Article 1: General provisions

1.1. Facilities and data transmission: all facilities used to store and process Customer Data will meet reasonable security standards, and those standards will be no less protective than the security standards at the facilities where Pho Tue SoftWare Solutions JSC stores and processes its own information of the same kind. Pho Tue SoftWare Solutions JSC has implemented, at a minimum, industry-standard systems and processes to ensure the security and confidentiality of Customer Data, to protect against anticipated threats or risks to the security or integrity of Customer Data, and to protect against unauthorized access to or use of Customer Data.

1.2 Modifications: from time to time, Pho Tue SoftWare Solutions JSC may make commercially reasonable changes to the Services. If Pho Tue SoftWare Solutions JSC makes a material change to the Services, Pho Tue SoftWare Solutions JSC will notify the Customer, provided that the Customer has subscribed with Pho Tue SoftWare Solutions JSC to receive notice of such changes.

1.3. You must not use the Workspace service hosted at Pho Tue SoftWare Solutions JSC to sendSPAM, thư ADVERTISING, BULK MAIL, MASS MAIL, BOMB MAIL, …we may suspend or terminate the service without refund, depending on the severity of the breach and its impact. We do not accept email spam of any kind, even where it is unintentional because a virus is controlling this behavior through your email service.

1.4. You are responsible for controlling outbound email from your Workspace accounts. Any consequences ofSPAM, ADVERTISING mail, BULK MAIL, MASS MAIL, BOMB MAIL, …results in the IP address being blocked by anti-spam organizations, you will be responsible for it.
Reputable international blacklist organizations:

There are many international anti-spam organizations. We refer here only to the following four, which service providers commonly use:

1. Spamhaus: http://www.spamhaus.org
2. The Barracuda Reputation Block List: http://www.barracudacentral.org
3. UCE Protect Network: http://www.uceprotect.net
4. Sorbs: http://www.sorbs.net/

1.5. For the HiTech Workspace system: we do not accept support requests to change to a different IP address when an IP is blacklisted. You must first resolve the underlying issues yourself — removing viruses and malware, cleaning infected files, taking down phishing links, stopping outbound spam and so on — on your own server. Blacklist organizations then automatically remove the IP address from their lists after roughly two weeks.

1.6. For security reasons, a HiTech Workspace account may only be signed in from one internet IP address. The Pho Tue SoftWare Solutions JSC Workspace platform does not support signing in to a single account from multiple IP addresses at the same time.

1.7. You must understand and accept the default interface of the HiTech Workspace product that we supply. We do not support changing the interface on request or to your own specifications.

1.8. You use only the functions available in the HiTech Workspace administration tool that we provide. We aim to deliver the best-rated features to the majority of users. For that reason, we cannot customize the service to your individual requirements and criteria.

1.9. Administrator accounts are not issued per domain. You receive a single administrator account — the login for service administration — with which you centrally manage every email address you use under this plan.

1.10. We respect the personal data you store on HiTech Workspace, which means you always have the right to take your own backups. We will not intervene under any circumstances to retrieve data that has gone missing or to restore data lost while you were using rules or email filters in third-party software such as Outlook, Thunderbird or Windows Live Mail, deleting email, or using third-party Drive synchronization software.for any reason, whether accidental or intentional.

1.11. Workspace account password policy:

To keep user accounts secure, account passwords must meet complexity requirements and passwords may expireafter 120 days. You must reset user passwords after a set period in order to continue using the service.

1.12. You must ensure that all DNS values we provide are fully configured, so that email delivery is properly authenticated and as reliable as possible.

1.13. Many third-party applications can be integrated and used successfully with the HiTech Workspace service at Pho Tue SoftWare Solutions JSC for email, for example:Outlook, Thunder Bird, Window Mail, …However, we can only help you configure an account registered with Pho Tue SoftWare Solutions JSC for use with this software. We cannot support issues arising from your data, your rules, heavy software or slow performance.

1.14. Add-on service usage policy (add-ons):

If your email service includes add-on plans that expire and you do not wish to renew them but want to keep the main service, you must meet the following requirements:

- The main plan's specifications must cover the resources you are using.

- You upgrade to a larger main plan that covers the resources you are using, and do not need to renew the add-on plans you had previously.

If your resource usage exceeds the limits of your main email plan, the following options are available to you:

- Within 72 hours of discontinuing an add-on plan, you must bring resource usage down below the limits of the main plan you will be using.

- If you have not brought resource usage back within your main email plan after 72 hours, we will suspend your email service until you resolve the overage.

