support & Correspondence

When you contact support or sales, we collect the content of your messages and any attachments you send. We use this to resolve your enquiry and to improve our support processes. Support tickets may be retained for a limited period after resolution for quality and legal purposes.

Legal Basis for Processing (GDPR)

Where the GDPR applies, we process your data on the following bases: Contract—to provide the Services you have requested; Legitimate interests—to secure our systems, prevent abuse, and improve the Services; Legal obligation—to comply with applicable law; and Consent—where we have asked for your consent (e.g. optional marketing or analytics). You may withdraw consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.

How We Use Your Information

We use your personal data exclusively to: provide, maintain, secure, and improve the Services; verify your identity and domain ownership; communicate about your account, billing, and product updates; process payments and renewals; meet legal and regulatory obligations; investigate fraud, abuse, or security incidents; and respond to your enquiries. We do not use your data for advertising, and we never sell, rent, or trade your personal data to third parties for their marketing.

Data Retention

Account and identity data is retained while your membership is active. Upon account closure, data is held for up to 90 days to allow recovery, then permanently deleted in line with our data deletion procedures. Billing and invoice records are retained for seven years as required by financial and tax regulations. Support correspondence may be retained for up to two years. Where we are required to retain data by law, we will do so only for the period mandated.

Your Rights

Rights Under GDPR

If you are in the European Economic Area or the UK, you may: Access your personal data; Rectify inaccurate data; Erase your data (subject to legal exceptions); Restrict or object to certain processing; Data portability—receive your data in a structured, machine-readable format; and Withdraw consent where processing is based on consent. To exercise these rights, contact our Data Protection Officer at privacy@FutureZone.com. We will respond within 30 days. You also have the right to lodge a complaint with a supervisory authority in your country.

Other Jurisdictions

Depending on your location (e.g. California, Canada, Australia), you may have additional rights such as the right to know, delete, or opt out of the "sale" or "sharing" of personal information. FutureZone does not sell or share personal data for cross-context behavioural advertising. For requests under CCPA or similar laws, contact privacy@FutureZone.com.

Cookies & Tracking

We use strictly necessary cookies to operate the Services (e.g. session and authentication). Functional cookies remember your preferences. Analytics cookies (with your consent where required) help us understand how the site and product are used so we can improve them. We do not use advertising cookies or cross-site tracking for targeted advertising. You can manage cookie preferences via your browser or our cookie banner where applicable.

Sharing Your Information

Personal data is shared only: with trusted sub-processors (e.g. hosting, payment, email delivery, and support tools) under strict data processing agreements; with legal or regulatory authorities when required by law or to protect our rights; or with a successor entity in a merger or acquisition, subject to equivalent privacy commitments. We do not sell, rent, or trade personal data. A list of key sub-processors is available on request from privacy@FutureZone.com.

International Data Transfers

Your data may be processed in countries outside your residence. Where we transfer data from the EEA or UK to countries not deemed adequate, we use appropriate safeguards such as Standard Contractual Clauses (SCCs) or equivalent mechanisms to ensure your data receives a level of protection consistent with applicable law.

Security

We implement industry-standard measures including TLS encryption in transit, AES-256 encryption at rest for stored email and sensitive data, role-based access controls, and regular security assessments. In the event of a confirmed personal data breach that poses a risk to your rights and freedoms, we will notify affected individuals and relevant authorities as required by law (e.g. within 72 hours where the GDPR applies).

Children's Privacy

FutureZone Services are intended for adults aged 18 and over. We do not knowingly collect personal data from individuals under 18. If you become aware that a minor has provided us with personal data, please contact us at privacy@FutureZone.com and we will take steps to delete such information.

Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or in-product notice at least 14 days before they take effect. Your continued use of the Services after the effective date constitutes acceptance of the updated policy. We encourage you to review this page periodically.

Contact

FutureZone — Data Protection Officer
Privacy enquiries: privacy@FutureZone.com
General support: support@FutureZone.com
For written correspondence, please use the address published on our Contact page.

