Mail Guardian – User Licence Agreement
Mail Guardian
User Licence Agreement
Safe Online ApS · CVR 38589962 · bysafeonline.com
Last updated 15 September 2026
Last updated on 15 September 2026.
BY DOWNLOADING, INSTALLING, OR USING THE MAIL GUARDIAN ADD-IN, OR ATTEMPTING TO DO ANY OF THESE, YOU HAVE ACCEPTED THESE TERMS. IF YOU DO NOT INTEND TO ACCEPT THEM, YOU HAVE NO RIGHT TO, AND MUST NOT, DOWNLOAD OR USE MAIL GUARDIAN.
Thank you for using Mail Guardian. The Service is provided by Safe Online ApS ("Safe Online"), bysafeonline.com, located at Nørrebrogade 47, 1, 2200 Copenhagen N, Denmark. Company registration (VAT): DK38589962.
The following "User Licence Agreement" governs your use of the software and the Services provided by Safe Online ApS and its solution known as "Mail Guardian". This is a legal agreement between you and Safe Online and incorporates Mail Guardian's Privacy Policy. By installing or using Mail Guardian for Outlook and/or any updates to such software provided by Safe Online, you are accepting to be bound by the terms of this User Licence Agreement.
1. Definitions
a. "Subscriber" shall refer to the organisation with an Authorised Account to the Services provided by Safe Online. The term shall also include any present or former agent, representative, independent contractor, employee, attorney, and any entity or person who has the authority to act on its behalf.
b. "User" shall refer to an individual to whom the Subscriber has deployed the Add-in, who uses it in the course of sending email, without being a Subscriber themselves.
c. "Service" shall refer to any software or services by Safe Online or in association hereto whether the Service is being used by a Subscriber or a User.
d. "Content" shall cover the body and attachments of an email that the Service examines, and any record the Service produces about that examination.
e. "Warning" shall mean the notice the Service displays to a User before a message is sent, where the Service has detected a personal identifier in the Content.
f. "Agreement" shall cover this entire User Licence Agreement and incorporates by reference the Privacy Policy.
g. "Authorised Account" shall mean a Subscriber's account for which the Subscriber has paid in full the payment as outlined in the Agreement. If a Subscriber payment expired or exceeded the limits as outlined in the Payment, then the account is not considered an Authorised Account.
2. What the Service does, and what it does not do
a. When a User sends an email, the Service examines the message body and its attachments for Danish personal identification numbers (CPR-numre) and other categories of personal identifier, and displays a Warning before the message is sent where something is found.
b. The Service assists a person in noticing personal data before they send it. It does not prevent data from being sent, and it does not guarantee that personal data will be detected.
c. The Service cannot stop a message. The decision to send always remains with the User. Where a Warning is displayed, the User may send the message regardless.
d. The Service fails open. If the Add-in cannot sign in, cannot reach our service, exceeds its time budget, or encounters an error, the message is sent normally and without a Warning. A compliance tool that prevented people from doing their work would not be used, so the Service is built to get out of the way when it cannot function. The consequence is that the absence of a Warning never establishes that a message was examined.
e. Detection is imperfect. No detection system identifies every instance of personal data, and every such system produces occasional false alarms. Some material — an unusual layout, a poor-quality scan, an unsupported file type — will not be read successfully.
f. The records the Service produces are not a record of compliance. They are best-effort: a record may be missing where a write failed, and the absence of a record does not establish that no Warning was shown. A record that a Warning was displayed does not record what the User then chose to do.
g. The Service is not a substitute for the Subscriber's own policies, training or judgement, and it is not legal advice.
