Terms of Service

These terms are a legal agreement between you and Coldwires LLC, a Wyoming company ("ColdWires," "we," "us"). By creating an account or using ColdWires, you agree to them, along with our Privacy Policy and Refund Guarantee, which are part of this agreement.

1. What ColdWires is

ColdWires provides cold email sending infrastructure for businesses: sending domains, dedicated Microsoft email tenancy, mailboxes, email authentication, warmup, and deliverability monitoring, plus the connections and credentials to use those inboxes in your own sending tools. Depending on your plan, ColdWires may also include platform features such as campaign sending, a shared inbox, email finding and verification, and analytics. We may improve, change, or retire features over time; if a change materially reduces what you are paying for, you can cancel and section 6 governs.

2. Your account

• ColdWires is a business tool. You must be at least 18 and using it for business purposes.
• Keep your login credentials confidential. You are responsible for activity under your account and your team members' accounts, and you agree to tell us promptly about any unauthorized access.
• The information you give us (including billing information) must be accurate and kept current.

3. Your sending infrastructure

This section matters because, unlike most software, we build real infrastructure for you.

• What we build. Depending on your plan, we register sending domains, set up dedicated email tenancy, create mailboxes, configure email authentication, and run warmup on your behalf. We manage this infrastructure for you for as long as your subscription is active.
• Domains. When we register a new domain for you, standard extensions (like .com, .net, and .org) carry a flat one-time registration fee shown at purchase; premium extensions (like .io and .ai) are passed through at the registrar's cost with no markup. Domains you bring yourself carry no registration fee. If you want to keep a domain we registered for your account, ask us and we will transfer the registration to you at no charge. Domain replacement is governed by our published replacement policy: standard domain replacements are free without limits; premium domain extensions are passed through at registration cost with no markup. Replacement exists for domains that decline while we are running them; it is not a trade-in program for domains that were already damaged before we touched them, and we screen for that.
• Your own domains and mailboxes. If you bring your own domain or connect your own mailbox, you confirm you own or control it and have the right to let us send and receive email through it.
• When a subscription ends. Infrastructure we provisioned for you is decommissioned after the applicable subscription ends. If you subscribe per domain, cancelling one domain winds down only that domain and its inboxes; your other domains keep running. Export anything you need first; section 15 describes the wind-down.
• Fair operation. We may throttle, pause, or adjust sending volumes, schedules, and infrastructure operations where reasonably necessary to protect deliverability for you and other customers, or to prevent abuse of unlimited features. We use this sparingly and to protect the service, not to avoid delivering what you paid for.

4. Plans and allotments

Plan contents and prices are listed on our pricing page at the time you subscribe. If your plan includes monthly usage allotments, they reset each month and do not roll over, usage beyond an allotment is billed at the rates shown in the product, and allotments have no cash value and are not refundable except as described in the Refund Guarantee.

5. Acceptable use and sending rules

Cold email only works when it is run responsibly. These rules protect your deliverability, every other customer's deliverability, and the people you email. They apply to all email sent through infrastructure we provision, whether you send from the ColdWires app or from your own sequencer or sending tool. They are conditions of using ColdWires:

• Follow the law. You are the sender of your campaigns. You must comply with all laws that apply to your sending and your recipients, including the CAN-SPAM Act, the TCPA where applicable, GDPR and ePrivacy rules for European recipients, CASL for Canadian recipients, and any other applicable anti-spam, privacy, or marketing law. You are responsible for knowing which laws apply to you.
• Honest email only. No deceptive subject lines, forged headers, impersonation, or misleading sender identities. Your messages must honestly identify who you are.
• Honor opt-outs. Anyone who asks to stop hearing from you must stop hearing from you. Do not remove, bypass, or ignore unsubscribe requests or our suppression and blocklist features.
• Clean lists. No purchased junk lists, scraped consumer lists, or harvested addresses. Verify your lists before sending.
• Business recipients. ColdWires is built for business-to-business outreach. Do not use it for bulk consumer marketing.
• Prohibited content. No illegal content or offers, phishing, malware, fraud, deceptive schemes, adult content, or content promoting harm.
• No platform abuse. Do not probe, overload, or interfere with the service; do not access it with automated tools except our published API and the sequencer and mailbox connections we provide for your use; do not resell, sublicense, or share your account with third parties outside your business (using ColdWires to run campaigns on behalf of your own clients, as an agency, is fine); do not use the service to build a competing product.
• No data products. Finder and verification results are licensed for your own outreach. You may not resell them, redistribute them, or use them to build or augment a contact database or data product for others.

If your sending generates sustained spam complaints, abnormal bounce rates, or blocklistings, we may pause affected campaigns or mailboxes, require list verification, or suspend the account, depending on severity. We would rather fix the problem with you than suspend you, and we will tell you what we see; but we will always protect the platform first. Violations of this section void the Refund Guarantee.

6. Billing, renewal, and cancellation

• Subscriptions renew automatically (monthly or yearly, whichever you chose) until you cancel. You can cancel anytime in the app; your plan then runs through the end of the period you already paid for and does not renew. Except as provided in the Refund Guarantee, fees already paid are not refunded and partial periods are not prorated.
• Free trial. If your plan includes a free trial, it requires a card and converts to a paid subscription automatically on the date shown at signup. We email you before the conversion, and you can cancel in one click before then to avoid any charge.
• Domain registration fees. One-time domain registration fees cover a real registrar purchase made on your behalf and are not refundable once the domain is registered.
• Refunds. Our 30-day Refund Guarantee is published separately and incorporated here.
• Failed payments. If a charge fails, we will retry and notify you. While payment is failing we may restrict parts of the service, and if it remains unpaid we may suspend or cancel the subscription.
• Price changes. We may change prices with at least 30 days' notice; changes take effect at your next renewal. We do not change the price of a term you have already paid for.
• Taxes. Prices exclude applicable taxes, which are added where required.