So please consider carefullyrenewal of add-on service packageswhen the resources you are using exceed the limits of your main service plan, in order to avoid interrupting your workArticle 2: Email Usage Regulations

To keep the system healthy and accounts secure, Pho Tue SoftWare Solutions JSC limits the number of email messages a user can send each day and the number of recipients per message.

If your users exceed the sending or receiving limits, they will see an error message such as:

• Warning: Account quota exceeded.
• 552 5.2.2 Quota exceeded
• Only 1000 messages per day for sender.
• You exceeded the maximum recipients.
• Has exceeded the Send out limit.
• Account limits apply.

Once one of these limits is reached, users cannot send new messages for up to 24 hours. However, you can still access your account and receive incoming email. After this suspension period, the sending limit is automatically reset and users can resume sending mail.

Sending limits:

• Sending limits may change without prior notice. Daily limits apply over a rolling 24-hour period, not over a fixed calendar day.

Limit type	Limit
Daily sending limit per account*can reach.Note that a message sent to several recipients counts as one message per copy: a message sent to 20 people counts as 20 messages against the limit.	1,000/recipient
Number of recipients per emailThe number of emails sent at once, counting To, CC, and BCC addresses*.	100
Permitted email size:➜ You can upload files of up to 100 MB to send with a message. However, if you have several large attachments you can use theSmart Attachto convert attachments into links, integrated by Pho Tue SoftWare Solutions JSC to reduce bandwidth usage when sending and to keep your outbound messages under the 50 MB limit set by external organizations. If your file is larger than 100 MB, the system will refuse the upload and warn you with the error: File exceeds size limit (100 MB).	50 MB

* Applies to internal and external recipients

• Outgoing mail (SMTP relay): each email you send over SMTP is limited to 50 MB, including attachments. Emails larger than 50 MB may be rejected by our mail server and returned to you with a notice.

Based onArticle 1 – Clause 1.4, where your service loses control of outbound email and the consequenceSPAM, ADVERTISING mail, BULK MAIL, MASS MAIL, BOMB MAIL, …causing the IP address to be blocked byanti-spam organizationswe will suspend or terminate your service without refund, depending on the severity of the breach and its impact.

Receiving limit:

Limit type	Limit
Maximum incoming message size	40 MB
The number of messages stored per account	20000

• Each incoming email is limited to a maximum of 40 MB, including attachments. If you receive an email larger than 40 MB, it may be rejected by our email server and bounced back to the sender. For large emails, we therefore recommend asking the other party to send you a download link instead(link download)into the email content.

Account best practices:

• Avoid high-volume bulk activity: select fewer than 1,000 messages at a time when performing actions such as deleting email, removing spam, applying labels (subfolders within the inbox) or archiving messages.
• Reduce labels (subfolders within the inbox):too many labels can slow processing down. For best performance, Pho Tue SoftWare Solutions JSC recommends keeping fewer than 500 labels (including nested labels) in your account and using search and filters to find messages. When moving to a HiTech Workspace account, consolidate your mail folders before migrating older email into your Pho Tue SoftWare Solutions JSC HiTech Workspace.
• Reduce inbox clutter:you should try to keep your inbox below 20,000 stored messages to maintain email service performance.

Attachment types not permitted for sending or receiving:

To protect you from potential viruses and harmful software, Pho Tue SoftWare Solutions JSC does not allow certain file types to be attached, including:

• Certain file types, including their compressed forms (such as .gz or .bz2 files) or when found inside an archive (such as .zip or .tgz files)
• Documents containing malicious macros.
• A protected password store whose content is a vault.

Messages without attachments:

Messages are sometimes blocked even when they carry no attachment. This can happen when the message includes content, images or links capable of spreading a virus.

File types you cannot include as attachments:

To protect your account, Pho Tue SofrWare Solutions JSC does not allow you to attach certain file types. Pho Tue SofrWare Solutions JSC regularly updates the list of disallowed file types to keep pace with constantly changing malicious software. Some examples include:

exe, com, iso, jar, vbs, bat, pif, scr, hta, js, cmd, chm, ade, adp, cab, ins, isp, jse, lib, mde, msc, msp, mst, msp, nsh, sct, shb, vxd, wsc, wsf, cpl, jsp, reg, vbe, lnk, dll, dmg, sys, btm, msi, prf, wsh, vb

If you are certain the file is safe, you can ask the sender to upload it to HiTech Workspace Drive, OneDrive, Dropbox, etc. and then send it as a drive attachment (link).

