Rules for renewals, cancellations, refunds, and payment disputes.
Refund and Cancellation Policy
Effective Date: September 5, 2026
Company: MailMama Software LLC
Company Address: 75 E 3rd St, Sheridan, WY 82801, United States
Website: https://mailmama.net/
Email: info@mailmama.net
This Refund and Cancellation Policy explains how subscriptions renew, how to cancel, when a refund is available, how to request one, and how payment disputes are handled. It forms part of the Terms of Service.
1. Purpose and Scope
This Policy applies to all subscriptions to services provided by MailMama Software LLC (“MailMama”, “we”, “us”, or “our”), whether purchased through the website checkout or by invoice. It applies to customers in all countries, subject to the statutory rights described in Section 12, which apply in addition to and take precedence over the contractual rights described here.
Capitalized terms not defined in this Policy have the meaning given in the Terms of Service.
2. Summary
The following summary is provided for convenience. The detailed provisions in the remainder of this Policy govern.
Subscriptions are billed in advance for the full subscription term and renew automatically unless cancelled.
We send a renewal reminder at least thirty (30) days before each renewal of a term of one year or longer.
You may cancel automatic renewal at any time, from your account settings or by email. No reason, retention call, or telephone contact is required.
A full refund of the initial subscription fee is available on request within thirty (30) days of the initial purchase.
A full refund of a renewal charge is available on request within fourteen (14) days of that charge, provided the Service has not been materially used since the renewal date.
Pro-rata refunds are available where we discontinue the Service, materially reduce the functionality of a plan you have paid for, or terminate your account other than for a violation.
Refunds are not available where an account is terminated for a violation of the Terms of Service or the Acceptable Use Policy.
Consumers in the European Union, the United Kingdom, and other jurisdictions with statutory withdrawal rights retain those rights in full.
3. Definitions
“Initial Purchase” means the first paid subscription placed on an account, including the first paid subscription following a plan change from a free or trial arrangement where one is offered.
“Renewal Charge” means any charge applied on the automatic renewal of an existing subscription.
“Subscription Term” means the period for which the subscription has been paid, beginning on activation and continuing for the period stated at checkout or on the invoice.
“Material Use” means use of the Service beyond incidental access, and includes sending or receiving messages through hosted mailboxes, storing or retrieving data, connecting or reconfiguring a domain, or making API calls, in each case after the relevant renewal date. Logging in to review account settings or to cancel is not Material Use.
4. Automatic Renewal
Subscriptions renew automatically for successive terms of the same length. At renewal, the payment method on file is charged the then-current price for your plan, plus applicable taxes. Automatic renewal is disclosed at checkout and you consent to it when you complete your order.
For subscription terms of one year or longer, we send a renewal reminder to the email address associated with the account at least thirty (30) days before the renewal date. The reminder identifies the plan, the renewal date, the amount to be charged, and how to cancel. It is your responsibility to keep the email address associated with your account current and monitored. Failure to receive or read a reminder does not by itself create a right to a refund beyond the windows described in this Policy.
Where the price of your plan will change at renewal, we notify you by email at least thirty (30) days before the renewal date. If you do not accept the new price, you may cancel before the renewal date.
5. How to Cancel
You may cancel automatic renewal at any time before the renewal date by either of the following methods.
From your account settings in the MailMama dashboard, using the cancellation control provided.
By sending a cancellation request to info@mailmama.net from the email address associated with the account, with the subject line “Cancellation Request”.
Cancellation requests submitted by email take effect when we process them, and we will confirm cancellation in writing. Where a request is received before the renewal date but processed after it, we will treat the cancellation as effective on the date of receipt and refund any renewal charge applied in the interim.
You are not required to give a reason, complete a survey, accept a retention offer, speak to a representative by telephone, or take any step more burdensome than the steps described above in order to cancel.
6. Effect of Cancellation
Cancellation stops future renewals. By itself it does not terminate the current Subscription Term and does not, by itself, generate a refund of fees already paid.
Unless you request immediate closure, access to the Service continues until the end of the Subscription Term you have paid for. At the end of that term, the account is closed, mail delivery to hosted domains stops, and connected integrations cease to function. Data export and deletion then follow the process described in the Terms of Service and the Privacy Policy.
You may request immediate closure of the account by writing to info@mailmama.net. Immediate closure ends access at once and does not extend or restart any refund window. Where immediate closure is requested within an applicable refund window, a refund may still be requested under Section 7 or Section 8.
Before cancellation takes effect, you should export any data you wish to keep and redirect the mail exchange records for your domains to another provider. Mail sent to your domains after the Service ends will not be received or stored by MailMama.
7. Refunds on the Initial Purchase
You may request a full refund of the Initial Purchase within thirty (30) days of the date of that purchase. The refund covers the subscription fee paid and any tax collected on it. No reason is required.
