Roi-AI Recruitment Automation

Email Acceptable Fair Use Policy

Guidelines for the fair and lawful use of Roi-AI's email marketing capabilities.

Last updated: 13 April 2026

This Email Acceptable Fair Use Policy ("Policy") applies to all customers and users of ROI-AI Limited (New Zealand company number 7836996), trading as "Roi-AI" ("we", "us", or "our"), who access or use the email marketing features within the Roi-AI platform. By using these features, you agree to comply with this Policy.

We reserve the right to update this Policy at any time by posting a revised version on our website. Continued use of the email features after any such update constitutes your acceptance of the revised Policy.

1. Purpose

This Policy governs the acceptable and fair use of the email marketing features available within Roi-AI's Marketing Cloud product ("Email Features"). The Email Features are designed to enable recruitment and talent-related businesses to communicate effectively and professionally with opted-in contacts. This Policy exists to protect recipients from unwanted communications, maintain the integrity of our sending infrastructure, and ensure compliance with applicable laws and regulations.

All use of the Email Features must comply with this Policy, our Terms of Use, and all applicable laws. This Policy supplements, and does not replace, your obligations under our Terms of Use.

2. Permitted Use

You may use the Email Features only for lawful communication with recipients who have genuinely opted in to receive communications from you. Permitted uses include:

  1. sending emails to contacts who have provided their prior express consent to receive communications from you;
  2. recruitment-related communications, including job alerts, candidate updates, application acknowledgements, and interview scheduling, where the recipient has provided consent or has a relevant existing relationship with you;
  3. transactional and service-related communications directly related to a service the recipient has engaged with or requested; and
  4. legitimate business communications that comply with all applicable laws and regulations in the jurisdictions of both the sender and the recipient.

All use of the Email Features must comply with applicable anti-spam and email marketing laws and regulations, including without limitation:

  • the CAN-SPAM Act (United States);
  • the General Data Protection Regulation (GDPR) (European Union); and
  • the Spam Act 2003 (Australia).

You are solely responsible for ensuring that your email practices comply with the laws applicable in every jurisdiction in which your recipients are located.

3. Prohibited Content

You must not use the Email Features to send, transmit, or facilitate the delivery of any communication that:

  1. constitutes spam or unsolicited bulk email sent to recipients who have not opted in to receive communications from you;
  2. contains misleading, deceptive, or false subject lines, sender names, or "From" addresses that are likely to mislead recipients as to the source or nature of the communication;
  3. constitutes phishing, fraud, or any other attempt to obtain sensitive personal information through deception;
  4. contains or promotes illegal content, products, or services, including content that infringes any third-party intellectual property rights;
  5. promotes hate speech, discrimination, harassment, or violence against any individual or group;
  6. contains malware, viruses, or any other malicious code or links to websites that distribute malicious code;
  7. harvests or collects email addresses or other personal information from recipients without proper authorisation; or
  8. otherwise violates any applicable law, regulation, or third-party rights.

4. Sending Limits

The Email Features are subject to fair use limits to maintain the reliability and deliverability of our sending infrastructure for all customers. Specific volume thresholds vary by subscription plan and are detailed in your plan documentation.

Account Review: If your sending volume, bounce rates, spam complaint rates, or unsubscribe rates exceed acceptable thresholds, your account may be subject to review. We reserve the right to:

  1. temporarily throttle or limit your email sending volume;
  2. require you to demonstrate compliance with this Policy and applicable laws;
  3. suspend your access to the Email Features pending investigation; or
  4. take any other action we reasonably consider necessary to protect the integrity of our platform and the interests of other users and recipients.

You are responsible for monitoring your own sending metrics and proactively managing your lists to maintain acceptable deliverability standards, including keeping bounce rates below 2% and spam complaint rates below 0.1%.

5. Unsubscribe Requirements

Every marketing or promotional email you send using the Email Features must include a clear, conspicuous, and fully functional unsubscribe mechanism. Specifically, you must:

  1. include a working unsubscribe link or mechanism in every marketing email that enables recipients to opt out of future communications with a single click or simple action;
  2. honour all opt-out requests within 5 business days of receipt, and ensure that the unsubscribed contact receives no further marketing communications from you after that period;
  3. not charge any fee, require the creation of an account, or impose any other undue burden as a condition of processing an unsubscribe request;
  4. not send any marketing communications to a contact after they have unsubscribed, even if that contact appears on a new list or is re-imported at a later date; and
  5. maintain accurate and up-to-date suppression lists and apply them consistently to all sending activity within the platform.

6. Data Obligations

You are solely responsible for ensuring that you have a lawful basis under applicable data protection laws to send an email to each contact in your lists. A lawful basis may include, depending on applicable law:

  1. the recipient's prior express consent to receive communications from you;
  2. a legitimate interest that is not overridden by the recipient's right to privacy (where applicable under relevant law); or
  3. another valid legal basis as defined by the relevant data protection regime in the recipient's jurisdiction.

You must be able to demonstrate, upon request, the lawful basis for any email sent using the Email Features, including evidence of consent where consent is the basis relied upon. You agree to maintain adequate records of consent and to make those records available to us if required.

You must not import into the platform any contact lists obtained by scraping, purchasing from third-party list brokers, or any other method that does not establish a genuine opt-in relationship with each individual contact.

7. Consequences of Breach

Any breach of this Policy may result in action being taken against your account. We operate a graduated response, though we reserve the right to escalate directly to suspension or termination where the severity of the breach warrants it:

  1. Warning: For a first or minor breach, we will notify you of the breach and provide a reasonable period to remedy the non-compliant activity. We may temporarily restrict certain features during the remedy period.
  2. Suspension: For a repeated, ongoing, or more serious breach, we may suspend your access to the Email Features — or your entire account — pending investigation and resolution. Suspension does not affect your obligation to pay any outstanding fees.
  3. Termination: For a serious, repeated, or wilful breach, or where a breach causes or risks causing harm to third parties or damage to our platform or reputation, we may terminate your account entirely in accordance with our Terms of Use.

We reserve the right to report suspected unlawful activity to relevant authorities or regulatory bodies where required or appropriate. We also reserve the right to take legal action to recover any losses or damages suffered as a result of your breach of this Policy.

8. Contact

If you have any questions about this Email Acceptable Fair Use Policy, wish to report a potential breach, or need to discuss your email sending practices, please contact our support team at support@roi-ai.com.

ROI-AI Limited
New Zealand company number 7836996

Last updated: 13 April 2026 | Version: 2.0