3. Subscribers use of the Service
a. The Subscriber is granted a personal, non-exclusive, non-transferable, non-assignable, limited license to access and use the Service, for the sole purpose of giving the Subscriber access to the Service as described in this User Licence Agreement.
b. Safe Online does not review or pre-screen Content examined by the Service, and claims no intellectual property rights to it.
c. The Subscriber agrees not to reproduce, duplicate, copy, sell or resell access to the Service, or any other exploitation of the access to the Service, without Safe Online's written permission.
d. The Subscriber agrees not to modify, tamper, change, reverse engineer or in any other way alter the Service, except to the extent that restriction is unenforceable under applicable law. The Subscriber also agrees not to create websites, applications, or services so as to falsely imply that they are associated with Mail Guardian or Safe Online.
e. The Subscriber agrees not to use the Service in any manner which is unlawful or in violation of the terms of this Agreement.
f. The Subscriber agrees that except for the granted non-exclusive right to the Service, all ownership, intellectual property, branding, license, and other rights associated with and in the Service belong to Safe Online.
g. The Subscriber agrees to process all Content in compliance with applicable law including, but not limited to, the General Data Protection Regulation ("GDPR"), and to notify Safe Online without undue delay of any breaches, irregularities, or other incidents that have or can compromise the Content.
h. The Subscriber is responsible for informing its personnel that the Service is in use, what it records and for how long, as required by Articles 12 to 14 GDPR and by any applicable national law or collective agreement governing control measures in employment relationships. In Denmark this is a substantive obligation with advance-notice requirements, and it rests on the Subscriber as employer, not on Safe Online.
i. The Subscriber shall not use the Service to monitor an identified individual rather than to assist Users generally. The Service is built to make this difficult: records carry no recipients, subject line or filenames, and cease to identify anyone after 90 days. Safe Online will not assist in circumventing those properties.
j. The Subscriber is responsible for deploying the Add-in to the Users it intends to cover, and for the consequences for Users it does not cover.
k. Safe Online reserves the right to modify, update, change, discontinue, add or restructure, temporarily or permanently, any feature associated with the Service at any time, with or without notice, except changes that materially change or reduce the functionality of the Service, in which case Safe Online shall provide the Subscriber with a 30-day notice. Where a change materially alters what the Service records, or for how long, notice is given as set out in the Data Processing Agreement.
l. Safe Online reserves the right to temporarily suspend or withdraw access to the Service for operational purposes related to repairs, updates and maintenance, and will endeavour to provide the Subscriber with no less than 2 days' notice prior to any such suspension, save in matters of urgency, of which Safe Online will notify the Subscriber without undue delay.
4. Subscribers access to the Service
a. The Subscriber is only permitted access to and use of the Service if the Subscriber has a registered and Authorised Account.
b. The Service authenticates Users against the Subscriber's own Microsoft Entra directory. The Subscriber is responsible for the administration of that directory and for which of its Users are entitled to the Service.
c. Any access to and use of the Service via Application Program Interface ("API"), programmatic, robotic, scripted, or any other automated access not provided as part of the Service is strictly forbidden without Safe Online's written consent.
d. Upon cancellation of the Service, Safe Online will delete or return all Content that belongs to the Subscriber in accordance with the Data Processing Agreement.
5. Users use of the Service
a. The User is granted limited access to the Service through the deployment of a Subscriber. The User is given access to the Service on behalf of the Subscriber, and Safe Online is not a contracting party to any agreement between the User and the Subscriber.
b. The User agrees not to reproduce, duplicate, copy, sell or resell access to the Service without Safe Online's written permission.
c. The User agrees not to modify, tamper, change, reverse engineer or in any other way alter the Service, or to create websites, applications or services so as to falsely imply association with Mail Guardian or Safe Online.
d. The User agrees that except for the granted non-exclusive right to the Service, all ownership, intellectual property, branding, license, and other rights associated with and in the Service belong to Safe Online.
e. The User may not use the Service if Safe Online has previously disabled its account for violation of the Agreement or misuse of the Service.
f. Nothing in this Agreement requires a User to act on a Warning. The decision whether to send a message is the User's, and is a matter between the User and the Subscriber.
