WARM Systems - Acceptable Use Policy

Last Updated: January 1, 2026

Purpose

This Acceptable Use Policy ("AUP") governs your use of WARM Systems. Violations may result in suspension or termination of your account.

Email Compliance

You MUST comply with all applicable email laws, including:

CAN-SPAM Act (United States)

  • Include accurate header information

  • Use non-deceptive subject lines

  • Identify messages as advertisements where required

  • Include your physical postal address

  • Honor opt-out requests within 10 business days

  • Monitor activity of anyone sending on your behalf

GDPR (European Union)

  • Have a lawful basis for processing (consent or legitimate interest)

  • Provide clear opt-out mechanisms

  • Respond to data subject requests

  • Maintain records of processing activities

CASL (Canada)

  • Obtain express or implied consent before sending

  • Include identification and contact information

  • Provide unsubscribe mechanism

Other Jurisdictions

You are responsible for compliance with laws in all jurisdictions where your recipients are located.

Prohibited Content

You may NOT use WARM Systems to send:

Illegal Content

  • Anything promoting illegal activities

  • Content that violates intellectual property rights

  • Materials related to illegal goods or services

Harmful Content

  • Malware, viruses, or malicious code

  • Phishing attempts or fraudulent schemes

  • Content designed to deceive recipients

Offensive Content

  • Hate speech or discrimination

  • Harassment or threats

  • Sexually explicit material

  • Content promoting violence

Misleading Content

  • False or deceptive claims about products/services

  • Impersonation of individuals or organizations

  • Fake testimonials or reviews

Prohibited Activities

You may NOT:

Spamming

  • Send unsolicited bulk email

  • Use purchased, rented, or scraped email lists

  • Send to recipients who have not consented

  • Ignore unsubscribe requests

System Abuse

  • Attempt to circumvent security measures

  • Reverse engineer or decompile the Service

  • Use automated tools to access the Service beyond intended functionality

  • Share account credentials with unauthorized users

Data Abuse

  • Collect data about recipients without consent

  • Use the Service to build competing products

  • Extract or scrape data from the platform

Platform Violations

  • Violate terms of connected platforms (HubSpot, Salesforce)

  • Use CRM data in ways not permitted by your CRM agreement

  • Misrepresent your relationship with connected platforms

Email Sending Standards

To maintain deliverability for all users:

List Quality

  • Only email contacts who have a legitimate business relationship with you

  • Regularly clean your contact lists

  • Remove hard bounces immediately

  • Honor all unsubscribe requests

Sending Practices

  • Do not send more than reasonable volumes for your business

  • Warm up new sending domains gradually

  • Monitor bounce rates and spam complaints

  • Maintain bounce rates below 2% and complaint rates below 0.1%

Content Quality

  • Review AI-generated content before sending

  • Ensure accuracy of all claims and information

  • Use personalization responsibly and accurately

  • Avoid spam trigger words and excessive formatting

Consequences of Violations

Depending on severity, violations may result in:

  1. Warning: First-time minor violations

  2. Temporary Suspension: Repeated or moderate violations

  3. Permanent Termination: Severe or illegal violations

We reserve the right to:

  • Suspend sending capabilities immediately upon detection of violations

  • Report illegal activities to appropriate authorities

  • Cooperate with law enforcement investigations

  • Terminate accounts without refund for serious violations

Reporting Violations

If you become aware of any violation of this AUP, please report it to:

Email: abuse@warmsystems.ai

Your Responsibility

You are responsible for:

  • All activity on your account

  • All content sent through the Service

  • Ensuring your team members comply with this AUP

  • Staying informed of applicable laws and regulations

Changes to This Policy

We may update this AUP at any time. Continued use of the Service constitutes acceptance of the updated policy.

Contact

For questions about this Acceptable Use Policy:

WARM Systems LLC Email: legal@warmsystems.ai

By using WARM Systems, you agree to comply with this Acceptable Use Policy.