7. Your data

You own your data: your lead lists, campaign content, conversations, and results. You grant us the license needed to host, process, transmit, back up, and display that data in order to provide the service, and to use aggregated, de-identified usage data to operate and improve ColdWires. We do not sell your data and we do not use your lists or content to build data products, as described in our Privacy Policy.

If data protection laws such as the GDPR or UK GDPR apply to personal data you process with ColdWires, our Data Processing Agreement applies automatically and is incorporated into these terms. It includes the EU Standard Contractual Clauses and the UK Addendum for international transfers, and our current subprocessor list.

You are responsible for your data: that you have the right to use it, that it was collected lawfully, and that emailing the people in it complies with section 5.

8. AI features

Some features use artificial intelligence, such as automatic classification of replies and warmup content generation. AI output can be wrong. Review before relying on it; you remain responsible for what your account sends and how replies are handled. AI classification can be turned off in settings.

9. Our intellectual property

We own the ColdWires platform, software, and brand. These terms give you a right to use the service while subscribed, not ownership of any of it. If you send us feedback or suggestions, we can use them without obligation to you.

10. Third-party services

ColdWires is built on third-party infrastructure, including Microsoft email services, domain registrars, and payment processing by Stripe. Those providers control their own services, and their outages, suspensions, or policy changes are outside our control. Where a third-party action affects your infrastructure, we will work to restore or replace it (including under our domain replacement policy), but we are not liable for the third party's conduct.

11. Confidentiality

Each of us will protect the other's non-public information received through this relationship, use it only as needed under these terms, and not disclose it except to people who need it and are bound to protect it, or where the law requires disclosure.

12. No deliverability guarantee

Email delivery depends on factors no one controls end to end, including recipient mail systems and the quality of your lists and content. WE DO NOT GUARANTEE THAT ANY EMAIL WILL BE DELIVERED, LAND IN AN INBOX RATHER THAN A SPAM FOLDER, OR PRODUCE ANY PARTICULAR BUSINESS RESULT. What we do stand behind is published plainly: the Refund Guarantee and free domain replacement.

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE." TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED OR ERROR-FREE.

13. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW: (A) NEITHER PARTY IS LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, GOODWILL, OR DATA; AND (B) OUR TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THE SERVICE OR THESE TERMS IS LIMITED TO THE FEES YOU PAID US IN THE TWELVE (12) MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM. THESE LIMITS APPLY REGARDLESS OF LEGAL THEORY AND EVEN IF A REMEDY FAILS OF ITS ESSENTIAL PURPOSE. SOME JURISDICTIONS DO NOT ALLOW CERTAIN LIMITATIONS, SO SOME OF THESE MAY NOT APPLY TO YOU.

14. Indemnification

You will defend and indemnify ColdWires against third-party claims, including regulatory actions, arising from your campaigns, your lists, your content, or your violation of section 5 or applicable law. This includes claims by recipients of email you sent through the service. We will notify you of any such claim and reasonably cooperate, and you will not settle a claim that imposes obligations on us without our consent.

15. Suspension and termination

• You can cancel anytime as described in section 6.
• We may suspend or terminate your account immediately for material violations of section 5, illegal activity, non-payment, or conduct that threatens the platform or other customers. Where practical and safe, we will warn you first.
• After termination, we keep your data available for export for 30 days, then delete it as described in our Privacy Policy. Provisioned infrastructure is decommissioned. Fees owed through the date of termination remain payable.
• Sections that by their nature should survive (including 7, 9, and 11 through 18) survive termination.

16. Disputes, arbitration, and class waiver

Talk to us first. Before any formal proceeding, you agree to email support@coldwires.com describing the dispute, and both sides will try in good faith to resolve it within 60 days. Most problems get fixed this way.

Arbitration. If we cannot resolve it informally, any dispute arising out of or relating to these terms or the service will be resolved by binding individual arbitration administered by the American Arbitration Association under its Consumer Arbitration Rules, rather than in court. Exceptions: either party may bring a qualifying claim in small claims court, or seek injunctive relief in court for infringement or misuse of intellectual property.

Class waiver. Disputes will be arbitrated only on an individual basis. Both parties waive the right to participate in class, collective, or representative actions, and waive the right to a jury trial.

Opt-out. You may opt out of this arbitration agreement by emailing support@coldwires.com within 30 days of first accepting these terms, with your name, account email, and a clear statement that you opt out of arbitration. Opting out does not affect the rest of these terms.

Governing law and venue. These terms are governed by the laws of the State of Wyoming, without regard to conflict-of-law rules. Any court proceeding permitted under this section will be brought in the state or federal courts located in Wyoming, and both parties consent to their jurisdiction.

17. Changes to these terms

We may update these terms. For material changes we will give you at least 14 days' notice by email or in the app before they take effect. If you do not agree to a change, cancel before it takes effect; continuing to use the service after that date means you accept the updated terms. Material changes to section 16 will not apply to disputes you notified us of before the change.

18. General

These terms (with the policies they incorporate) are the entire agreement between us about the service and supersede prior discussions. If a provision is unenforceable, the rest remain in effect. Our failure to enforce a provision is not a waiver. You may not assign this agreement without our consent; we may assign it in connection with a merger, acquisition, or sale of assets. Neither party is liable for delays caused by events beyond its reasonable control. Notices to us go to support@coldwires.com; notices to you go to your account email.

19. Contact

Coldwires LLC
312 W 2nd St, Ste 1613
Casper, WY 82601, United States
support@coldwires.com