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Terms of Use — Mail RP

Oct 23, 2026 · @Xelyos

These terms of use (the "Terms of Use") set out the rules for accessing and using Mail RP for all profiles: Visitors, Administrators and Users. The terms for subscribing to and paying for subscriptions are set out in the Terms of Sale (the "Terms of Sale"). The processing of personal data is described in the Privacy Policy.

Article 1 — Definitions

Term Definition
Service The Mail RP platform available at mail-rp.com, its subdomains, its administration panel and its API.
Publisher Thomas Vandewattyne (Xelyos) EI, which operates the Service.
Visitor Any person who browses the site without being logged in.
Administrator A person holding an Administrator Account, who creates and manages a Server and, where applicable, subscribes to a plan.
User A person holding an RP Mailbox attached to a Server, usually a player in the Administrator's community.
Server A Mail RP space associated with a role-play community and configured by an Administrator (domains, subdomains, mailboxes). It is accessible through a subdomain of mail-rp.com or through a custom domain belonging to the Administrator (for example mail.example-rp.com).
RP Mailbox A fictitious email address used to send and receive Messages within a Server.
Message Correspondence exchanged through the Service, in a closed and fictional environment.
Content Any text, image, file or media published or transmitted through the Service.
Account Refers to either an Administrator Account or a User Account.

Article 2 — Purpose, acceptance and legal notice

2.1 Acceptance

Creating an Account constitutes acceptance of the Terms of Use, by ticking a checkbox that is not pre-ticked. The accepted version and its date are recorded. Without acceptance, the Service cannot be used beyond simply browsing the site.

2.2 Order of precedence

In the event of conflict, the Terms of Sale prevail over the Terms of Use for all matters relating to the subscription, its price and its payment.

2.3 Publisher

2.4 Hosting providers

This information also appears on the Legal Notice page.

Article 3 — Description of the Service and plans

3.1 Nature of the Service

Mail RP simulates an email service for role-play communities. Messages travel only between RP Mailboxes, in a closed environment. The Service is not a real email service: it must not be used for personal, professional or confidential exchanges.

3.2 Plans

The Service is offered to Administrators under the following plans: Free, Developer, Standard, Advanced and Premium. The content, limits and price of each plan are described on the Pricing page and in the Terms of Sale. Access is free for Users; the features available to them depend on the plan subscribed to by their Server's Administrator.

3.3 API

Depending on the plan, the Administrator may access the Service's API using personal keys. The keys are confidential. Use of the API is subject to the plan's quotas and to the technical documentation in force.

3.4 Changes to the Service

The Publisher may change features to improve the Service. A change that substantially reduces a feature of a paid plan follows the procedure in Article 13.

Article 4 — Accounts, roles and security

4.1 Minors

The Service is open to all ages. A minor uses it under the responsibility of their legal guardian. Creating an Administrator Account and subscribing to a paid plan is reserved for adults, or for minors with the authorization of their legal guardian.

4.2 Administrator Account

It is created by signing up on the site. The Administrator provides accurate information and keeps it up to date.

4.3 User Account

It can be created in three ways:

  1. By the User themselves, by signing up on the relevant Server.
  2. By the Server's Administrator.
  3. By a Domain Manager: a person appointed by the Administrator to manage the RP Mailboxes of one domain of their Server, strictly within that domain. For example, the head of a police faction creates the RP Mailboxes of their officers.

When a third party creates the Account, they first obtain the User's agreement and send them their login details confidentially. At their first login, the User accepts the Terms of Use and is prompted to choose their own password. A User may hold RP Mailboxes on several Servers.

4.4 Roles

An Account is either an Administrator Account or a User Account; it cannot hold both roles. A person who administers a Server and also plays on it must hold two separate Accounts, each subject to the obligations of its role. The Domain Manager role is assigned to a User Account and grants no right to administer the Server beyond that domain.

4.5 Security

Login details, passwords and API keys are personal and confidential. The Administrator Account holder notifies the Publisher without delay of any unauthorized use. The Publisher recommends enabling two-factor authentication, available in the account area.