On processing the refund, the subscription is cancelled and access to the Service ends. We will give you a short period, stated in our confirmation, to export data before deletion, unless the account is being closed in connection with a violation.
This right applies once per account. It does not apply to a repeat purchase made after a previous refund on the same account, on a related account, or by the same person or entity.
8. Refunds on Renewal Charges
You may request a full refund of a Renewal Charge within fourteen (14) days of the date of that charge, provided that there has been no Material Use of the Service since the renewal date.
This window exists so that a customer who did not intend to renew is not left paying for a further term. Where the Service has been materially used after renewal, a refund is not available under this Section, and the Renewal Charge is treated as consideration for the term that has begun.
On processing a refund under this Section, the subscription is cancelled and access ends. We will give you a short period, stated in our confirmation, to export data before deletion.
9. Pro-Rata Refunds
A pro-rata refund of the unused portion of the Subscription Term, calculated on a daily basis from the date access ends to the end of the paid term, is available in the following circumstances.
We discontinue the Service generally, or cease to provide it in your jurisdiction, and terminate your subscription on notice.
We materially reduce the core functionality of the plan you have paid for and you elect to terminate rather than accept the change, as provided in the Terms of Service.
We terminate your account for a reason other than a violation of the Terms of Service or the Acceptable Use Policy, non-payment, or a legal or regulatory requirement.
A refund is required by applicable law.
Pro-rata refunds are not available on voluntary cancellation by you outside the windows described in Sections 7 and 8, except where required by law.
10. Circumstances in Which Refunds Are Not Available
Except where applicable law requires otherwise, refunds are not available in the following circumstances.
Voluntary cancellation outside the windows described in Sections 7 and 8.
Termination or suspension of the account for a violation of the Terms of Service or the Acceptable Use Policy, including spam, phishing, malware distribution, fraud, abuse, unlawful use, or the provision of false information. In these cases any refund eligibility is forfeited and you remain liable for amounts due.
Non-use of the Service during a Subscription Term, or a decision that the Service is no longer needed.
Failure to cancel before a renewal date, other than within the fourteen-day window described in Section 8.
Service interruptions, downtime, maintenance windows, or degraded performance, in the absence of a separately executed service level agreement.
Non-delivery, delayed delivery, spam-folder placement, filtering, blocklisting, or rejection of messages by a receiving network, which depend on factors outside our control.
Loss of functionality caused by a third-party service, including a change, restriction, or discontinuation of a third-party email provider, domain registrar, or DNS operator.
Misconfiguration of DNS, authentication, forwarding, filtering, or client software by the customer, or loss of control of a domain.
Loss or deletion of data by the customer or an authorized user, or loss of access caused by lost credentials.
Dissatisfaction with the output of AI-assisted features, tracking features, or any optional feature, which are provided as described in the Terms of Service.
Any charge disputed with a bank or card issuer before contacting us, where the dispute is resolved in our favor.
11. Plan Changes
Where you upgrade to a higher plan during a Subscription Term, the additional fee is calculated for the remainder of the term and charged at the time of the upgrade. Where you downgrade to a lower plan during a Subscription Term, the change takes effect at the next renewal and no refund of the difference is issued for the current term, except where required by law. A downgrade may require you to reduce stored data or reconfigure the account to fit the limits of the lower plan before it takes effect.
12. Statutory Rights of Consumers
If you are a consumer, meaning that you purchase for purposes wholly or mainly outside your trade, business, craft, or profession, you may have statutory rights in addition to those described in this Policy. Those rights are not affected or limited by this Policy.
12.1 Right of Withdrawal in the European Union and the United Kingdom
Consumers resident in the European Union or the United Kingdom have a statutory right to withdraw from a distance contract within fourteen (14) days of its conclusion, without giving a reason.
Because the Service is supplied digitally and access begins immediately, you will be asked at checkout to request that supply begin during the withdrawal period and to acknowledge that the right of withdrawal is lost once the Service has been fully performed. Where supply has begun but performance is not complete, you may still withdraw within the fourteen-day period and will be charged an amount proportionate to what has been supplied up to the point of withdrawal.
To exercise the right of withdrawal, send a clear statement to info@mailmama.net with the subject line “Withdrawal”. You may use a model withdrawal form where one is provided under applicable law, but you are not required to do so. We will confirm receipt and issue any refund due without undue delay and in any event within fourteen (14) days of being informed, using the same payment method used for the original transaction.
In practice, the contractual refund right in Section 7 is broader than the statutory right, since it covers thirty days and does not require apportionment. Where both apply, we will apply whichever is more favorable to you.
12.2 Other Jurisdictions
Consumers in other jurisdictions may have statutory cooling-off, cancellation, automatic-renewal, or refund rights under local law, including under state automatic renewal legislation in the United States. Nothing in this Policy limits or excludes any right that cannot lawfully be limited or excluded, and where local law grants a right that exceeds what is described here, that right applies.