Service Agreement

FutureZone provides verified email infrastructure on a subscription basis. You agree to use services only for lawful purposes and maintain account security at all times.

Verification Requirements

All accounts require identity verification. You agree to provide accurate information and authorise us to verify your identity through various methods including document verification and domain ownership checks.

Definitions

"Account" means your FutureZone membership and associated mailboxes, domains, and settings. "Content" means any data, text, or materials you send, receive, or store via the Services (including emails and attachments). "Plan" means the subscription tier you have selected (e.g. Starter, Smart Account, Professional, Enterprise). "You" and "your" refer to the individual or entity that has agreed to these Terms.

Description of Services

FutureZone provides domain-based professional email hosting, including mailbox provisioning, web and mobile access, admin and team management tools, storage, and support as described in your Plan. Services are provided subject to verification of your identity and, where applicable, domain ownership. We do not guarantee that the Services will meet every specific requirement; they are provided "as is" within the scope of our service level commitments.

Eligibility & Account Registration

Eligibility

You must be at least 18 years of age and have the legal capacity to enter a binding contract. If you are using the Services on behalf of an organisation, you represent that you have authority to bind that organisation to these Terms.

Membership Registration & Verification

Access to the Services requires a completed membership application and successful identity and, where relevant, domain verification. You agree to provide accurate, current, and complete information and to update it as necessary. We reserve the right to decline or revoke access at any time if information is found to be false, misleading, or incomplete, or if we have reasonable grounds to believe that granting or continuing access would violate these Terms or applicable law.

Account Security

You are solely responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your Account. You must notify us immediately at support@FutureZone.com if you suspect unauthorised access or any breach of security. We are not liable for any loss or damage arising from your failure to protect your credentials.

Acceptable Use

You agree to use the Services only for lawful purposes and in accordance with these Terms and any applicable laws. You must not:

• Send unsolicited bulk email (spam) or use the Services for phishing, fraud, or impersonation.
• Distribute malware, viruses, or other harmful code, or attempt to gain unauthorised access to our or any third party's systems.
• Use the Services in a way that infringes intellectual property, privacy, or other rights of third parties.
• Transmit content that is defamatory, obscene, or that incites violence or illegal activity.
• Exceed the sending limits or usage parameters of your Plan in a manner that adversely affects the Services or other users.
• Resell or sublicense access to the Services in a manner not expressly permitted by your Plan or a separate agreement with us.

We may monitor for abuse and reserve the right to suspend or terminate your Account immediately, without prior notice or refund, in the event of a material breach of this section or our Acceptable Use Policy.

Domain & DNS

You are responsible for maintaining valid ownership and control of any domain you use with the Services. You must configure DNS (including MX records) as instructed by FutureZone for mail delivery to function. We are not responsible for mail delivery failures due to incorrect or outdated DNS configuration, domain expiration, or actions of your domain registrar. Use of a domain with the Services does not transfer domain ownership to FutureZone.

Plans, Billing & Payments

Service Plans

Services are provided on a subscription basis (monthly or annual, as selected). Plan features, limits, and pricing are described on our Pricing page and in your account dashboard. We reserve the right to modify plans or pricing with at least 30 days' advance notice; such changes will not apply to your current billing cycle until renewal unless otherwise required by law.

Payment

By subscribing, you authorise us (or our payment processor) to charge the payment method on file at the applicable rate on each renewal date. Prices are in the currency stated (e.g. GBP) and exclude applicable taxes unless otherwise indicated; you are responsible for any VAT, GST, or similar taxes where applicable. Failure to pay may result in suspension or termination of the Services.

Refunds & Credits

Payments are generally non-refundable. If FutureZone fails to provide the Services in a material way due to our fault, we may, at our discretion, offer a pro-rata credit or refund. Refund requests must be submitted to support within 14 days of the relevant billing date. This does not affect your statutory rights.