Article 5 — Administrator obligations

The Administrator is responsible for their Server and for how they make it available to their community. To that end, they undertake to:

  1. Inform the Users of their Server that Messages exchanged on that Server are accessible to the Administrator from the administration panel.
  2. View and use those Messages only to run and moderate their Server, without disclosing them outside that context.
  3. Act as first-level moderator of the Content published on their Server and handle reports from their Users.
  4. Choose domain, subdomain and RP Mailbox names that do not infringe the rights of any third party (trademark, name, identity). When attaching a custom domain, the Administrator warrants that they own it or are authorized by its owner. They remain solely responsible for its registration, renewal and DNS configuration; expiry or misconfiguration of the domain may interrupt the Service on that Server without engaging the Publisher's liability.
  5. Notify their Users before closing their Server or downgrading to a plan that results in the loss of RP Mailboxes or Messages (Article 12).
  6. Comply with their plan's quotas and not circumvent the Service's technical limits.

Domain Managers appointed by the Administrator have access to the Messages of the RP Mailboxes in their domain. They comply with obligations 1 to 4 above within that scope. The Administrator is answerable to the Publisher for their actions and may revoke their role at any time.

The Administrator may not resell or sublet access to the Service to a third party without the Publisher's written consent.

Article 6 — User obligations

The User undertakes to:

  1. Use their RP Mailbox solely for the role-play of the Server it is attached to.
  2. Not send any real personal information (their own or anyone else's) or confidential information in Messages.
  3. Comply with the acceptable use policy (Article 7) and with the Server's own rules set by its Administrator.

Important: A Server's Administrator can read the Messages exchanged on that Server, and a Domain Manager can read those of the RP Mailboxes in their domain. Messages are therefore not private correspondence in the usual sense. The Publisher does not view Messages, except in the cases set out in Article 9.3.

Article 7 — Acceptable use policy

Role-play may depict harsh fictional situations (crime, conflict, scripted violence). It must never spill over onto real people or break the law. The following are prohibited for all profiles:

Article 8 — Content and intellectual property

8.1 Administrator and User Content

Everyone retains the rights to the Content they publish. They grant the Publisher, solely for as long as the Content remains on the Service, a free, non-exclusive authorization to host, store, reproduce and display it to the extent necessary for the Service to operate. The Publisher does not use Content for any other purpose (advertising, resale, training of artificial intelligence models or analysis by third parties).

8.2 Responsibility for Content

Whoever publishes Content is solely responsible for it. They warrant that they hold the necessary rights and that the Content complies with the Terms of Use and the law. They indemnify the Publisher against any third-party claim based on that Content.

8.3 Hosting provider status

For Content published by Administrators and Users, the Publisher acts as a hosting provider. It does not review Content in advance and acts promptly to remove manifestly illegal Content as soon as it becomes aware of it (Article 9).

8.4 Publisher's property

The Service belongs exclusively to the Publisher in all its elements: the software (source code and object code), architecture, API, documentation, interface, visuals, texts, databases, and the Mail RP name and logo. These elements are protected by copyright and by the database producers' right (sui generis database right). Use of the Service does not transfer any ownership rights.

8.5 Right of use

The Publisher grants each Account holder a right to use the Service. This right is personal, non-exclusive and non-transferable. It lasts as long as the Account exists and is limited to the use provided for in the Terms of Use and, for the Administrator, by their plan.

8.6 Prohibited acts

Unless the Publisher has given prior written authorization, it is prohibited to:

  1. reproduce, copy, adapt, modify, translate or distribute all or part of the Service. This prohibition does not cover temporary technical copies necessary for its normal use, such as the browser cache
  2. decompile, disassemble or reverse engineer the Service, or attempt to obtain its source code
  3. reuse the Service's code, interface or documentation to design, develop or operate a derivative or competing service
  4. extract or reuse a substantial part of the Service's databases
  5. remove, conceal or alter the ownership or rights notices appearing on the Service
  6. use the Mail RP name or logo in a way that suggests an affiliation with, or endorsement by, the Publisher
  7. access the Service other than through its interface or through the API under the terms of its documentation

8.7 Statutory exceptions

Article 8.6 does not prohibit acts that the law permits without the author's consent. This includes, in particular, acts necessary for interoperability, under the conditions of Article L. 122-6-1 of the French Intellectual Property Code.

8.8 Licensed components

Third-party software components integrated into the Service, and tools the Publisher releases under an open-source license (for example an SDK), are governed by their own license. For those elements, that license prevails over Article 8.6.

8.9 Sanctions

A breach of Articles 8.4 to 8.6 may lead to the measures in Article 9.4. The Publisher may also take legal action, in particular for infringement (Articles L. 335-2 et seq. of the French Intellectual Property Code).

Article 9 — Moderation, reporting and sanctions

9.1 Two levels

The Administrator moderates their Server under their own rules, in compliance with the Terms of Use. The Publisher acts on Content that is illegal or contrary to Article 7, and on breaches by Administrators.

