PROEMAILS / LEGAL

Acceptable Use Policy

Keeping our email community safe.

Last updated: 12 October 2026

This Acceptable Use Policy (Policy) applies to services provided by Pro Image Emails Pty Ltd (ABN 36 688 958 965), trading as ProEmails (ProEmails, we, us, our).

This Policy governs the acceptable use of ProEmails email hosting services, including personalised email addresses made available under domain names owned or controlled by ProEmails.

This Policy should be read together with our:

Terms and Conditions: https://my.proemails.com.au/terms

By using ProEmails services, you agree to comply with this Policy.

1. Purpose and Scope

ProEmails provides personalised and professional email hosting services.

This Policy establishes acceptable standards of conduct intended to protect customers, recipients, infrastructure, service providers and the reputation of the ProEmails service.

Customers are responsible for ensuring that their use of the service, including use by anyone they authorise to access their mailbox or account, complies with this Policy and applicable law.

2. Lawful and Responsible Use

Customers must use ProEmails services lawfully and responsibly.

You must not use the service to:

Engage in unlawful activities.
Facilitate fraud or deception.
Harass, threaten or unlawfully intimidate others.
Infringe privacy or intellectual property rights.
Interfere with service operations.
Cause material harm to other customers or third parties.
Engage in conduct that materially threatens the security or reputation of ProEmails infrastructure.

Customers are responsible for the lawful use of their accounts and communications.

3. Spam and Unsolicited Messages

ProEmails prohibits the use of its services to send spam or unlawful unsolicited commercial electronic messages.

You must not:

Send unlawful bulk email or spam.
Send commercial electronic messages without legally required consent.
Use purchased, harvested or improperly obtained contact lists for unlawful or abusive messaging.
Send deceptive or misleading marketing communications.
Circumvent sending restrictions or anti-spam controls.
Operate unauthorised bulk-mailing or mass-email systems.

Commercial electronic messages must comply with applicable laws, including the Australian Spam Act 2003.

Where required, messages must include appropriate sender identification and a functional unsubscribe facility.

ProEmails email hosting services are primarily intended for ordinary personal and professional correspondence.

High-volume marketing and automated bulk mailing may be restricted or require a separately approved service.

Reasonable sending limits and automated anti-abuse controls may apply.

4. Fraud, Impersonation and Deceptive Conduct

You must not use ProEmails services to impersonate another person, organisation or authority.

Prohibited activities include:

Phishing.
Identity fraud.
Financial scams.
Misleading sender identification.
Fraudulent requests for payment or information.
Misrepresentation of employment or organisational affiliation.

You must not use a ProEmails address to falsely imply that you represent or are endorsed by another person or organisation.

ProEmails may investigate credible complaints involving fraudulent or misleading use of an allocated address.

5. Harmful, Abusive or Unlawful Content

You must not use ProEmails services to send, store or distribute material where doing so is unlawful or constitutes:

Serious harassment or threats.
Fraudulent communications.
Unlawful disclosure of confidential information.
Infringement of intellectual property rights.
Distribution of malicious content.
Facilitation of unlawful harm.

Nothing in this Policy is intended to prohibit lawful expression or legitimate communications.

6. Malware, Security and Interference

You must not use ProEmails services to:

Distribute malware, viruses or ransomware.
Conduct phishing or credential theft.
Attempt unauthorised access to accounts or infrastructure.
Circumvent authentication or security controls.
Interfere with network or server operations.
Conduct unauthorised security testing against ProEmails systems.

Customers must take reasonable precautions to protect their credentials and devices.

Suspected account compromise must be reported promptly.

ProEmails may temporarily restrict an affected account where reasonably necessary to contain a security incident.

7. Service Resources and Technical Limits

ProEmails operates shared email hosting infrastructure.

Reasonable technical and operational limits may apply to maintain service reliability and security.

These may include:

Mailbox storage limits.
Message and attachment size limits.
Outbound sending limits.
Connection and authentication limits.
Automated abuse-prevention controls.

Applicable customer-facing limits will be described in the relevant plan or service information.

Customers must not attempt to circumvent technical restrictions or use resources in a manner that unreasonably affects other users.

