Email Outreach Compliance
Our approach to B2B email outreach is designed to be effective while respecting privacy regulations across the jurisdictions we operate in (including UK GDPR / EU GDPR, PECR, CAN-SPAM and CASL).
Our Approach in Plain English
When we conduct email outreach (for Aligned Minds AI or on behalf of our clients), we focus on business-to-business (B2B) communications to relevant decision-makers at organisations that are a genuine fit for the services being offered - primarily environmental consultancies, AEC businesses, and land development organisations.
Our outreach is:
- Targeted and relevant - We contact professionals whose responsibilities suggest they may benefit from AI agent services (e.g., operations, delivery, quality, bids, commercial, or business development).
- Transparent - Every email clearly identifies who is contacting you and why.
- Respectful - Every email includes a clear opt-out. We action opt-outs promptly and maintain suppression lists.
- Proportionate - Low frequency, role-relevant messaging, and no use of sensitive personal data.
- Compliant - We follow the specific requirements of each jurisdiction.
UK & EU: GDPR Compliance (and UK PECR)
Our lawful basis: legitimate interests
For contacts in the United Kingdom and European Union, we rely on legitimate interests as our lawful basis for limited B2B marketing communications (UK/EU GDPR Article 6(1)(f)).
What our legitimate interest is (in plain English)
Our legitimate interest is growing our business (and/or our clients' businesses) by introducing relevant AI agent services to organisations that are likely to benefit, in a work context where the recipient would reasonably expect to hear about productivity, delivery performance, operational improvement, or digital transformation solutions.
How we apply legitimate interests (our safeguards)
We apply the ICO's three-part approach (purpose, necessity, balancing) and put practical safeguards in place, including:
- Purpose limitation - outreach is only for genuine B2B business development.
- Necessity - we use only what we need for outreach (typically name, role, company, and work email).
- Balancing / fairness - we keep emails relevant and proportionate; and we provide simple opt-out in every message.
- Right to object - if you object to direct marketing, we stop.
- Suppression lists - we maintain suppression lists to ensure you're not contacted again after opting out.
- Retention - We keep prospect data only as long as needed for outreach and suppression (opt-out) purposes.
PECR (UK electronic marketing rules)
We also comply with the Privacy and Electronic Communications Regulations (PECR), which generally permits unsolicited B2B marketing emails to corporate subscribers, provided the email clearly identifies the sender and includes a valid opt-out/unsubscribe mechanism.
How we source B2B contact details (including data providers)
We may source business contact details from:
- publicly available professional sources (e.g., company websites, business directories); and/or
- specialist B2B data providers that provide business contact information for B2B prospecting.
We aim to use work contact details and professional context only (e.g., name, job title, company, work email). We do not intentionally use sensitive personal data.
We keep prospect contact details only as long as needed for outreach and for suppression (opt-out) purposes, and we delete or anonymise them when they're no longer required.
If you want to reduce future outreach, you can:
- opt out via our unsubscribe mechanism (included in every email); and/or
- use a provider's privacy tools where relevant
United States: CAN-SPAM Compliance
The CAN-SPAM Act governs commercial email in the United States. It does not require prior consent for B2B emails, but it mandates specific requirements that we follow:
Our CAN-SPAM Compliance:
- Accurate header information - From name, reply-to, and routing information are always accurate
- Non-deceptive subject lines - Subject lines accurately reflect email content
- Physical address included - Every email includes a valid postal address
- Clear opt-out mechanism - Unsubscribe options are prominent and functional
- Prompt opt-out processing - Opt-out requests are honoured within 10 business days (typically immediate)
Canada: CASL Compliance
Canada's Anti-Spam Legislation (CASL) is stricter than most regimes. For Canadian recipients, we operate within relevant B2B exemptions where they clearly apply.
Our CASL Approach:
- Business inquiry exemption - Initial outreach relates to the recipient's business role and responsibilities
- Conspicuous publication - We contact addresses that are publicly available in a business context
- Identification requirements - All emails clearly identify the sender with contact information
- Unsubscribe mechanism - Clear and functioning opt-out in every message
Where the B2B exemptions do not clearly apply, we obtain appropriate consent before sending commercial electronic messages.
Our Additional Best Practices
List Hygiene
We maintain clean contact lists, removing bounces, complaints, and opt-outs promptly. Lists are validated to reduce unwanted emails.
Global Suppression
We maintain a master suppression list across campaigns. Once someone opts out, they will not receive further outreach from us.
Volume & Frequency
We limit email frequency and respect reasonable send volumes. Quality over quantity.
Content Quality
Outreach is personalised, relevant, and avoids misleading claims, excessive sales pressure and deceptive tactics.
Questions or Concerns?
If you have received an email from us and have questions about our compliance practices, or if you wish to exercise your data rights, please contact us:
info@alignedmindsai.com