Service terms

1. Who we are

MailMarq provides managed DMARC, SPF and DKIM services from Northcliff, Johannesburg, South Africa. In these terms, “MailMarq”, “we” and “us” mean MailMarq, and “you” means the business that signs up for a package. These terms apply together with your tax invoice and the package details on our pricing page at the time you sign up.

2. What the service includes

Every package includes the same managed service. Your package sets the allowances.

• An assessment of your domains and current SPF, DKIM and DMARC records.
• Publishing a monitoring policy and collecting DMARC aggregate reports.
• A sender inventory built from report data.
• SPF and DKIM alignment for every legitimate sending service, including SPF lookup review and flattening where your record needs it.
• TLS reporting on mail sent to your domain.
• Staged progression to p=quarantine and p=reject, each step recommended with evidence and applied only with your written approval.
• Monitoring for new and failing senders for the full term.
• Plain-language reporting on what changed and what we did.
• Support from our South African team during business hours. We reply within one business day.

Not included: MTA-STS hosting, BIMI, inbound spam or malware filtering, mailbox security, protection against lookalike domains, and changes inside third-party platforms we cannot access.

3. Your package and allowances

Your package sets the number of domains, subdomains, email platforms, monthly message volume, reporting history and user logins. Additions taken during the year are charged pro-rata to your renewal date and then renew at the full annual rate. If your sending grows beyond your package, we tell you before anything changes and you choose whether to add to it or move up a package.

4. What we need from you

• Accurate company, billing and domain details.
• A nominated approver who signs off each policy change. You may change the approver in writing at any time.
• Access to your DNS, or a contact who can publish records promptly when we ask.
• Telling us when you add a service that sends email as your domain.
• Access or contacts for third-party platforms whose settings need to change.

5. Approvals and responsibility for changes

We never move your DMARC policy without the written approval of your nominated approver. We recommend each step with the evidence behind it, but the decision to change your policy, and its effect on your email, rests with you. We never need your mailbox passwords.

6. Fees, invoicing and payment

Packages are billed annually in advance. Prices exclude VAT, which is added to your tax invoice. We activate your package once payment is received. The price for your term is fixed when you sign up.

7. Term and renewal

Your package runs for twelve months from the date we activate it. It renews automatically for a further twelve months unless you give us written notice before the renewal date. We send you a renewal reminder by email not more than 80 and not less than 40 business days before your renewal date, setting out the renewal price and how to cancel.

8. Cancellation and refunds

You may give notice that you do not want to renew at any time before your renewal date by emailing hello@mailmarq.co.za. Annual fees are not refundable once a package has been activated.

Where the Consumer Protection Act applies to you, you may also cancel during the term on 20 business days’ written notice. In that case you remain liable for amounts owed up to the cancellation date, we may charge a reasonable cancellation penalty as that Act allows, and we refund any balance due within 15 business days.

9. Your information and POPIA

To provide the service we receive DMARC aggregate reports for your domains. These contain sending IP addresses, message counts and authentication results, not the content of your email. We process this information as your operator under the Protection of Personal Information Act, only to provide the service, and we protect it with appropriate technical and organisational measures. Reporting history is kept for the period your package allows. Our privacy policy explains how we handle personal information.

10. What we cannot promise

DMARC protects the exact domains it is applied to. We do not guarantee that any particular email will be delivered or blocked, because receiving mail servers make the final decision. DMARC is one control within your wider security measures.

11. Suspension

If an invoice remains unpaid after we have reminded you in writing, we may suspend monitoring and reporting until it is paid. We do not change your published DNS records when a service is suspended.

12. Liability

To the extent permitted by law, we are not liable for indirect or consequential loss, and our total liability for any claim in connection with the service is limited to the fees you paid us in the twelve months before the claim arose. Nothing in these terms limits rights you have under the Consumer Protection Act where it applies to you.

13. Changes to these terms

We may update these terms. We tell you by email at least 30 days before a change takes effect, and changes apply from your next renewal unless the law requires otherwise.

14. Governing law and contact

These terms are governed by the laws of the Republic of South Africa. Questions about them can be sent to hello@mailmarq.co.za.