End-User Email Sending Consent Guide
Effective Date: [Date]
Last Updated: [Date]
Before using CustomerCove to send emails to your users, you must ensure:
- Each recipient has legally consented to receive emails
- You can document when and how they gave consent
- You honour their right to unsubscribe at any time
Different countries have different rules, but by following this guide, you'll meet the strictest global standards, including:
- GDPR (EU/UK)
- CASL (Canada)
- CAN-SPAM (USA)
- Australian Spam Act
What is "Valid Consent"?
Under GDPR and similar laws, valid email consent must be:
| Principle | What it Means |
|---|---|
| Purpose limitation | Explain exactly what you collect + why |
| Freely given consent | No pre-checked boxes or vague popups |
| Record of consent | Use our consent logging (coming soon) or store your own logs |
Examples of Valid Consent
GOOD:
[ ] I agree to receive product updates, surveys, and feature announcements from ACME Inc.
- Checkbox unchecked by default
- Linked to your privacy policy
- Recorded in your backend with a timestamp
BAD:
[ ] I agree to receive product updates, surveys, and feature announcements from ACME Inc.
- Too vague
- Implied consent only. Not valid in GDPR/CASL regions
- No audit trail
What to Include in Your Signup Forms
| Element | Required? | Example |
|---|---|---|
| Clear opt-in checkbox | Yes (EU, Canada, AU) | [ ] I want to receive onboarding emails |
| Description of content | Yes | “product tips,” “event reminders,” etc. |
| Link to Privacy Policy | Yes | View our Privacy Policy |
| Timestamp of consent | Yes (store in your database) | e.g. 2025-08-04T16:00Z |
| Contact details in footer | Yes (all regions) | Business address, unsubscribe link |
What kinds of emails need consent?
| Email Type | Consent Needed? | Notes |
|---|---|---|
| Onboarding emails | Yes | Often sent after opt-in, or during product sign-up |
| Product announcements | Yes | Includes new features, pricing changes, updates, etc. |
| In-app survey invites | Yes | Especially if sent via email |
| Marketing / newsletters | Yes | Always require opt-in |
| Transactional (receipts, login alerts) | No | Make sure not to mix in marketing content |
What About Unsubscribes?
Every email sent through CustomerCove must include:
- A working unsubscribe link
- Your company name and physical address
- A clear explanation: "You are receiving this email because you have an account with [Your Company]"
You must:
- Honour unsubscribes immediately or within 10 days (pr CAN-SPAM)
- Never re-subscribe users without new consent
Pro Tips For Staying Compliant
- Don't buy email lists
- Use double opt-in for more sensitive workflows
- Log consent data in your CRM or user database
- Monitor bounce and spam complaint rates — it protects your sender reputation
- Use your own verified sending domain (recommended)
- Only email people who expect to hear from you
Suggested Privacy Policy Text
If you're using CustomerCove to send emails, we suggest adding this to your privacy policy:
We use CustomerCove to send product updates, onboarding emails, and occasional surveys. You can unsubscribe at any time using the link in our emails or by contacting support.
Contact
If you have any questions, you can contact us at privacy@customercove.io or support@customercove.io.