9.2 Reporting

Anyone may report Content they consider illegal to contact@xelyos.fr. The report states: the reason, the precise location of the Content, the name and email address of the person making the report, and a statement of good faith. The Publisher acknowledges receipt and informs the person making the report of the action taken.

9.3 Publisher access to Messages

The Publisher accesses a Message only to handle a report, respond to a support request from the Administrator or User concerned, ensure the security of the Service, or respond to a request from a competent authority.

9.4 Measures

Depending on severity, the Publisher may: remove Content, restrict a feature, or suspend or delete an RP Mailbox, a Server or an Account. Except in an emergency or where required by law, the person concerned receives a reasoned decision by email, setting out the facts, the rule involved and the measure taken. They may contest it by replying to that email; the challenge is reviewed.

9.5 Effect on the subscription

Suspension or termination for a serious breach by an Administrator follows the rules of the Terms of Sale.

Article 10 — Personal data and cookies

10.1 Personal data

The Publisher processes Administrators' and Users' data in accordance with Regulation (EU) 2016/679 (GDPR) and the French Data Protection Act (loi Informatique et Libertés). The Privacy Policy details the purposes, legal bases, retention periods, recipients (including the hosting providers and the payment provider) and rights. Data is neither sold nor transferred to third parties for commercial purposes, analysis or model training.

10.2 Rights

Anyone may exercise their rights of access, rectification, erasure, restriction, objection and portability by writing to contact@xelyos.fr.

10.3 Cookies

The Service uses only cookies strictly necessary for its operation: session, form security, keeping you logged in and, during payment, cookies from the payment provider Stripe intended to prevent fraud. No advertising, audience measurement or tracking cookies are set. These cookies are exempt from consent.

Article 11 — Availability and liability

11.1 Availability

The Publisher uses reasonable means to ensure access to the Service 24/7. It may interrupt the Service for maintenance; it gives advance notice of scheduled maintenance where possible.

11.2 Backups

The Publisher regularly backs up the Service's data. Backups are kept for 1 year; deleted data disappears from backups when that period expires.

11.3 Publisher's liability

The Publisher is liable for direct damage caused by a breach of its obligations. It is not liable for:

These limitations do not apply in the event of gross negligence or wilful misconduct, nor to rights guaranteed to consumers by law.

Article 12 — End of service, account deletion and fate of data

12.1 Deletion by the person concerned

Anyone may cancel their subscription and delete their Account at any time from their account area. Deletion is confirmed by email. For an Administrator Account, this email contains the recovery code and is sent before the address is anonymized.

12.2 Effects by event

Event Effect on the Server and RP Mailboxes
End of a paid subscription The Server switches to the Free plan; items beyond the Free limits become read-only.
Downgrade Same rule for items beyond the limits of the new plan.
Deletion of the Administrator Account The current subscription is terminated (Article 9 of the Terms of Sale). The Server, its RP Mailboxes and its Messages are deactivated and are no longer accessible. The Administrator's personal data (last name, first name, email address) is anonymized. The Account remains recoverable for 30 days using the recovery code provided at the time of the request; the Server is then restored on the Free plan. After that period, the Account, the Server, its RP Mailboxes, its Messages and its media will no longer be accessible.
Deletion of a User Account The Account, its information, its RP Mailboxes and its posts are no longer accessible, including Messages it sent to other RP Mailboxes.

12.3 Legal retention

Some data is kept beyond these periods where required by law: invoices (10 years), connection data (1 year).

Article 13 — Changes to the Terms of Use

The Publisher may change the Terms of Use to reflect changes to the Service or the law. The date of the update appears at the top of the document.

The Publisher may notify Administrators of a change by email.

For all Accounts, a notification is displayed at the first login following the change, asking for acceptance of the new version of the Terms of Use. Continued use of the Service is subject to that acceptance.

Anyone who refuses the new version may delete their Account and, for an Administrator, cancel their subscription free of charge.

Substantial change to a paid plan. When a change substantially reduces a feature of a paid plan (Article 3.4) or worsens its terms of use, the Publisher informs the Administrators concerned by email at least 30 days before it takes effect. The Administrator may then cancel their subscription free of charge within 30 days of the later of these two dates: receipt of the information or the change taking effect.

Article 14 — Governing law and disputes

The Terms of Use are governed by French law. If a problem arises, first contact contact@xelyos.fr to seek an amicable solution.

Failing agreement, the dispute falls within the jurisdiction of the competent French courts. Consumers may bring proceedings before the court of their place of residence or of the place where the damage occurred.