Spam and abuse policy:

When you register an account, you agree that your users and your partners will not send spam, distribute viruses or abuse the service. All users on your domain must comply with these terms, which form part of the Pho Tue SoftWare Solutions JSC Acceptable Use Policy. As to your agreement not to use, and not to allow any third party or your End Users to use, the HiTech Workspace Services:

• To create or facilitate the sending of commercial email in bulk.
• Infringing or encouraging the infringement of the legal rights of others; or for any unlawful, intrusive, infringing, defamatory or fraudulent purpose.
• Deliberately distributing viruses, worms, trojans, corrupted files, pranks or other destructive or fraudulent items.
• Interfering with use of the Service, or with the equipment used to provide the Service, by customers, authorized resellers or other authorized users.
• To alter, disable, interfere with or circumvent any aspect of the Service.
• To test or reverse-engineer the Service in order to find restrictions or vulnerabilities, or to evade filtering capabilities.
• To give multiple individuals access to an individual End User Account beyond the delegation features provided in the Service.
• To create End User Accounts assigned to business functions rather than to individuals, for the purpose of sharing files inside or outside the domain.
• To resell End User Accounts, or parts of them, incorporated into a commercial product offered to third parties.
• To record audio or video communications without consent where consent is required by applicable laws and regulations (You are solely responsible for ensuring compliance with all applicable laws and regulations in the relevant jurisdiction(s)).

If Pho Tue SoftWare Solutions JSC determines that a HiTech Workspace user has breached these agreements, we may suspend that user immediately. If the issue affects an entire domain, we may suspend the whole account and withdraw administrator access to all HiTech Workspace services. In such cases we will send notice to the secondary email address registered for the domain administrator.

Your failure to comply with the policy may result in suspension or termination, or both, of the Services under the Agreement.

Your outbound email may be blocked if it contains content, images or links capable of spreading viruses, or fraudulent content. Our outbound email filter blocks such messages not only to protect the IP address and mail server you are using, but also to keep your own email domain off blacklists and preserve its sending reputation.

SMTP relay spam policy:

If you use the SMTP relay service to send email through the Pho Tue SoftWare Solutions JSC HiTech Workspace servers, you may receive an email notification if we detect a large volume of spam originating from any registered HiTech Workspace user account, from an unregistered account, or from both. This applies to unregistered user accounts on your domain, and where your domain was presented in the HELO argument during SMTP relay.

If a registered HiTech Workspace user account is still sending spam after 24 hours, the account will be suspended. You will receive a second warning notifying you of the suspension. The account can be reinstated once the issue is resolved.

You will also receive a second alert if any unregistered HiTech Workspace user account is still sending spam after 24 hours. We recommend that you suspend these accounts until you identify the source of the spam and resolve the issue.

Inbound spam policy:

If you are using the Pho Tue SoftWare Solutions JSC HiTech Workspace servers, you may receive a notification when we detect suspicious inbound activity directed at a registered HiTech Workspace user account, an unregistered account, or both. In that case the suspicious traffic is quarantined or rejected — spam, virus-bearing mail, or deliberate abuse by a sender targeting you.

After 24 hours, HiTech Workspace user accounts receive a system report on the messages sent to them that were quarantined the previous day. Users can then review the quarantine themselves and allow, block or delete those messages.

Mailbox usage policy:

To protect your privacy and the security of your data, we accept no responsibility for your data and cannot intervene once email has been set up on, or email data downloaded to, a personal computer through third-party client software, should you then lose data. Examples include Outlook, Thunderbird, Outlook Mobile, Email for mobile and eM Client.

To keep your mailbox secure and minimize risk, we recommend the following steps to help protect it:

• If you want to use your mailbox on several different devices, configure it using the connection standardIMAPwith a connection portSSL/TLSand make sure only you know the password, to avoid unintended loss of your data.
• If you want to download all the email in a mailbox to your own computer using third-party software so that you can manage it yourself, you should configure the connection standardPOPwith a connection portSSL/TLSand make sure the mailbox is configured only with the standard connection settingsPOPon a single personal computer in active use, and not to share any information relating to this mailbox with anyone else for shared use.

One important note to keep in mind:

• When you configure the mailbox using the standard connectionPOPthen enable the option to keep a copy of your data on the server and turn off automatic deletion of that data after a set number of days, so that email downloaded to your computer still has a backup copy on our server.
• If you do not enable these two features, mailbox data will by default be downloaded in full to your own computer and no copy will be retained on our server for as long as you use this mailbox.
• Connection standardPOPdownloads only the contents of the Inbox.

