1. Who this policy applies to
This Anti-Spam Policy applies to every Xarify client and to any system we build that sends email or messages on your behalf — including proposal site capture forms, autoresponder sequences, sponsor outreach templates, and newsletter modules. By engaging Xarify, you agree to comply with this policy in full.
2. The rule of thumb
Only send messages to people who have given you express, provable permission to email them on the topic of that message. If you cannot point to the moment that person opted in — or cannot reasonably defend the relationship as a legitimate business contact under CAN-SPAM and applicable state laws — do not email them through any system Xarify built.
3. What counts as permission
Permission means a clear, affirmative action by the recipient. Examples:
- They submitted your sponsorship inquiry form, audit form, or capture engine.
- They opted in to your newsletter through a form on your site (with a checkbox that was unchecked by default and clearly described what they'd receive).
- They handed you a business card at an event with the explicit understanding you would follow up by email about sponsorship.
- They are an existing sponsor or donor with whom you have an active business relationship and the email is reasonably related to that relationship.
4. What does NOT count as permission
- Email lists you bought, rented, leased, or were given by a third party.
- Email addresses scraped from LinkedIn, company websites, conference attendee lists, or any public source.
- Anyone who has already unsubscribed from your list, ever — even if you "lost the list" or "started fresh."
- Generic role-based addresses (info@, contact@, sponsorship@) without a prior relationship.
5. Required practices
For every email or sequence sent through a Xarify-built system, you must:
- Include accurate "From" and "Reply-To" identification — the sender name and email must clearly identify the sending organization.
- Use truthful, non-misleading subject lines.
- Include a working one-click unsubscribe link in every commercial email.
- Honor unsubscribe requests within 10 days (we automate this; do not override it).
- Include your valid physical postal address in every commercial email — a P.O. box or registered business address is fine.
- Identify commercial emails as such, when applicable, in compliance with CAN-SPAM (15 U.S.C. § 7701 et seq.) and CASL (Canada) where recipients are in those jurisdictions.
6. Sponsor outreach specifically
Sponsor outreach sits in a gray zone — many event organizers send cold pitches to brand sponsorship managers. Xarify's outreach templates are designed to be transactional/business-context emails, not bulk marketing campaigns. We expect you to:
- Send outreach one-to-one or in small, targeted batches — not bulk blasts.
- Personalize each message with specific reasons the brand fits your event.
- Stop after a maximum of three follow-ups if there's been no response.
- Honor any opt-out request immediately, even if it's an informal "please remove me."
7. Enforcement
If we discover a Xarify client is sending unsolicited bulk email through a system we built, we may, at our discretion: pause the system, require remediation, or terminate the engagement under Section 12 of our Terms of Service. Repeat or willful violations will result in immediate termination without refund.
8. Reporting spam from a Xarify client
If you received an email from a Xarify-built system that you believe violates this policy, please report it through our Abuse Policy page. We investigate every report and respond to the affected sender.