Terms of Use & Email Practices

Email Practices

Types of Emails We Send

We primarily send the following types of emails:

• Transactional Emails - such as user sign-up confirmations, login links, password resets, and system notifications.
• Onboarding & Product Tips - emails to help new users understand how to use our AI agents and set them up correctly.
• Support & Success - follow-up messages from customer success or support, including proactive outreach to help users get the most out of the platform.
• Occasional Newsletters & Updates - these are sent to opted-in users only and include product updates, case studies, best practices, and feature announcements.

We send emails only to users who have signed up for our product or explicitly opted in to receive updates from us.

Email Volume

We expect to send:

• Initially, fewer than 500 emails per day
• Scaling gradually as we onboard more users, possibly up to 5,000-10,000 emails per month within 12 months from now

Recipient List Management

We maintain email recipient lists based on:

• User registrations through our website or campaign landing page for lead generation
• Consent captured through clear opt-in forms
• Email gathered from platforms like clay.com

We do not purchase or rent email contacts.

Handling of Bounces, Complaints, and Unsubscribes

• Bounces and Complaints: We monitor and process bounce and complaint notifications via Amazon SNS. Hard bounces are immediately removed from our mailing lists. Complaints are handled with similar seriousness, and those users are permanently unsubscribed from future mailings.
• Unsubscribe Requests: Every marketing or newsletter-type email includes a visible unsubscribe link. Requests are processed in real-time through our internal system, and users are automatically removed from applicable lists.
• Suppression Lists: We maintain an internal suppression list and ensure no email is sent to addresses that have previously bounced, complained, or unsubscribed.

Email Examples

1. Welcome Email

Subject: Welcome to Verba AI - Let's get started!

Body: Hi [First Name],

Thanks for signing up for Verba AI. Your AI support assistant is almost ready. Here's how to get started: [link to onboarding guide]

If you have any questions, we're here to help.

• The Verba Team

2. Password Reset Email

Subject: Reset your Verba AI password

Body: Hi [First Name],

You requested a password reset. Click the link below to choose a new password: [reset link]

If you didn't request this, just ignore this message.

3. Product Update Email (Opt-in Users Only)

Subject: New Feature: Multilingual Custom Replies Now Available

Body: Hi [First Name],

We've just released one of your most requested features: custom AI replies in 5+ languages! Learn how to use it in your dashboard or read more here: [link]

Thanks for being a Verba AI user!