Terms of Service & Volunteer Agreement

1. Service Overview

E-Mailitary is a non-profit volunteer platform that enables volunteers to send letters of support and gratitude to United States military service members.

• This service is free of charge and does not involve any monetary transactions.
• All participants engage as volunteers on a voluntary basis.
• Letters are reviewed by administrators and delivered to military bases in periodic batches.

2. Volunteer Agreement

By using E-Mailitary services, you agree to the following:

• Voluntary Participation: You participate voluntarily as a volunteer and do not expect any monetary compensation.
• Content License: You grant E-Mailitary a royalty-free, non-exclusive, revocable license for the sole purpose of delivering and promoting military support initiatives through your submitted letters.
• Anonymity: Letters are delivered anonymously without including your personal information.
• Limitation of Liability: To the maximum extent permitted by law, E-Mailitary is not liable for delays, loss, or non-delivery of letters during the transmission process.

3. Letter Writing Guidelines

All volunteers must comply with the following guidelines:

Acceptable Content

• Messages of support, encouragement, and gratitude
• General life updates and well-wishes
• Positive motivational content
• General religious blessings (e.g., "God bless you," "Prayers for you")

Prohibited Content

• Political opinions, propaganda, or partisan content
• Religious proselytization or coercion
• Questions about military operations, classified information, or troop movements
• Sexual, explicit, or inappropriate content
• Requests for money or personal contact information
• Hate speech, discriminatory language, or harassment
• Profanity or vulgar language

Minimum Length: Letters must be at least 500 characters (approximately 100 words).

4. Content Review and Approval

All letters undergo administrative review:

• Letters violating guidelines may be rejected.
• Rejected letters may be revised and resubmitted.
• Approved letters may not be edited or deleted once they have been printed or distributed. However, users may request account deletion under applicable privacy laws.
• Administrators reserve the right to remove inappropriate content.

5. Account Suspension and Termination

Your account may be suspended or terminated if you:

• Provide false information during registration
• Repeatedly violate content guidelines
• Abuse or disrupt the service
• Engage in defamatory or offensive behavior

6. Disclaimer of Warranties

E-Mailitary is not responsible for:

• Delays or loss of letters during delivery
• Whether service members receive or read the letters
• Service interruptions or technical errors
• Third-party data breaches, to the maximum extent permitted by law (except in cases of willful misconduct or gross negligence by E-Mailitary)

THE SERVICE IS PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED.

7. Intellectual Property

Submitted letter copyrights are handled as follows:

• Authors grant E-Mailitary a royalty-free, non-exclusive, revocable license to use submitted letters solely for military support purposes.
• E-Mailitary may print, distribute, and use letters in promotional materials related to military support initiatives.
• Personal information is excluded; letters are used anonymously.

8. Indemnification

You agree to indemnify and hold harmless E-Mailitary, its officers, volunteers, and agents from any claims, damages, or expenses arising from your use of the service or violation of these Terms.

User Responsibility and Indemnification

Users are solely responsible for all activities related to their use of E-Mailitary services. If any financial loss occurs to E-Mailitary or its members due to a user's intentional or negligent actions, the user shall fully indemnify and compensate for such damages.

If E-Mailitary becomes directly or indirectly involved in litigation, disputes, investigations, or other legal proceedings due to a user's actions, the user shall defend and hold E-Mailitary harmless, bearing all costs to ensure that E-Mailitary does not suffer legal or financial harm. This includes attorney fees, court costs, settlement amounts, and related expenses.

For purposes of this clause, "E-Mailitary" includes the founder, officers, core leaders, and all individuals involved in organizational operations. Users have a duty to protect these individuals from personal property damages resulting from the user's actions.

9. Changes to Terms

E-Mailitary may modify these Terms as necessary. Changes will be posted on our website, and continued use of the service after changes constitutes acceptance of the updated Terms.

10. Governing Law and Jurisdiction

These Terms are governed by the laws of the State of New York, USA, without regard to conflict of law principles. Any disputes arising under these Terms shall be resolved in the courts of New York.

11. Donations

E-Mailitary accepts donations to support volunteer operations. By making a donation, you agree to the following:

• Non-Profit Status: E-Mailitary is a volunteer organization. Donations are not tax-deductible as we are not a registered 501(c)(3) organization.
• Data Collection: We collect only your name and email address for the purpose of sending donation confirmation emails. No other personal information is collected.
• Payment Security: All payment information is securely processed by Stripe, our third-party payment processor. Payment details (credit card numbers, billing information) are never stored on our servers.
• No Refunds: All donations are final and non-refundable. Donations are immediately applied to operational costs for volunteer activities and cannot be canceled or refunded after payment is processed.
• Use of Funds: All donations are used immediately for operational purposes related to volunteer activities, including printing, postage, website maintenance, and administrative costs.
• Donation Account: Donations are received through a dedicated personal account used exclusively for receiving and managing donations. This account is separate from general operating funds and is used solely for donation receipts and organizational purposes.

Donation Usage

Donations are used for the following purposes:

• Printing Costs: Production of flyers, posters, informational materials, and other printed materials
• Personnel Costs: Project management, event coordination, volunteer management, and other necessary human resources
• Advertising and Promotion: Online advertising, social media promotion, offline promotional materials, etc.
• Website Development and Maintenance: Website creation, hosting, updates, and technical support
• Equipment and Supplies: Purchase of equipment and materials necessary for event operations and activities
• Operating Expenses: Domain costs, software subscription fees, communication costs, and other basic organizational operating expenses
• Education and Program Development: Workshops, seminars, community program creation, etc.
• Content Creation: Photography, videography, and other promotional and documentary content creation
• Design Outsourcing: Branding, poster design, material design, and other external designer services
• Volunteer Activity Supplies: Purchase of supplies and consumables necessary for volunteer activities

Donations are executed transparently according to the above items and are used exclusively for activities aligned with the organization's purpose and community development.

By clicking the Donate button, you acknowledge that you have read and agree to these donation terms.

12. Contact Information

For questions about these Terms:

• Email: williamp2904@gmail.com