Service Availability & SLA

We target 99.9% uptime for core email delivery and access, measured monthly, excluding scheduled maintenance (which we will communicate in advance where reasonably possible) and circumstances outside our reasonable control (e.g. force majeure, third-party network or DNS failures). Service level commitments for Enterprise plans may be set out in a separate agreement. We are not liable for downtime or loss of data caused by factors outside our reasonable control.

Data, Storage & Backup

Storage

Storage limits are defined by your Plan. Exceeding these limits may result in restrictions on sending or receiving, or additional charges as specified in your Plan or our then-current pricing. You are responsible for managing your mailbox and archive usage within the limits of your Plan.

Backup

We perform regular operational backups for disaster recovery. These are not a substitute for your own backup strategy. You are responsible for maintaining independent copies of critical Content where required for your business or compliance needs.

Data Upon Termination

Upon account closure, your data will be retained for up to 90 days to allow recovery at your request, after which it will be permanently deleted in accordance with our data retention and deletion procedures. You are responsible for exporting any data you need before closure.

Suspension & Termination

Suspension

We may suspend your Account immediately, without prior notice, if we have reasonable grounds to believe you have breached these Terms, our Acceptable Use Policy, or applicable law, or if required to protect the security or integrity of the Services or other users. We will endeavour to notify you of the reason and, where appropriate, the steps required to restore access.

Termination by You

You may close your Account at any time through your account settings or by contacting support. Closure takes effect at the end of the current billing period. No refund is provided for any unexpired portion of a prepaid term.

Termination by Us

We may terminate your Account with 30 days' written notice for any reason, or immediately in cases of serious or repeated breach, fraud, or non-payment. Upon termination, your right to use the Services ceases and the provisions on data upon termination, limitation of liability, indemnification, and governing law will survive.

Intellectual Property

All rights in the Services, our website, the "FutureZone" name and branding, software, documentation, and other proprietary content remain the property of FutureZone or our licensors. You receive a limited, non-exclusive, non-transferable licence to use the Services in accordance with these Terms for the duration of your subscription. You may not copy, modify, reverse-engineer, or create derivative works from the Services except as expressly permitted by us in writing.

Limitation of Liability

To the fullest extent permitted by applicable law, FutureZone and its affiliates, directors, employees, and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages (including loss of profits, data, or goodwill) arising out of or in connection with the Services or these Terms. Our total aggregate liability for any claims arising in connection with the Services or these Terms shall not exceed the fees you have paid to us in the 12 months preceding the event giving rise to the claim. Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, fraud, or any other liability that cannot be excluded or limited by law.

Indemnification

You agree to indemnify, defend, and hold harmless FutureZone and its affiliates, officers, directors, employees, and agents from and against any and all claims, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or related to your use of the Services, your Content, your violation of these Terms, or your violation of any third-party rights or applicable law.

Governing Law & Disputes

These Terms are governed by the laws of the jurisdiction in which FutureZone is established (as stated on our website or in your contract). Any dispute arising out of or relating to these Terms or the Services that cannot be resolved in good faith within 30 days may be submitted to the exclusive jurisdiction of the courts of that jurisdiction, or to binding arbitration if both parties agree in writing. Nothing in this section limits your right to bring a claim before a competent supervisory authority where applicable (e.g. for data protection matters).

General Provisions

Entire agreement: These Terms, together with our Privacy Policy and any plan-specific or order documentation, constitute the entire agreement between you and FutureZone regarding the Services and supersede any prior agreements or understandings.

Severability: If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions will continue in full force and effect.

Waiver: Our failure to enforce any right or provision of these Terms shall not constitute a waiver of such right or provision.

Assignment: You may not assign or transfer these Terms or your Account without our prior written consent. We may assign our rights and obligations under these Terms to an affiliate or in connection with a merger, acquisition, or sale of assets.

Notices: We may give notice to you by email to the address associated with your Account or by posting on our website or in the Services. You should send legal or formal notices to the contact details set out below.

Contact

FutureZone
Legal enquiries: legal@FutureZone.com
Support: support@FutureZone.com
For full contact details, see our Contact page.