8. Email Address Licensing and Account Usage

8.1 Right to Use an Email Address

ProEmails provides customers with a limited, non-exclusive, non-transferable contractual right to use an allocated email address during their active subscription.

Customers do not acquire ownership of the underlying domain name or permanent ownership of the allocated email address.

The domain name remains owned or controlled by ProEmails or the relevant domain holder.

8.2 Restrictions on Transfers

Unless expressly authorised in writing, customers must not:

Sell or auction an allocated email address.
Transfer or sublicense their right to use an address.
Claim ownership of a ProEmails-controlled domain.
Attempt to transfer the underlying domain to another provider.
Grant another person permanent rights to an allocated address.
Use an address in a way that unlawfully infringes third-party rights.

8.3 Account Security

Customers must maintain the confidentiality of their account credentials.

You must not knowingly permit unauthorised access or allow another person to use your service for prohibited activities.

Passwords and authentication codes must not be submitted through ordinary email, website forms or support tickets.

8.4 Cancellation and Reassignment

When a subscription ends, the customer's right to use the allocated email address may also end.

Cancelled addresses are subject to a protected retention process before any potential reassignment.

Reassignment will be considered in accordance with the Terms and Conditions, applicable law and relevant security and privacy considerations.

A newly allocated customer will not be intentionally provided with access to the previous customer's stored mailbox contents.

Customers should update third-party accounts and retrieve important information before their subscription ends.

9. Intellectual Property and Privacy

Customers must respect the intellectual property, confidentiality and privacy rights of others.

You must not unlawfully collect, disclose or distribute personal information or protected material.

Customers retain their applicable rights in their email content.

Ownership of ProEmails-controlled domain names and associated branding remains with ProEmails or the relevant rights holder.

Personal information is handled in accordance with our Privacy Policy:

https://my.proemails.com.au/privacy

10. Complaints, Reports and Investigations

ProEmails may investigate credible reports of:

Spam.
Phishing.
Fraud.
Impersonation.
Security incidents.
Unlawful activity.
Misuse of allocated email addresses.
Material breaches of this Policy.

Where reasonably necessary, ProEmails may request information from the account holder, review relevant technical information or implement proportionate protective measures.

We may cooperate with service providers, regulators and law-enforcement authorities where required or permitted by law.

Personal information associated with investigations will be handled in accordance with our Privacy Policy and applicable law.

11. Enforcement and Suspension

Where ProEmails reasonably identifies misuse, unlawful activity or a material security risk, proportionate action may be taken.

Depending on the circumstances, this may include:

Warning the customer.
Requesting corrective action.
Restricting sending activity.
Requiring additional account verification.
Temporarily suspending access.
Terminating services where permitted under the Terms and Conditions and applicable law.

Where reasonably practicable and appropriate, customers will be notified and provided an opportunity to resolve the issue.

Immediate action may be required where there is serious unlawful activity, significant abuse, an urgent security threat or a legal requirement.

Suspension and termination are governed by our Terms and Conditions:

https://my.proemails.com.au/terms

12. Australian Consumer Law

Nothing in this Policy excludes, restricts or modifies any consumer guarantee, statutory right or remedy that cannot lawfully be excluded, restricted or modified.

ProEmails will administer this Policy consistently with applicable Australian law.

13. Changes to This Policy

ProEmails may update this Policy to reflect changes in:

Applicable laws.
Email hosting technologies.
Infrastructure and security requirements.
Abuse-prevention practices.
Service operations.

The current version will be published at:

https://my.proemails.com.au/acceptable-use-policy

Where changes materially affect an existing paid service, any notice required by law or the applicable agreement will be provided.

14. Reporting Abuse and Contact Information

Suspected spam, phishing, fraud, impersonation, security threats or other prohibited activities should be reported to ProEmails.

Please provide relevant information such as the email address involved, message headers, dates, times and a description of the incident.

Pro Image Emails Pty Ltd

Trading as ProEmails

ABN: 36 688 958 965

Abuse and Security Reports: abuse@proemails.com.au

Postal Address:

PO Box 90

Pimpama QLD 4209

Australia

Related Policies:

Terms and Conditions: https://my.proemails.com.au/terms