Mail Policy

This Mail Policy sets out how email may be sent and received using the email services included with Darrel Technologies Ltd ("DT", "we", "us", "our") shared hosting, reseller hosting, VPS and dedicated server plans (the "Services"). It forms part of our Web Hosting Terms of Service and Acceptable Use Policy.

Our mail servers are shared by many customers, and the ability of every customer to deliver email depends on the reputation of those servers. These rules exist to keep that reputation good and the servers responsive. Where a limit below is stated for shared hosting, it also applies to reseller hosting and to each account created under a reseller plan.

Contents

Sending Limits

  • 40 outgoing messages per hour per domain on shared hosting. Each recipient counts as one message, so an email sent to 10 people counts as 10.
  • The limit applies to all mail leaving the account, including mail sent from email clients, webmail, website contact forms and scripts.
  • Messages sent above the limit are rejected or held, and will not be retried automatically. Sending resumes once the hourly count falls below the limit; please wait at least an hour before trying again.
  • The limit is not raised on request for individual shared hosting accounts. If you regularly need to send more, see Bulk Email and Mailing Lists.

Mailbox Access

  • We recommend IMAP over POP3, so that mail stays in sync across your devices. Use secure connections (SSL/TLS) for IMAP, POP3 and SMTP; unencrypted connections may be refused.
  • Set email clients that check for new mail on a schedule to check no more often than every 10 minutes. Clients that use IMAP push (IDLE) do not need to poll.
  • Repeated failed login attempts will temporarily block the connecting IP address. This is usually caused by a device still using an old password. Update the password on every device, then wait for the block to clear (up to an hour) or contact support.
  • Mailbox storage counts towards your plan’s disk space. Email accounts are not a backup or archive service; keep your own copies of important messages.
  • Avoid automatically forwarding all mail to external providers such as Gmail or Outlook.com. Forwarded spam is attributed to our servers and can harm delivery for everyone. Collect mail with IMAP instead, or forward only selected senders.

Bulk Email and Mailing Lists

  • Shared and reseller hosting are designed for normal business and personal email, not bulk or marketing email. Newsletters, announcements and other messages sent to a list of recipients must stay within the sending limit above.
  • For lists larger than a few hundred recipients, use a dedicated email delivery service, or a VPS or dedicated server configured for that purpose.
  • Splitting a list into smaller batches, or spreading it across several domains or accounts, to get around the sending limit is not permitted.
  • Mailing list software must throttle its sending so that it stays within the hourly limit, rather than attempting to send the whole list at once.

Consent and Unsubscribing

  • Bulk and marketing email may only be sent to people who have asked to receive it. Mailing lists must use confirmed (double) opt-in: the subscriber confirms their address by responding to a confirmation message before receiving any mailings.
  • Purchased, rented, shared or harvested lists may not be used, whatever their source claims about consent.
  • Every bulk or marketing message must identify the sender, include a valid physical or postal address, and contain a working unsubscribe link. Unsubscribe requests must be honoured promptly and in any case within 10 days.
  • You must keep records showing when and how each subscriber gave consent, and provide them to us on request if we receive a complaint.

How Email Must Be Sent

  • Outgoing mail must be sent through our mail servers, using authenticated SMTP or the server’s local mail service. Scripts and applications may not deliver mail directly to recipients’ mail servers, and direct-to-MX "mass mailer" software is not permitted.
  • The sender (“From”) address must be on a domain hosted with your account, or one you are authorised to send for. Website contact forms should send from an address on your own domain and put the visitor’s address in “Reply-To”.
  • Keep SPF and DKIM records in place for your domains, and add a DMARC record. Changing or removing them can cause your mail to be rejected or marked as spam.
  • Protect website forms with CAPTCHA or similar measures, and keep your website software, plugins and passwords up to date. A form or account that is abused to send spam will have outgoing mail suspended until it is secured.

Prohibited Practices

In addition to the activities prohibited by our Acceptable Use Policy, you may not use the Services to:

  • send unsolicited commercial or bulk email (spam), or advertise a website or service hosted with us in spam sent from elsewhere;
  • send phishing, malware or fraudulent messages, or forge, alter or hide message headers or sender identity;
  • operate an open mail relay or open proxy, or allow others to send mail through your account without authentication;
  • harvest or validate email addresses, or send to addresses obtained that way;
  • send mail that generates an unusually high rate of complaints or bounces (for example, a complaint rate above 0.3%, or bounces caused by a stale list), or that causes our servers or IP addresses to be listed by blocklist operators.

VPS and Dedicated Servers

The shared hosting sending limit does not apply to VPS and dedicated servers, but all other parts of this policy do. You are responsible for configuring and securing the mail software on your server, including authentication, SPF, DKIM, DMARC and reverse DNS. If your server sends spam or is listed by a blocklist operator, we may restrict outgoing mail from it (including blocking port 25) until the cause is fixed.

Compliance with Law

You must comply with the laws that apply to the email you send, both in Ghana and in the countries where your recipients are located. In Ghana these include the Data Protection Act, 2012 (Act 843) and the Electronic Transactions Act, 2008 (Act 772). When you send to recipients elsewhere, laws such as the EU General Data Protection Regulation and ePrivacy rules, the UK Privacy and Electronic Communications Regulations and the US CAN-SPAM Act may also apply. Following this policy does not by itself make your email lawful; you remain responsible for compliance.

Enforcement

Where we find or suspect a breach of this policy, or where an account’s mail is harming our servers or their reputation, we may, without prior notice, stop queued messages, suspend outgoing mail for the account, or suspend the account. Repeated or serious breaches may lead to termination under our Web Hosting Terms of Service. We will tell you what happened and what is needed to restore service.

To report spam or abuse involving our network, email abuse@dtechghana.com with the full message headers.

Last revised: October 2026