6. Confidentiality & Security
a. Safe Online is responsible for providing secure access to the Service. Safe Online will:
1. establish the identity of a User from a verified sign-in token issued by the Subscriber's own directory, rather than accepting an identity asserted by the Add-in;
2. transmit Content using TLS 1.2 or above and store records using AES-256 encryption;
3. scope every record to the team that produced it, enforced in the database;
4. handle personal data in a manner that follows industry standards and complies with the GDPR.
b. Safe Online, including any third-party vendors or hosting partners it utilises, will at all times use industry best practices and standards to store, manage and transfer data and Content, implement information security best practices with respect to network techniques, and notify the Subscriber of a data breach without undue delay and in any case no later than 48 hours after learning of it.
c. Subscriber and User acknowledge and agree that Mail Guardian uses third-party vendors and hosting partners to provide the necessary hardware, software, networking, storage and related technology required to run the Service. Those in use are identified in the Privacy Policy and in the Data Processing Agreement.
d. Subscriber/User agrees to notify Safe Online in case of unauthorized access to the Service or upon suspicion that credentials have been lost, stolen, misused or compromised.
7. Payment, refunds & subscription changes
a. Fees, billing period and renewal are as set out in the Subscriber's agreement with Safe Online. All fees exclude national taxes, VAT, or any other fees which the Subscriber is obliged to pay.
b. All charges are final and non-refundable. Refunds will not be given for partially used, unused or remaining subscription periods.
c. Cancellation of a subscription will not be charged, and subscriptions cancelled prior to the end of their current billing cycle will not be charged again in the following cycle.
d. All prices are subject to change upon notice, given by email, as an announcement in the Service, or in another way deemed appropriate by Safe Online.
e. A lapsed or expired entitlement does not prevent a User from sending email. Where the Service is not entitled, it stops examining messages and they are sent normally.
8. Cancellation & termination
a. The Subscriber can cancel a subscription as set out in its agreement with Safe Online.
b. Safe Online reserves the right to suspend or discontinue Service to a Subscriber or a User at any time, with or without notice, whose actions constitute a material breach of this Agreement and pose a security emergency.
c. If a User's or a Subscriber's use of the Service is in material breach of the Agreement and is not resolved within 30 days' notice to Safe Online's reasonable satisfaction, Safe Online reserves the right to suspend the Service.
d. On termination, Content and records are deleted in accordance with the Data Processing Agreement.
9. Mail Guardian's warranties
a. Safe Online warrants that the Service will substantially conform to the description of the Service set out in Article 2 of this Agreement and in the Mail Guardian Privacy Policy. The foregoing warranty shall not apply to the extent that: (i) the Service is not being used in accordance with this Agreement and/or any product description; or (ii) any non-conformity is caused by third-party products, content or service being processed and/or accessed through the Service.
b. Safe Online gives no warranty that the Service will detect any particular personal data, that it will display a Warning in any particular case, or that it will be available at any particular time. Section 2 governs, and prevails over any statement to the contrary elsewhere.
c. Subject to Article 10, the Subscriber's sole and exclusive remedy for breach of the limited warranty in 9(a) shall be correction of the warranted non-conformity or, if Safe Online fails to correct it after using reasonable commercial efforts, termination of access to the non-conforming Service and refund of subscription fees paid for the remainder of the subscription term.
d. The Subscriber shall provide Safe Online with prompt written notice of any non-conformity without undue delay.
