Outbound Email Policy

Last drafted: 2026-10-23. Effective date: [TO BE SET WHEN APPROVED].

This policy says what Mad Hare sends from its no-reply address (noreply@madhare.ai), who it sends to, and how you stop it. It applies to Mad Hare's own sending, and to anyone who sends email for us.

Status: no email is sent under this policy yet. The sending system, provider and list do not exist.

1. Two kinds of email

The rules in section 2 are hard limits.

2. What goes to the no-reply address, and what never does

Allowed on noreply@madhare.ai:

• Receipts, confirmations and run reports for something you ordered.
• Security and account messages.
• Legal notices about your order.

Never sent from the no-reply address:

• Promotional content, even a single line of "also see our new feature" inside a service email.
• Cold outreach. First-contact messages to a business contact are written and sent by a named person from a reply-capable address, one to one, never as a bulk send.
• Messages to anyone who has unsubscribed or been suppressed.

If a service email needs a reply, it says where to send it (support@madhare.ai).

3. Who gets on an announcement list

• Only people who sign up themselves, with an unticked box and a plain sentence saying what they will get.
• Double opt-in for subscribers in the EU, UK and any other place where it is the safer rule: we send one confirmation email, and add the address only when the link is clicked.
• We do not buy, rent, scrape or import lists. We do not add a customer to announcements just because they ordered.
• We record when, how and from what page each person agreed, and the wording they saw.

4. What every announcement email contains

• Our real identity as sender, and a reply address that works.
• A subject line that matches the content, and no misleading headers.
• A plain statement of why you are receiving it.
• Our physical postal address: [POSTAL ADDRESS: TO CONFIRM].
• A visible unsubscribe link that works without logging in, and the standard one-click unsubscribe headers (List-Unsubscribe and List-Unsubscribe-Post) so mail apps can show an unsubscribe button.
• A link to the Privacy Policy.

5. Unsubscribe handling

• One click removes you. We do not ask you to sign in, to give a reason, or to pay.
• The request takes effect immediately in our system, and in any case within 2 days. The legal maximum we measure ourselves against is 10 business days.
• Replying "unsubscribe" or "stop", or emailing support@madhare.ai, works too, and we treat it the same way.
• We keep your address on a suppression list so we do not email it again. The list holds only the address (or a hash of it), the date, and the reason. It is kept indefinitely, because deleting it would let us email you again.
• Addresses that hard bounce, or that mark a message as spam, go on the suppression list automatically.
• We never share a suppression list or unsubscribe record with anyone except the provider that sends mail for us.

6. Legal basics

United States (CAN-SPAM). We do not use deceptive headers or subject lines. We identify messages that are advertisements where required. We include a postal address and a working opt-out. We honour opt-outs within 10 business days and do not charge for them.

EU and UK (GDPR, ePrivacy, PECR). Announcement email to individuals needs their consent. Business-to-business rules differ by country. Until counsel confirms otherwise, we treat all announcement email as consent-only. You may withdraw consent at any time.

Other countries. Canada (CASL) and others require consent and, in some cases, a record of it. We apply the stricter rule.

7. Sending standards

• Mail is sent from a domain authenticated with SPF, DKIM and DMARC.
• We watch complaint and bounce rates, and stop sending to any segment that goes over the provider's or mailbox providers' limits.
• No attachments in announcements. No tracking pixels or click tracking in service email. [OPEN/CLICK TRACKING IN ANNOUNCEMENTS: DECIDE.]
• Who can send: named people with provider access. Each send of an announcement is approved by Andrew before it goes out.

8. Retention

9. Contact

support@madhare.ai