➜ So think carefully before configuring the mailbox in third-party software using the connection standardPOP.

Policy on the use of the mail connection port:

For the Email service, Pho Tue SofrWare Solutions JSC will refuse to let you configure SMTP authentication in an application (webmail, Outlook, Thunderbird, Outlook mobile, mobile email clients, etc.) to send email through port 25. This is for system security reasons and to reduce the risk of your mailbox being exploited for spam through that port.

For this reason, Pho Tue SoftWare Solutions JSC recommends that all connections used for SMTP authentication useport 465 with SSLorport 587 with TLS.

For POP and IMAP connections used to receive email, please use995 and 993 with SSLso that the connection from client to server is always secure.

Important points to be aware of:

• CurrentlyWindows XPandWindows 7no longer meets the connection standardTLSv1.2new. That makes it easier for malware, viruses, and attackers to abuse it for email spam. The computers in usemail applications (Outlook, Thunderbird, Outlook mobile, mobile email clients, and so on)on those two Windows versions will no longer be able to connect to the Pho Tue SoftWare Solutions JSC mail server after1/10/2022.

➜ To make this work, upgrade to a newer version of Windows or use webmail instead.Article 3: Drive Usage Regulations

1. Your content

Drive lets you upload, send, store, and send and receive content. As described inTerms of service of Pho Tue Software Solutions JSC, your content remains yours. We claim no ownership of any of your content, including any text, data, information and files you upload, share or store in your Drive account. The Pho Tue SoftWare Solutions JSC Terms of Service grant Pho Tue SoftWare Solutions JSC a limited-purpose licence to operate and improve the HiTech Workspace Drive services — so that if you decide to share a document with someone, or want to open it on another device, we can provide that functionality.

Drive also lets you collaborate on content held in other HiTech Workspace users' Drives. The “owner” of content is the person who controls that content and how it is used.

Sharing settings in Drive let you control what others can do with your content. The privacy settings for your files depend on the folder or drive that contains them. Files in your own drive are private until you decide to share them. You can share your content and you can transfer control of it to other users. Files you create or place in folders or drives shared by others inherit the sharing settings, and may inherit the ownership settings, of the containing folder or drive. We will not share your files and data with anyone except as described in our Privacy Policy.

We will not use your content for marketing or advertising campaigns.

2. Abuse policy

The program policies below apply to Drive, Docs, Sheets, Slides, Forms and new Sites. These policies play an important role in maintaining a positive experience for everyone who uses HiTech Workspace products.

We need to limit abuse that threatens our ability to provide these services, and we ask everyone to follow the policies below to help us do that. We may review content to detect breaches of these policies and take action. That review may include restricting access to content, removing content, and limiting or terminating a user's access to HiTech Workspace products. Any restriction under these policies applies globally unless otherwise stated, and content restrictions remain in place unless an appeal succeeds.

Where these policies apply, HiTech Workspace may grant exceptions on artistic, educational, documentary or scientific grounds, or where there is a significant public interest in not taking action against the content.

HiTech Workspace may take action on accounts that exceed their storage capacity limit. For example, we may reject newly uploaded content, compress existing content, or delete content if you exceed your storage quota or do not have enough additional storage.

Check back regularly, as these policies may change. See the HiTech Workspace Terms of Service for more information.

How do the terms of service affect you?

As our Terms of Service state above: “You retain any intellectual property rights you hold in that content. In short, what belongs to you stays yours“.

We claim no ownership of any of your content, including any text, data, information and files you upload, share or store in your Drive account. What our terms of service do is allow us to provide the services you want — so that if you decide to share a document with someone, or want to open it on another device, we can provide that functionality.

• You control who can access your files in Drive.
  • We will not share your files and data with anyone except as described in our Privacy Policy.
  • We will not change a Private document into a Public one.
  • We will not use private Documents for marketing or advertising campaigns.
• We retain your data only for as long as you ask us to. You can take your data with you if you decide to stop using Drive on the HiTech Workspace service.

Article 4: Rules for using Conference and TeamChat

1. Abuse policy

These policies apply to Pho Tue SoftWare Solutions JSC Conference ("Conference"). In applying them, we may make exceptions on educational, documentary, scientific or artistic grounds, or where there is another significant benefit to service users. Please check back regularly, as these policies may change. Please also refer toTerms of service of Pho Tue Software Solutions JSCfor more information.

