These Email Hosting Product Terms and Conditions are supplemental to the General Terms and Conditions, including the Acceptable Use Policy and the Data Protection Policy and apply to the provision of the Email Hosting services by AIC Technologies. The ordering of Email Hosting services from AIC Technologies constitutes acceptance by the Client of the General Terms and Conditions and these Email Hosting Terms and Conditions.

AIC Technologies reserves the right to amend these Email Hosting Product Terms and Conditions at any time and without notice to the Client.

1. Scope of the Agreement

1.1. These Email Hosting Product Terms and Conditions govern the provision of email hosting services by AIC Technologies to the Client (‘the Services’) including where such email hosting services forms part of a package with additional services from AIC Technologies such as hosting services.

1.2. The Services consists of AIC Technologies making a partition on a commonly used email server available to the Client with certain functions made available to the Client through a control panel.

1.3. The Services are subject to a minimum term of 12 months from commencement with payment required in advance in the frequency selected by the Customer when placing the order.

1.4. Provision of the Services is subject to the storage quota specified for each Email Hosting Product.

1.5. AIC Technologies shall notify the Client by email if the Client is approaching the quota and request that the Client make changes to its account to remain within the quota. Once the client meets or exceeds its quota then incoming emails will be returned to sender as undeliverable.

1.6. In the event that the Client exceeds the quota then AIC Technologies reserves the right, by written notice to the Client, to request that the Client upgrade to an email hosting product with a higher quota or, where the maximum quota allowable has been reached, to delete the content in excess of the quota. Clients are required to manage and effectively change their email storage through the control panel within 7 working days of request.

1.7. AIC Technologies further reserves the right to suspend the Services in the event that the Client: i) exceeds its mail quota; ii) fails to make any payment due to AIC Technologies; iii) fails to renew its agreement for the Email Hosting services; iv) cancels its agreement for the Email Hosting services and/or v) when requested to do so by a competent legal, regulatory or governmental authority.

1.8. AIC Technologies shall endeavour to reinstate a suspended mailbox when the Client has, within 28 days of the suspension, brought the mailbox storage under the mail quota amount.

1.9. If, within 28 days of a suspension being imposed, the Client has failed to remedy the reason for the suspension being imposed then AIC Technologies shall be entitled to permanently delete the Customer’s mailbox and all content therein.

1.10. Clients are required to log into their webmail accounts on a regular basis, no less than monthly, for webmail specific content to remain active. If, after six months, no login has been made then the webmail service and any webmail content will be permanently removed.

1.11. The Customer represents and warrants that it has, or has access to, knowledge and expertise required to configure, maintain and monitor the Email Hosting services.

1.12. The Customer accepts that AIC Technologies will have access to any material stored in the Customer’s mailbox and may, from time to time, require access to such material.

2. Service Delivery

2.1. While AIC Technologies shall make commercially reasonable efforts to maintain the uninterrupted provision of the Services there are various factors outside of AIC Technologies control that may make the Services unavailable from time to time. Accordingly, AIC Technologies cannot guarantee that the Services will be uninterrupted or error free.

2.2. To the fullest extent permissible by law, the Services are provided by AIC Technologies on an ‘as is’ and ‘as available’ basis and no warranty or representation (express or implied) of any kind is given in connection with the Services including as to satisfactory quality or fitness for a particular purpose. In particular, AIC Technologies gives no warranty or representation that:

2.2.1. the Services will meet the Client’s requirements;

2.2.2. the Services will be provided on an uninterrupted, timely, secure or error-free basis;

2.2.3. any results obtained from use of the Services will be accurate, complete or current; or

2.2.4. that the Services will be compatible with any files or software used by the Customer.

2.3. If the Customer upgrades or downgrades its package or restores the default settings in the control panel then such changes will take effect immediately. Accordingly, AIC Technologies will not be liable for any loss of data or other consequences as a result of such actions.

3. Fees

3.1. The fees for the Services shall be as set out in the order confirmation or such other fee as notified to the Customer from time to time.

3.2. Any renewal of the Services shall be subject to the prevailing fee at the time of renewal as advertised on AIC Technologies website.

3.3. If the Client upgrades its package during the term of the Agreement then the price difference, calculated pro-rate for the remainder of the then current charge, will be payable immediately by the Customer.

3.4. If the Client opts to downgrade its package during the term of the Agreement then no refund or credit shall be given. Renewal of the Services will then be at the price of the downgraded package.

4. Remedies and Limitations

4.1. AIC Technologies total liability in relation to the Services, and under this Agreement and these Email Hosting Terms, whether in respect of any breach of this Agreement, negligence, any act or omission of AIC Technologies whether intentional or otherwise, shall be limited to the total fees paid by the Client to AIC Technologies in the twelve months preceding the event giving rise to the liability.

4.2. Under no circumstances shall AIC Technologies be liable for any loss of profits, loss of business or any indirect, special, exemplary, punitive, incidental or consequential loss or damages.

4.3. AIC Technologies accepts no responsibility for any delay, lack of connection, slow connection, loss of data, loss of usability or any similar or related issues due to, but not limited to, any of the following:

4.3.1. the active or passive negligence of AIC Technologies, the Client or any third party;

4.3.2. downtime due to scheduled or emergency maintenance;

4.3.3. an upgrade, downgrade or other alteration to the Services;

4.3.4. hard failure (including issues caused by other users on the hardware);

4.3.5. incompatibility; or

4.3.6. the Customer’s error.

4.4. AIC Technologies may limit or deny access to the Services and AIC Technologies’ systems in the event that, in AIC Technologies’ sole judgement, such action is required to prevent damage to the network (including software and stored data) or to ensure the integrity or security of the network.

5. Security and Access Controls

5.1. All AIC Technologies email products have the capacity to transmit data in an encrypted manner between servers and devices. However, AIC Technologies accepts no responsibility for incorrectly configured devices that are configured to transmit or receive information in a non-encrypted manner.

5.2. Access control and logging vary between email products. Complimentary email products that are bundled without charge with hosting products have limited or no access controls beyond limiting external access, and may not be fit for purpose for some businesses. Business email product includes basic logging functions only, and access control is limited to only prohibiting external access. When using AIC Technologies email products that allow for internal access. Private Exchange and Office 365 products do not allow for external or internal access without user credentials excluding exceptional circumstances such as assisting with law enforcement activities. Access to private exchange and office 365 products is partially recorded, and can be reviewed within each product's respective control panel. 

5.3. Customers seeking the highest data integrity and access controls accept that additional services will often be required at an additional charge.

5.4. Customers accept that where two-factor authentication is avaiaible, it is their responsibility to implement it. Two-factor authentication is not available on free email products that are bundled with hosting.

6. Suppliers and Vendor Acknowledgement

6.1. By using an AIC Technologies email product you accept that each email product is partially or wholly facilitated by one or more external suppliers, and these external suppliers may, in turn, engage the services of additional parties.

6.2. By using AIC Technologies email products, you accept that we may without notice add or remove an underlying supply or vendor, resulting in a substantial change to the nature of your email service. 

6.3. By using our email products, you accept that your data may be stored overseas or within Australia.

6.4. Customers that require data to be held exclusively in Australia must notify us of this requirement.

6.5. You accept that AIC Technologies may provide an email service facilitated by but not limited to Rackspace Technology, Microsoft, Synergy Wholesale or Siteground.

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