Warmup Network Participation Terms

These terms govern connecting a mailbox to Warmerly's warmup network. They form part of our Terms of Service, sit alongside our Acceptable Use Policy, and apply for as long as a mailbox in your workspace is enrolled in warmup. Obligations that are stated to continue after you leave continue to apply after that.

1. Definitions

• Network means the pool of mailboxes that have warmup switched on and exchange warmup mail with each other.
• Participating mailbox means any mailbox in the network, whether it belongs to you, to another customer, or to us.
• Warmup mail means the messages, replies and threads that Warmerly generates and exchanges between participating mailboxes, and everything in them, including the addresses and names in their headers.

2. What joining the network means

Warmup is not a one-way simulation — it is real mail sent between real mailboxes. Connecting a mailbox to the network means Warmerly generates and exchanges conversational messages between your mailbox and other participating mailboxes. Those include other customers' mailboxes and may include mailboxes that we host or operate ourselves. As a direct consequence, that mailbox's address and display name (including the first name used in the greeting or sign-off of warmup messages), and any signature your mail provider adds automatically, are visible to the other participating mailboxes it exchanges mail with, because that is how the network functions. This is the same disclosure made in the "Warmup mail" entries of our Privacy Policy and our DPA — this page does not change or narrow it, only makes the participation terms that follow from it explicit.

We decide which mailboxes exchange mail with each other, how much each mailbox sends and receives, when, and what the messages say. Message content is general conversational text that we generate; it does not contain your business mail. Volume starts low and increases gradually, and is kept within sending windows and limits we set. We may change any of this at any time.

You should only enrol a mailbox in warmup if you are comfortable with its address and display name being visible, in this way, to the owners of the other participating mailboxes it happens to exchange warmup mail with.

3. What you authorise us to do in your mailbox

By enrolling a mailbox, you authorise us, for as long as warmup is switched on for it, to:

• send warmup mail from it, and receive warmup mail into it;
• search its inbox, spam or junk folder and archive folders to find warmup mail and record where it landed;
• open warmup messages and mark them as read, and mark some of them as important;
• move warmup messages from the spam or junk folder into the inbox;
• reply to warmup messages; and
• take any other action on warmup mail that is reasonably needed to operate warmup, which may in future include labelling or archiving it.

The warmup automation identifies warmup mail by the message identifiers of the messages it sent, and acts only on those messages. It does not open, move or reply to your other mail. Other features you switch on, such as the unified inbox, access your mailbox under our Terms of Service and are not part of warmup.

You confirm that you own each mailbox you enrol or are authorised by its owner to enrol it, and that doing so is permitted by any policy that applies to it, such as your organisation's IT or security policy.

4. Roles under data protection law

When we run warmup for your mailbox, we act as your processor under our DPA. Warmup mail that arrives in your mailbox from another participant contains that participant's address and name. You hold that information as an independent controller, and the other participant holds yours in the same way. Participants are not joint controllers with each other or with us. Where a participating mailbox is one we operate ourselves, we are the controller of the warmup mail it receives.

Each participant is responsible for its own compliance with data protection law in relation to warmup mail it holds. The restrictions in sections 5 and 6 apply to you whatever lawful basis you might otherwise have.

5. Confidentiality and no harvesting

Warmup mail, and the identity of other participants, is confidential. You may not extract, collect, compile, or otherwise harvest the mailbox addresses, display names, or any other identifying information of other participants from warmup mail your mailbox receives, for any purpose outside participating in warmup itself. This includes, without limitation:

• building or contributing to a contact list, database, or lead list from addresses seen in warmup mail;
• adding a participant's address to an outreach campaign, mailing list, or CRM;
• using warmup mail as a way to discover and then separately contact another participant;
• forwarding, publishing or disclosing warmup mail or participants' details to anyone else; and
• using warmup mail, or data derived from it, to train or evaluate any AI or machine-learning model, or to build a warmup network or dataset of your own.

