MailroomIQ Terms of Use

1. Terms of Use

By accessing the website, services, customer portal, mobile app, store-facing tools, notifications, support materials, or related MailroomIQ materials, you agree to these terms. If you use MailroomIQ on behalf of a business, you represent that you are authorized to do so.

2. Product role

MailroomIQ is a companion workflow, reporting, notification, customer access, and operational intelligence platform for mailbox, mailroom, virtual mail, billing-assist, and related store workflows. It is intended to help operators organize work around PMB rentals, mail and package activity, customer communication, reporting, support, and revenue workflows.

3. Relationship to mailbox operators

MailroomIQ may be used by independent mailbox/pack-and-ship operators or other business users. The mailbox operator remains responsible for its customer relationships, mailbox rental agreements, identity verification processes, PMB records, store operations, and compliance obligations.

Customers should contact their mailbox store for store-controlled service status, mailbox agreements, pickup/forwarding/shipping rules, account enrollment, and customer relationship records.

4. Source systems and third-party systems

PostalMate®, CashMate®, QuickBooks®, Square®, PayPal®, Stripe®, UPS®, FedEx®, USPS®, DHL®, and related names are descriptive references only. They are owned by their respective owners. References do not imply endorsement, sponsorship, partnership, certification, license, or approval.

MailroomIQ does not replace PostalMate/CashMate or other source systems. Where integrated, it operates as a companion workflow layer subject to configuration, approved integration paths, and store-specific setup.

5. No legal or compliance guarantee

MailroomIQ may provide tools to assist with workflows, reporting, audit preparation, notifications, records visibility, and operational follow-up. The store/operator remains responsible for compliance with USPS CMRA rules, privacy laws, carrier terms, customer agreements, and applicable laws. MailroomIQ does not guarantee compliance outcomes.

6. Customer portal and mobile access

Customer access is controlled by participating mailbox operators. Customers may only access mail, package, customer, or account data associated with an authorized mailbox relationship. Access may be revoked, limited, changed, or disabled by the store.

Users must keep account credentials secure and may not access data for a mailbox or account relationship they are not authorized to view.

7. Acceptable use

Users may not misuse the website or services, attempt unauthorized access, bypass authentication, scrape data, upload malicious content, interfere with service operations, use services for unlawful purposes, misrepresent identity or authority, or access data they are not authorized to view.

8. Communications, notifications, and SMS terms

MailroomIQ may support email, SMS, app, or other customer notifications when enabled by a participating store. Messages may include mail/package pickup notices, mailbox/account-service notices, customer-service updates, invoice reminders, or other store-enabled operational messages. Message frequency varies based on store activity and account status.

SMS consent is optional and may be managed through the store or applicable opt-out mechanisms. Message and data rates may apply. Reply STOP to opt out and HELP for help where supported. Consent is not required to rent or maintain a mailbox or purchase goods or services.

Mobile numbers and SMS consent information will not be sold, rented, or shared with third parties or affiliates for marketing or promotional purposes. SMS availability depends on store configuration, carrier availability, and platform approval/configuration.

9. Payments and billing workflows

MailroomIQ may assist with billing follow-up, invoice preparation, payment workflow visibility, reconciliation queues, and related operational reporting. Payment processing may be performed by third-party providers. MailroomIQ is not a bank, payment processor, accounting firm, or tax advisor.

10. Data and privacy

The Privacy Policy describes data handling in more detail, including account data, store relationship metadata, mail/package information, media where enabled, notifications, support records, and related service operations.

11. Security

The Security page describes the current security posture in more detail. No system can be guaranteed perfectly secure, but MailroomIQ uses layered controls and operational safeguards designed for scoped access, private media handling, traceability, and support boundaries.

12. Availability and changes

Services may change, be interrupted, be updated, or be unavailable. Features may vary by store, configuration, environment, subscription, deployment stage, or integration status. MailroomIQ may modify, suspend, or discontinue features as the platform evolves.

13. Intellectual property

The MailroomIQ name, designs, materials, software, pages, content, product concepts, workflows, and related materials are proprietary unless otherwise stated. You may not copy, reverse engineer, misuse, or create confusingly similar materials except as allowed by law or written agreement.

14. Product ownership and third-party references

MailroomIQ is a product of MailroomIQ, LLC. MailroomIQ and related product materials are proprietary. Third-party names, including PostalMate®, CashMate®, PC Synergy, Annex Brands, PostalAnnex, QuickBooks, Square, PayPal, and Stripe, are referenced for descriptive purposes only and remain the property of their respective owners. Such references do not imply endorsement, sponsorship, certification, partnership, license, or approval. As of publication, MailroomIQ is not an approved or certified PostalMate®/CashMate® partner.

15. Disclaimers

Services and materials are provided as-is and as-available to the maximum extent permitted by law. MailroomIQ does not promise that every feature will be error-free, uninterrupted, available for every store, compatible with every third-party system, or suitable for every regulatory or operational use case.

16. Limitation of liability

To the maximum extent permitted by law, MailroomIQ and its operators will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, lost data, business interruption, compliance outcomes, carrier decisions, payment-provider actions, or store operational decisions arising from use of the services. Any liability will be limited to the amount permitted by applicable law and any applicable written agreement.

17. Changes to terms

These terms may be updated periodically. Continued use of the website, services, customer portal, mobile app, store-facing tools, notifications, or support materials after updates means acceptance of the updated terms.

18. Contact

For terms questions, contact [email protected].