10. Limitation of liability
a. Except in the case of a violation by Safe Online of its obligations outlined in Article 6 Confidentiality & Security, Safe Online shall not be held liable for any damages that the Subscriber might experience.
b. In view of Article 2, Safe Online is not liable for personal data that is sent without a Warning having been displayed, whether because the Service did not detect it, did not run, or failed and allowed the message through.
c. Mail Guardian may provide the ability to integrate the Service with other third-party providers and their services for the Subscriber to use at their own choice and risk, subject to separate terms.
d. THE SUBSCRIBER AGREES THAT THE LIABILITY OF SAFE ONLINE ARISING OUT OF ANY CLAIM IN ANY WAY CONNECTED WITH THE SERVICE WILL NOT EXCEED THE TOTAL AMOUNT THE SUBSCRIBER HAS PAID FOR THE SERVICE PURSUANT TO THE AGREEMENT WITHIN THE SIX MONTH PERIOD BEFORE THE DATE THE CLAIM AROSE. THE SUBSCRIBER FURTHER AGREES THAT SAFE ONLINE IS NOT AND WILL NOT BE LIABLE FOR ANY SPECIAL, INDIRECT, INCIDENTAL, OR CONSEQUENTIAL DAMAGES OF ANY KIND WHATSOEVER (INCLUDING WITHOUT LIMITATION, ATTORNEY FEES) RELATING TO THIS AGREEMENT. THESE DISCLAIMERS APPLY REGARDLESS OF THE FORM OF ACTION, WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY OR OTHERWISE, WHETHER THOSE DAMAGES ARE FORESEEABLE AND WHETHER SAFE ONLINE HAS BEEN ADVISED OF THE POSSIBILITY OF THOSE DAMAGES. EACH PROVISION OF THIS AGREEMENT THAT PROVIDES FOR A LIMITATION OF LIABILITY, DISCLAIMER OF DAMAGES, OR EXCLUSION OF DAMAGES IS TO ALLOCATE THE RISKS OF THIS AGREEMENT BETWEEN THE PARTIES. THIS ALLOCATION IS REFLECTED IN THE PRICING OFFERED BY SAFE ONLINE TO SUBSCRIBER AND IS AN ESSENTIAL ELEMENT OF THE BASIS OF THE BARGAIN BETWEEN THE PARTIES. EACH OF THESE PROVISIONS IS SEVERABLE FROM AND INDEPENDENT OF ALL OTHER PROVISIONS OF THIS AGREEMENT.
e. Nothing in this Agreement limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any liability that cannot lawfully be limited, including liability under Article 82 GDPR.
11. Miscellaneous
a. Safe Online reserves the right to amend this Agreement in its entirety or parts thereof, and will notify the Subscriber no later than 30 days prior to any changes, by email, directly in the Service, or by any other means deemed appropriate by Safe Online.
b. Neither party may transfer or assign any of its rights and obligations under this Agreement without case of a merger, acquisition, corporate reorganization, or sale of all or substantially all assets, provided the assignee agrees to enter into the Agreement on the same terms.
c. If any provision of this Agreement is held to be invalid or unenforceable, that shall not affect the other provisions, and the Agreement shall be construed as if the invalid provision had never been contained herein.
d. The Subscriber shall indemnify and hold harmless Safe Online from and against any claims, demands, or causes of action arising on account of the Subscriber's failure to comply with any applicable regulation, including but not limited to the GDPR — including its obligations under Article 3(h) of this Agreement.
e. The parties are independent contractors, and no partnership, franchise, joint venture, agency, fiduciary or employment relationship between the parties is created hereby. There are no third-party beneficiaries to this Agreement.
f. Personal data is governed by the Data Processing Agreement between Safe Online and the Subscriber, and described in the Privacy Policy. Nothing in this Agreement varies either. Where this Agreement conflicts with the Data Processing Agreement, the Data Processing Agreement prevails.
12. Governing law and dispute resolution
a. This Agreement shall be governed by Danish law and any disputes arising from the Agreement that cannot be resolved in a timely manner shall be settled by a Danish court in the jurisdiction of which Safe Online ApS is headquartered. The Subscriber waives any objection as to inconvenient forum.
b. This Agreement constitutes the entire agreement between Safe Online and the Mail Guardian Subscriber and supersedes any prior engagement or agreement between the parties, including any previous versions of this Agreement — save for the Data Processing Agreement and the Subscriber's separate commercial agreement with Safe Online, which are not superseded.