Addresses you see through warmup exist only because of the mechanics of the network, not because that person or business agreed to be contacted by you outside it. Using them that way is a breach of these terms, our Terms of Service, and our Acceptable Use Policy, regardless of whether the resulting contact would otherwise have been lawful. You may disclose warmup mail only where the law requires it.

6. No interference with the network

While a mailbox is enrolled, you must not, and must not set up any rule, filter or tool that would:

• report warmup mail as spam or phishing, block its senders, or delete, bounce or auto-forward it;
• send automatic replies (other than an ordinary out-of-office) to warmup mail, or alter its content;
• move warmup mail into folders the warmup automation cannot reach, in a way intended to stop it working;
• enrol mailboxes that do not really exist for sending, such as disposable, catch-all-only or throwaway mailboxes, or enrol mailboxes only to receive warmup mail;
• use the network to test content you would not send as ordinary business mail, or enrol a mailbox you use for content restricted by our Acceptable Use Policy; or
• try to identify other participants, reverse-engineer how mailboxes are paired, or otherwise manipulate the network.

You must keep each enrolled mailbox connected with working credentials. If a mailbox repeatedly cannot be reached or signed into, we pause it and ask you to reconnect it.

7. Network quality controls

We may exclude, pause or remove any mailbox from the network, or reduce its warmup volume, at any time and without notice. We do this, for example, where a mailbox cannot be reached, its domain stops accepting mail, it is blocklisted, it bounces or damages other participants' placement, or we reasonably believe these terms or our Acceptable Use Policy have been breached. We have no obligation to include any particular mailbox in the network or to pair it with any particular number or kind of mailboxes. A pause of campaign sending on a mailbox does not by itself remove it from warmup.

8. No guarantee

Warmup is intended to help build sender reputation, but mailbox providers make their own decisions and we do not control them. We do not guarantee inbox placement, sender reputation, reply rates, or any other deliverability outcome, and results differ between mailboxes, domains and providers. Warmup cannot fix problems caused by poor lists, content, authentication or sending practices.

9. Mailbox-provider terms

Each mailbox is governed by its provider's terms, and by any policy its administrator sets. Some providers restrict automated activity, third-party access or unusual sending patterns. You are responsible for checking that enrolling a mailbox is compatible with those terms and policies, and you enrol it at your own risk. As our Terms of Service state, we are not liable if a provider limits, suspends or closes a mailbox or account, or blocks a domain or IP address, whether or not it happens while the mailbox is in the network.

10. Leaving the network

You can switch warmup off, or disconnect a mailbox, at any time from your dashboard. The free sandbox mailbox is the exception: its warmup stays on for as long as that mailbox exists, as our Acceptable Use Policy explains. When warmup is switched off for a mailbox:

• no new warmup mail is scheduled for it, and warmup mail it was due to send but had not yet sent is cancelled;
• replies that other participants had already scheduled to its earlier messages may still arrive for a short time, unless you disconnect the mailbox entirely;
• warmup mail already delivered stays in the mailboxes it was delivered to, on both sides. We do not recall or delete it, and you may delete it from your own mailbox once you have left; and
• warmup activity records are kept for the period set out in our Privacy Policy.

Leaving does not undo anything done in breach of section 5, whenever it happened, and we will act on a credible report of it under our Acceptable Use Policy. Sections 4, 5, 11 and 12 continue to apply after you leave.

11. Reporting misuse

If you believe another participant has harvested or misused addresses seen through warmup mail, tell us at hello@warmerly.com. We investigate credible reports and may suspend or terminate the offending account under our Terms of Service. We are not obliged to take any particular action, or to tell you the outcome.

12. Liability

The limitations and exclusions of liability in our Terms of Service apply to warmup. In particular, we are not responsible for what other participants do with information they see through warmup mail, or for the content of their mailboxes, although we will act on breaches that are reported to us. You are responsible for, and the indemnity in our Terms of Service covers, any claim arising from your breach of these terms, including any claim by another participant.

13. Changes

We may update these terms in the same way as our Terms of Service. If you do not accept a change, switch warmup off before it takes effect.

14. Contact

Warmerly. Questions about these terms: hello@warmerly.com.