Minoa is a B2B software company. We email the people who use our product and the people who ask to hear from us, and our sales team contacts business prospects about their professional work. We do not send unsolicited bulk email, and we treat a complaint as a problem to fix rather than a cost of doing business.

This policy sets out what we do, so that a recipient, a mailbox provider, or a blocklist operator can hold us to it.

1. Scope

This policy covers every email sent by Unipie Inc. (DBA "Minoa") and from every domain we send from. Today those are minoa.io and its subdomains, and makeminoa.com, which our team uses for business correspondence and which redirects to this website. It applies to three kinds of message:

Sales and marketing email, including our newsletter, product announcements, event invitations, and outbound prospecting.
Product email, meaning the account, security, billing, and notification messages our application sends to people who use it, and the collaboration invitations a user sends to a named colleague or counterpart.
One to one correspondence from a person at Minoa to a person who wrote to us or whom we are already working with.

It binds our employees, our contractors, and any agency or vendor sending on our behalf.

2. The standards we apply

We send in line with the CAN-SPAM Act (United States), CASL (Canada), the GDPR and the ePrivacy Directive together with national rules on direct marketing such as § 7 UWG (Germany), and the acceptable use policies of the providers who carry our mail. Where two of those set different thresholds, we apply the stricter one.

3. Where email addresses come from

Every address we hold reaches us one of three ways:

Someone gave it to us. They created an account, requested a demo, subscribed to the newsletter, submitted a form on this website, met us at an event, or wrote to us first.
A user invited them. Someone working in Minoa invited a named colleague or counterpart into a specific business case.
We identified them as a business contact. For B2B prospecting we contact a named person at their work address about their professional role, on the basis of legitimate interest under Art. 6(1)(f) GDPR or the equivalent national B2B rule, and we say in the message why we are writing to that person in particular.

We do not:

buy, rent, trade, or otherwise acquire email lists from a third party;
harvest addresses from websites, directories, social profiles, or WHOIS records that published them for another purpose;
generate addresses by dictionary attack or permutation, or send to an address we have not verified as deliverable and attributable to a named person in a named role;
send marketing email to personal or consumer addresses;
send marketing email to the role addresses reserved by RFC 2142, such as postmaster@, abuse@, and webmaster@;
email an address that has asked us to stop, or that has complained about us;
keep emailing someone who never responds. Outbound sequences are short and finite, and silence ends them.

4. What every message carries

A real person or team at Minoa in the From line. We never forge or obscure a header, an envelope sender, or a return path.
A subject line that describes what the message is about.
Our legal identity and postal address: Unipie Inc. (DBA "Minoa"), 1401 21st ST STE 5305, Sacramento, CA 95811, United States.
A working reply address that reaches a person who can act on the reply.
In every commercial message, a clear unsubscribe link, plus List-Unsubscribe and List-Unsubscribe-Post headers so that one-click unsubscribe works directly from the mail client.

5. How to stop receiving email from us

You can opt out in any of these ways, and all of them carry the same weight:

click the unsubscribe link in any message from us;
use your mail client's unsubscribe button;
reply with "unsubscribe" or "stop", in any wording we can understand;
write to abuse@minoa.io or hello@minoa.io from, or naming, the address to remove.

What happens next:

Unsubscribe links and headers take effect immediately and automatically. A request that reaches us by reply or by letter is processed within two business days, always well inside the ten business days CAN-SPAM allows.
The address goes onto a permanent suppression list that we hold ourselves rather than inside one sending tool, so it survives any change of provider. Suppression applies across every campaign, every sender, and every domain we send from.
We never charge for an opt-out, require you to create an account, ask your reason, or ask for anything beyond the address concerned.
Account and service email continues for as long as you hold an active Minoa account, because it is how we tell you about security, billing, and changes to your account. Close the account, or write to support@minoa.io, and it stops too.

Opting out of email does not limit your rights under data protection law. Our Privacy Policy sets out how to object to processing, and how to ask for your data to be deleted.

6. List hygiene and sending practice

We verify that an address is deliverable before we send to it.
We suppress a hard bounce on the first bounce, and an address that soft-bounces repeatedly after that.
We treat a spam complaint as a permanent opt-out, whether or not the recipient also used the unsubscribe link.
We monitor bounce and complaint rates per campaign and per sending domain. We investigate any send whose complaint rate passes 0.1 percent, and we pause sending from the affected domain while we do.
We warm new sending domains and throttle volume rather than starting at scale.
We keep a record of where each address came from and when, so that we can answer a challenge about any individual message.

7. Authentication and sending infrastructure

Every domain we send from, which today means minoa.io and makeminoa.com, is registered to Unipie Inc., resolves publicly in our name, and is authenticated with SPF, DKIM, and DMARC. We publish a DMARC policy on each one and act on the reports it returns.
We send only through email providers we are authorized to use, on infrastructure assigned to us. We do not use open relays, compromised hosts, or third-party systems without permission.
We do not disguise the origin of a message, strip identifying headers, or route mail to make it harder to trace back to us.

8. Email our product sends

Minoa is not an email sending platform. A customer cannot upload a list to Minoa and send bulk email from it, and we do not offer that as a feature.

The application sends two things. The first is transactional email to people who hold an account: sign-in and security messages, billing notices, and notifications about work in their own workspace. It carries no marketing. The second is a collaboration invitation, which one named user addresses to one named individual they are working with, one recipient at a time. An invitation names the person who sent it and the company they work for, and the recipient can decline it and ask not to be contacted again.

9. What our customers may not do

Our customers agree, under the General Terms & Conditions, not to use Minoa to send unsolicited bulk email, not to enter contact details they have no lawful basis to use, and not to use our product email to carry a marketing campaign in disguise. We investigate any report that a customer has done so, and a confirmed breach leads to suspension or termination of the account.

10. Reporting spam or abuse

If you received email from us that you believe breaches this policy, send it to abuse@minoa.io with the full message including its headers, which is what lets us trace the send.

We acknowledge a report within one business day.
We identify the message and the sender, suppress the address immediately, and tell you what we found.
If the fault was ours, we say so, and we fix the process that allowed it.

Mailbox providers, blocklist operators, and abuse desks should use abuse@minoa.io too. It is monitored, it reaches the people who run our sending, and mail to it is never auto-replied or filtered away. We respond to every delisting review and provide evidence of the points above on request.

11. Enforcement

A member of our team who sends email in breach of this policy loses access to our sending tools. An agency or vendor who does so has their engagement ended. We would rather lose a campaign than a sending reputation.

12. Changes to this policy

We update this policy when our sending practices change. The date at the top of this page shows when we last did so. Material changes are published here before they take effect.

Questions about this policy go to abuse@minoa.io, or to Unipie Inc. (DBA "Minoa"), 1401 21st ST STE 5305, Sacramento, CA 95811, United States.