Anti-Spam & Email Compliance Policy

Email is central to what OneRoot ProTech does — which is exactly why we hold ourselves to a strict compliance standard. This policy describes the rules every campaign we send, for ourselves or on behalf of clients, must meet.

1. Our commitments on every message

• Honest identification — every email clearly identifies the sender, and where we send on behalf of a client, the client on whose behalf the message is sent;
• Truthful headers and subject lines — no misleading "From" names, deceptive subjects, or disguised routing;
• A valid contact address — every message includes a functioning reply address and a physical or postal contact point;
• A working unsubscribe — every message contains a clear, functioning opt-out that requires no login, no fee, and nothing beyond an email address;
• Prompt suppression — opt-out requests are processed promptly (within the 10 business days CAN-SPAM permits, and typically much faster) and suppressed permanently across all our systems and campaigns.

2. Canada (CASL)

We send commercial electronic messages to Canadian recipients only where we have express consent (a recorded opt-in) or implied consent as defined by CASL — such as an existing business relationship, a relevant enquiry, or a conspicuously published business email address relevant to the recipient's role. We record the basis of consent for every Canadian record, honor unsubscribes within 10 days, and keep messages within the scope the consent covers.

3. United States (CAN-SPAM)

All commercial email to U.S. recipients complies with the CAN-SPAM Act: accurate header information, non-deceptive subject lines, identification of the message as an advertisement where required, a valid physical postal address, a clear opt-out mechanism, and prompt processing of opt-out requests. We never send to harvested addresses and never use automated means to register accounts for sending.

4. Suppression lists

We maintain a global suppression list covering every opt-out, complaint, and objection we receive, applied across all campaigns before every send. Client-provided lists are screened against it, and client-specific opt-outs are returned to the client so their own records stay compliant. Suppression records are retained indefinitely.

5. What we require of clients and partners

Clients and data partners who work with us must warrant that any list they provide was collected lawfully and carries an appropriate basis for contact. We decline campaigns built on purchased consumer lists, harvested addresses, or data without a defensible origin.

6. Report abuse

If you believe you have received a non-compliant message from us or sent on our behalf, forward it to info@onerootprotech.com with the subject "Email Compliance". We investigate every report, confirm the outcome to you, and permanently suppress your address on request.