Kibamail

Acceptable Use Policy

Understand the rules governing the use of the Kibamail platform.Last updated: December 30, 2025

Effective Date: December 30, 2025

Last Updated: December 30, 2025

Introduction

This Acceptable Use Policy ("AUP") governs your use of the email services provided by KIBAMAIL MESSAGING SYSTEMS LTD ("Kibamail," "we," "us," or "our") at https://kibamail.com (the "Service"). This AUP is incorporated by reference into our Terms of Service.

By using our Service, you agree to comply with this AUP. Violation of this policy may result in immediate suspension or termination of your account without notice or refund.

Why This Policy Matters

Deliverability is a shared responsibility. The reputation of our email infrastructure directly impacts every customer's ability to reach their recipients' inboxes. When one sender engages in harmful practices, it affects all senders on our platform.

Email Provider Compliance

Kibamail maintains compliance with sender requirements and best practices mandated by major email providers including Google (Gmail), Microsoft (Outlook, Hotmail), Yahoo, Apple, and others.

All accounts on our platform must adhere to these standards. We continuously monitor and update our policies to align with evolving email provider requirements, including:

  • Google's Email Sender Guidelines
  • Yahoo's Sender Best Practices
  • Microsoft's Anti-Spam Policies
  • Industry standards for email authentication (SPF, DKIM, DMARC)

We enforce these rules to:

  • Protect your inbox placement and sending reputation
  • Maintain the integrity of our shared infrastructure
  • Ensure compliance with applicable laws and regulations
  • Preserve our relationships with major email providers

Sending Performance Requirements

To maintain the health of our email infrastructure, all accounts must meet these performance standards:

Complaint Rate

Your complaint rate must stay below 0.08% (0.08 complaints per 100 emails sent). Complaints occur when recipients mark your emails as spam.

Bounce Rate

Your bounce rate must remain below 4%. Bounces occur when emails cannot be delivered to the recipient's address.

Consequences

  • Accounts that exceed these thresholds may be suspended or terminated without warning
  • Persistent violations may result in permanent removal from the platform
  • No refunds will be issued for accounts terminated due to policy violations

Prohibited Uses

You may NOT use Kibamail for any of the following purposes:

1. Spamming

Sending bulk unsolicited messages to recipients who have not explicitly opted in to receive your communications. This includes:

  • Purchasing or renting email lists
  • Scraping email addresses from websites
  • Using harvested email addresses from any source
  • Sending to lists where recipients did not directly subscribe to YOUR communications

2. Phishing and Fraud

Sending fraudulent emails designed to:

  • Deceive recipients into revealing personal information, passwords, or financial details
  • Impersonate other individuals, companies, or organizations
  • Manipulate recipients through false or misleading claims
  • Conduct advance-fee fraud, business email compromise, or similar scams

3. Illegal Activities

Sending emails that:

  • Promote or facilitate illegal activities
  • Violate any applicable local, state, national, or international law
  • Solicit illegal goods or services
  • Facilitate money laundering or terrorist financing

4. Low-Quality Sending

Sending emails that consistently generate:

  • High bounce rates (indicating poor list quality)
  • High complaint rates (indicating unwanted content)
  • Low engagement rates (indicating disinterested recipients)

5. Malicious Content

Sending emails that:

  • Contain or link to malware, viruses, trojans, or other malicious code
  • Attempt to exploit security vulnerabilities in recipient systems
  • Distribute ransomware or other harmful software
  • Link to compromised or malicious websites

6. Harassment and Abuse

Sending emails that:

  • Threaten, harass, intimidate, or bully individuals or groups
  • Contain hate speech or discriminate based on race, ethnicity, religion, gender, sexual orientation, disability, or other protected characteristics
  • Stalk or repeatedly contact recipients who have requested no further communication
  • Defame or libel individuals or organizations

7. Affiliate Marketing

Sending emails for affiliate marketing purposes, including:

  • Promoting third-party products or services for commission
  • Sending traffic to affiliate links or landing pages
  • Any form of commission-based email marketing

8. Unsolicited Email Activity

Any email activity where recipients have not explicitly requested to receive communications from you, including:

  • Cold outreach or prospecting emails
  • Purchased or rented contact lists
  • Scraped or harvested email addresses
  • Business-to-business unsolicited emails

9. Service Interference

Activities that:

  • Attempt to disrupt or compromise Kibamail's systems or infrastructure
  • Interfere with other customers' use of the Service
  • Attempt to circumvent rate limits, security measures, or other restrictions
  • Probe, scan, or test the vulnerability of our systems without authorization
  • Launch denial-of-service attacks against any system

Prohibited Content Categories

You may NOT send emails containing or promoting the following:

Illegal and Regulated Goods/Services

  • Illegal drugs or controlled substances
  • Weapons, ammunition, or explosives (where prohibited)
  • Counterfeit goods or services
  • Stolen property or identity documents

Legal Violations

  • Content that violates CAN-SPAM, GDPR, CASL, or other applicable anti-spam and privacy laws
  • Copyright-infringing content or pirated materials
  • Content that violates third-party intellectual property rights

