Email Hosting and Business Email Service Terms
Legal basis
- Decree 91/2020/NĐ-CP — on combating spam email, governing the sending of advertising email and the responsibilities of service providers;
- Circular 24/2015/TT-BTTTT;
- Circular 12/2022/TT-BTTTT;
- Decree 13/2023/NĐ-CP — rules on the processing and protection of personal data in the sending, storage and processing of email;
- RFC 5321 — the technical standard for the SMTP mail transfer protocol;
- RFC 3501 — the technical standard for the IMAP mail access protocol;
- CAN-SPAM Act — rules on controlling commercial email and spam for international mail;
- GDPR (Article 6 on the legal basis for sending marketing email).
PART I – SERVICE DESCRIPTION AND CONFIGURATION
Article 1. Business Email Hosting
1.1. Email Hosting is a service that hosts and processes business email on your own domain (for example yourname@company.vn), providing secure, professional email infrastructure that meets international email security standards.
1.2. HiTechCloud Email Hosting technical infrastructure:
(a) Mail Server: Postfix (MTA) + Dovecot (IMAP/POP3) + Roundcube Webmail;
(b) Spam filter: SpamAssassin + Rspamd with machine learning, accuracy above 99.5%;
(c) Antivirus: ClamAV + ImunifyAV with real-time signature updates;
(d) Encryption: TLS 1.3 on all SMTP/IMAP/POP3 connections;
(e) Email authentication: SPF, DKIM and DMARC are configured automatically;
(f) Data center: located in Vietnam, meeting local data residency requirements.
Article 2. Email hosting plans
– Email Hosting plans are published on two websites, hitechcloud.vn and my.hitechcloud.vn
Article 3. Mandatory email security configuration
3.1. To keep email out of spam folders and maximize security, HiTechCloud automatically configures:
SPF (Sender Policy Framework):
A TXT record in DNS that specifies which servers are allowed to send email from the domain. Example: v=spf1 include:mail.hitechcloud.vn ~all
DKIM (DomainKeys Identified Mail):
Digitally signs outbound email, verifying that messages have not been spoofed or altered in transit. Key length: 2048-bit RSA.
DMARC (Domain-based Message Authentication, Reporting, and Conformance):
The policy for handling email that fails SPF/DKIM authentication. HiTechCloud recommends p=quarantine initially, then raising it to p=reject once the domain is stable.
MTA-STS (Mail Transfer Agent Strict Transport Security):
TLS is mandatory for inbound and outbound email, preventing downgrade attacks.
3.2. Customers who manage their own DNS must ensure that SPF, DKIM and DMARC records are configured correctly. HiTechCloud provides configuration guidance and verification support at no charge.
Article 4. Anti-spam and email abuse policy
4.1. HiTechCloud complies strictly with anti-spam requirements:
(a) All marketing email must have explicit recipient consent (opt-in) under Decree 91/2020/NĐ-CP (Nghị định 91/2020/NĐ-CP);
(b) An unsubscribe button is mandatory in every marketing email;
(c) Sending email to purchased or rented lists without consent is strictly prohibited;
(d) Bounce and complaint rate limits: if the complaint rate exceeds 0.1% or the bounce rate exceeds 5%, the account is suspended from sending marketing email.
4.2. Automatic spam detection system:
(a) Real-time SpamScore monitoring;
(b) Check the IP against realtime blackhole lists (RBLs): Spamhaus, Barracuda, SORBS;
(c) Automatic rate limiting when unusual behavior is detected;
(d) Accounts sending spam are locked immediately, with notice to the admin email address.
Article 5. Retention and legal compliance
5.1. Email archiving and legal compliance:
(a) All inbound and outbound email is retained for the period set out in the service plan;
(b) Archives are AES-256 encrypted and tamper-proof;
(c) Archives can be exported in .mbox, .pst or .eml format for audit or litigation purposes;
(d) Full-text search across the archive (e-discovery) on the Enterprise plan. 5.2. HiTechCloud may provide an email archive to a competent authority in accordance with the law upon a valid request.