13. How to Request a Refund
Send a request to info@mailmama.net with the subject line “Refund Request”, from the email address associated with the account, including the account name, the domain or domains concerned, the invoice number or transaction date, and the reason where you wish to give one.
We acknowledge refund requests promptly and aim to issue a decision within five (5) business days of receipt. Where a request requires verification, for example to confirm that no Material Use has occurred since a renewal, we may ask for additional information, and the decision period runs from the date the information is received.
We may verify identity and account ownership before issuing a refund. Where we decline a request, we will explain the reason and identify the provision of this Policy on which the decision is based.
14. How Refunds Are Issued
Refunds are issued to the original payment method used for the transaction. We do not issue refunds by an alternative method, to a different account, to a third party, or in cash, except where the original method is no longer available and an alternative is required by law.
Card payments are refunded through our payment processor to the card used. Once processed by us, the funds are typically visible within five to ten business days, depending on the issuing bank. The timing after processing is outside our control.
ACH payments are refunded by ACH credit to the originating bank account, and typically settle within five to ten business days after processing.
Wire payments are refunded by wire transfer to the originating account. Bank fees charged by the sending, intermediary, or receiving bank on the original payment or on the refund are not reimbursed by MailMama and are deducted from or charged in addition to the refunded amount as applicable.
Refunds are issued in the currency of the original transaction. Where you paid in a currency other than United States dollars, or where your bank applied a conversion, the amount you receive may differ from the amount you paid because of exchange rate movement and conversion fees applied by your bank or card issuer. MailMama refunds the amount charged in the transaction currency and is not responsible for the difference.
Where tax was collected on a refunded transaction, the tax is refunded with it. Where tax has already been remitted to a tax authority and cannot be recovered, we will refund the amount to the extent permitted by applicable tax rules.
15. Duplicate, Incorrect, and Unauthorized Charges
If you believe you have been charged twice, charged the wrong amount, charged after cancellation, or charged without authorization, contact info@mailmama.net with the subject line “Billing Enquiry” and include the transaction details. We will investigate and, where we confirm the error, refund the amount in full without reference to the windows in Sections 7 and 8.
Where a charge appears on a statement that you do not recognize, note that all transactions are identified as MailMama Software LLC. Contacting us is faster than raising a dispute and does not affect your right to raise one later.
16. Payment Disputes and Chargebacks
If you believe a charge is incorrect, contact us at info@mailmama.net within sixty (60) days of the charge. We investigate and respond, and where the charge was incorrect we refund it.
Initiating a chargeback or payment dispute with your bank or card issuer without first contacting us delays resolution and may result in the immediate suspension of the account pending the outcome of the dispute.
Where a chargeback is raised, we may submit records relating to the transaction to the payment processor or card issuer, including the order, the terms accepted at checkout, the renewal reminder sent, activation and access logs, correspondence, and usage records, to the extent permitted by applicable law and our Privacy Policy.
Where a chargeback is resolved in our favor, or is determined to have been raised without a valid basis, we may suspend or terminate the account, require payment of the disputed amount together with any fee charged to us by the payment processor before reinstating the Service, and decline to provide the Service to you or to any related person or entity in the future.
Raising a chargeback does not remove your obligations under the Terms of Service, and it does not entitle you to continued use of the Service during the dispute.
17. Failed Payments and Overdue Invoices
Where a renewal charge fails, we may retry the charge and will notify you. Access to the Service may be restricted or suspended until payment is received. Where an account remains unpaid after the period stated in our notice, we may terminate the account and delete the associated data in accordance with the Terms of Service and the Privacy Policy.
Invoiced amounts that remain unpaid after the due date may accrue interest and reasonable costs of collection as set out in the Terms of Service, except where you are a consumer and applicable law provides otherwise. Suspension for non-payment does not generate a refund and does not extend the Subscription Term.
18. Records
We retain records of orders, invoices, renewals, renewal reminders, cancellations, refunds, and disputes for the period required by applicable tax, accounting, and consumer protection law, as described in the Privacy Policy. You may request a copy of the records relating to your own account at info@mailmama.net.
19. Changes to This Policy
We may update this Policy to reflect changes to the Service, to our billing arrangements, or to legal requirements. The current version is always published at https://mailmama.net/ with the Effective Date shown at the top.
Changes apply to orders and renewals placed after the Effective Date of the updated version. The version of this Policy in effect at the time of your purchase or renewal governs that transaction. Where a change is material, we will notify customers by email or by a prominent notice within the Service before it takes effect.
20. Contact Information
Cancellation requests, refund requests, withdrawal notices, and billing enquiries should be directed to the contact details below, using the subject line indicated in the relevant section.
Company: MailMama Software LLC
Company Address: 75 E 3rd St, Sheridan, WY 82801, United States
Website: https://mailmama.net/
Email: info@mailmama.net