Adult and Explicit Content

  • Pornography or sexually explicit material
  • Escort or adult dating services
  • Sexually explicit products or services

High-Risk Industries

  • Unregulated pharmaceuticals or prescription drugs
  • Gambling, betting, or casino services (unless properly licensed and legal in all recipient jurisdictions)
  • Cryptocurrency schemes, ICOs, or unregistered securities
  • Multi-level marketing (MLM) or pyramid schemes
  • Payday loans, predatory lending, or debt collection harassment

Deceptive Practices

  • Get-rich-quick schemes or false income claims
  • Fake social media followers, likes, or engagement
  • List brokering or selling email addresses
  • Misleading product claims or false advertising

Reputation-Damaging Content

Any content that, in Kibamail's sole judgment, could damage:

  • Our sending reputation with email providers
  • Our IP addresses' deliverability
  • Other customers' ability to reach inboxes
  • Kibamail's business relationships or brand

Mailing List Requirements

Single Opt-In Requirement (Mandatory)

All recipients on your mailing lists must have opted in to receive your communications. At minimum, single opt-in is required for all contacts. This means:

  • The recipient voluntarily provided their email address to you (not a third party)
  • The recipient understood they would receive email from your organization
  • The recipient had a clear opportunity to decline

We enforce this requirement for all accounts. Contacts that have not opted in may not be added to your mailing lists.

Double Opt-In (Recommended)

We recommend using double opt-in (confirmed opt-in) where subscribers verify their email address before being added to your list. This:

  • Reduces invalid addresses and bounces
  • Demonstrates clear consent
  • Improves engagement rates
  • Provides stronger legal protection

Required Email Elements

All emails sent through Kibamail must include:

  1. Valid Sender Information: Accurate "From" name and email address identifying your organization
  2. Physical Mailing Address: A valid postal address for your organization
  3. Clear Unsubscribe Mechanism: An easy, obvious way for recipients to opt out of future emails

Unsubscribe and Complaint Handling (Automatic)

Kibamail automatically enforces industry-standard unsubscribe and complaint handling:

  • Unsubscribe links are automatically included in all marketing emails
  • One-click unsubscribe (List-Unsubscribe header) is automatically added to all emails
  • Unsubscribe requests are processed automatically and immediately
  • Spam complaints are processed automatically—contacts who complain are removed from your lists
  • Unsubscribed contacts are automatically prevented from receiving future emails

You may not:

  • Re-add unsubscribed contacts without their explicit re-consent
  • Attempt to bypass or circumvent the automatic unsubscribe system
  • Send emails to contacts who have previously complained

Attempts to circumvent these protections will result in account suspension or termination.

Transactional vs. Marketing Emails

  • Transactional emails (receipts, shipping notifications, password resets, etc.) may be sent without explicit marketing consent but must still be relevant and expected
  • Marketing emails require explicit opt-in consent from recipients

Email Authentication (Automatic)

Kibamail automatically enforces email authentication for all sending domains:

  • SPF (Sender Policy Framework): Automatically configured when you add a sending domain
  • DKIM (DomainKeys Identified Mail): Automatically enabled and signed for all outgoing emails
  • DMARC (Domain-based Message Authentication): Automatically aligned with your domain settings

You are required to add the DNS records provided by Kibamail to your domain. Domains without verified authentication cannot be used for sending.

Compliance with Laws

You are solely responsible for ensuring your use of the Service complies with all applicable laws and regulations, including but not limited to:

  • CAN-SPAM Act (United States)
  • GDPR (European Union)
  • CASL (Canada)
  • PECR (United Kingdom)
  • Australian Spam Act
  • All other applicable anti-spam and privacy laws in jurisdictions where your recipients are located

Monitoring and Enforcement

Our Rights

Kibamail reserves the right to:

  • Monitor usage of the Service for compliance with this AUP
  • Review email content and metadata to investigate potential violations
  • Suspend or terminate accounts without prior notice for AUP violations
  • Report illegal activities to appropriate law enforcement authorities
  • Cooperate with investigations by law enforcement or regulatory bodies

Violation Consequences

Depending on the severity and nature of the violation, we may:

  1. Issue a warning and require corrective action
  2. Temporarily suspend your account pending investigation
  3. Permanently terminate your account without refund
  4. Report violations to law enforcement or industry blacklists

No Refunds for Violations

Accounts terminated for AUP violations are not eligible for refunds of any fees paid.

Reporting Violations

If you believe someone is using Kibamail in violation of this AUP, please report it to us at:

Email: engineering@kibamail.com

Include as much detail as possible, including:

  • The sender's email address or domain
  • Full email headers if available
  • A description of the violation
  • Any other relevant information

Changes to This Policy

We may update this Acceptable Use Policy from time to time. We will notify you of significant changes by posting a notice on our website or sending you an email. Continued use of the Service after changes constitutes acceptance of the updated policy.

Contact Us

If you have questions about this Acceptable Use Policy, please contact us:

KIBAMAIL MESSAGING SYSTEMS LTD 63 N. Burritt Ave Room 100 East PMB1247 Buffalo, WY 82834 United States

Email: engineering@kibamail.com Website: https://kibamail.com