2. Your content on

Child sexual abuse and exploitation

Do not use Conference to create, upload or distribute content that exploits or abuses children. This includes all child sexual abuse material.

More broadly, Conference prohibits the use of Pho Tue SofrWare Solutions JSC products to endanger children. This includes, but is not limited to, predatory conduct toward children such as:

‘Child grooming’ (for example, befriending a child online in order to facilitate, online or offline, sexual contact with that child and/or the exchange of sexual imagery with that child);

‘Sextortion’ (for example, threatening or blackmailing a child using actual or claimed access to that child's private images);

Child sexual abuse material (for example, images depicting, encouraging or promoting the sexual abuse of children, or portraying children in a way that could lead to child sexual exploitation); and

Child trafficking (for example, advertising or grooming children for commercial sexual exploitation).

Evasion

Do not engage in actions intended to circumvent our policies or to work around restrictions placed on your account. This includes creating or using multiple accounts, or other methods, in order to carry out conduct that has previously been prohibited.

Dangerous and unlawful activities

Do not use Conference to promote, organize or take part in unlawful activity, or in activity that causes serious and immediate physical harm to people or animals.

Fraud, scams and other deceptive conduct

Do not use Conference for fraud. Do not request or collect sensitive data, including but not limited to passwords, financial details, and Social Security numbers. Do not use Conference to trick, deceive, or defraud other users into sharing information for wrongful purposes.

Do not impersonate anyone, or misrepresent yourself or the origin of a Meet invitation or join request, in order to deceive, mislead or defraud.

Harassment, bullying, and threats

Do not harass, bully or threaten others. We also do not allow this product to be used to recruit or incite others into such behavior. Remember that online harassment is illegal in many places and can have serious real-world consequences for both the harasser and the victim. We may take appropriate action if we are notified of threats of harm or other dangerous situations, which may include reporting you to the relevant authorities.

Hate speech

Do not engage in hate speech. Hate speech is content that promotes or condones violence against, or whose primary purpose is to incite hatred against, an individual or group on the basis of race or ethnic origin, religion, disability, age, nationality, veteran status, sexual orientation, sex, gender identity, or any other characteristic associated with discrimination or marginalization.

Malware and similar malicious content

Do not transmit malware or any content that harms or interferes with the operation of networks, servers, end-user devices or other infrastructure. This includes directly hosting, embedding or transmitting malware, viruses, destructive code or other harmful or unwanted software or similar content. It also includes content that spreads viruses, generates pop-ups, attempts to install software without the user's consent, or affects users with malicious code. See our Safe Browsing Policy for more information.

Personal and confidential information

Do not share or distribute another person's personal or confidential information without permission. This includes sensitive information such as Vietnamese social insurance numbers, bank account numbers, credit card numbers, images of signatures and personal health records. In most cases where this information is already widely available elsewhere on the internet or in public records — a national ID number listed on a government website, for example — we generally do not take enforcement action.

Regulated goods & services

Do not sell, advertise or facilitate the sale of regulated goods and services. Regulated goods and services include alcohol, gambling, pharmaceuticals, unapproved supplements, tobacco, fireworks, weapons, or health/medical devices.

Pornographic content

Do not share or distribute pornographic material, such as nude images, depictions of sexual acts, or other sexually explicit content. This includes directing traffic to commercial pornographic websites. We allow content for educational, documentary, scientific, or artistic purposes.

Spam

No sending of spam. This may include unwanted advertising or commercial content, unwanted content generated by an automated program, unwanted repetitive content, nonsensical content, or any content that appears to be a large-scale solicitation.

System interference

Do not misuse this product, and do not harm, degrade, or negatively affect the operation of any other network, device, or infrastructure. This includes degrading the quality of, disabling, or adversely interfering with any aspect of the product or its services.

Terrorist content

Terrorist organizations are not permitted to use this product for any purpose, including recruitment. We will also take action against meeting organizers or participants over content related to terrorism, such as promoting acts of terrorism, inciting violence, or glorifying terrorist attacks.

Violence

Do not share or distribute violent or graphic content involving real people or animals where the primary purpose is to shock, sensationalize or serve no legitimate end. This includes extremely graphic violence, such as dismemberment or close-up footage of mutilated bodies. Graphic violent imagery, such as content containing significant amounts of blood, may be permitted in an educational, documentary, scientific or artistic context, but take care to provide enough information for people to understand that context. In some cases, content is so violent or shocking that no context justifies its presence on our platform. Finally, do not encourage others to commit specific acts of violence.

Updated: 23/01/2025