Email compliance

NearSync sends email through two entirely separate systems. They do not share credentials, code paths, or sending infrastructure. This page describes both, and the consent controls that govern the second.

The two systems

	One-to-one email	Marketing and cadences
Sent via	The user's own connected mailbox (Google Workspace or Microsoft 365)	NearSync's sending infrastructure, on a domain the workspace has verified
Looks like	An email that person wrote	A campaign, with unsubscribe controls
Recipients	Someone already associated with the record being worked on	Members of a list built from the workspace's own contacts
Volume	Individual messages	Bulk, scheduled

Connected mailboxes are never used for bulk

When someone connects a Google Workspace or Microsoft 365 account, that connection is used for one purpose: sending an individual message from inside a customer record, the same message they would otherwise have written by hand in their own mail client.

A connected mailbox is never used to send campaigns, cadences, sequences, or any automated or scheduled bulk mail. This is enforced in the architecture rather than by policy — the campaign system has no code path to a user's mailbox, and the mailbox integration has no bulk-sending capability.

Additionally, when composing from a customer record, recipients are restricted to contacts already associated with that record. Arbitrary addresses cannot be typed in.

Marketing runs on our own verified domains

Campaigns and cadences are sent through NearSync's own infrastructure, from a domain the workspace has verified with DKIM and SPF. A workspace that has not verified a sending domain cannot send marketing at all — its recipients are held with an explanatory reason rather than being sent from another organization's domain or reputation.

Marketing traffic is kept on a dedicated subdomain, separate from transactional mail, so that campaign complaints cannot affect the deliverability of password resets, invoices, or receipts.

Where contacts come from

NearSync does not sell, supply, rent, or source contact data. There is no bundled lead database and no enrichment service that fills your CRM with strangers.

Contacts exist in a workspace for one of three reasons:

1. Someone added or imported them.
2. The workspace connected a system it already owns — its own CRM, or its own subscription to a data provider. See Lead intake.
3. The person made contact themselves, through a form, inbox, or booking page.

Because lead data is pushed to NearSync rather than pulled by it, NearSync does not hold customers' credentials for any third-party data provider and cannot query one.

Consent

Consent is tracked per contact, per channel, and is recorded in an append-only ledger. Consent events cannot be edited or deleted — the database rejects the attempt, including from operators. The result is a truthful history of when someone opted in or out, on which channel, and on what basis.

Importing a lead does not create consent. A contact created by an import or an API push carries no marketing opt-in, and is therefore not eligible for campaigns on the strength of having been imported.

Unsubscribe

Every marketing message carries unsubscribe controls, without exception:

• A visible unsubscribe link in the message footer.
• List-Unsubscribe and List-Unsubscribe-Post headers, implementing one-click unsubscribe as specified in RFC 8058. This is what makes the mailbox provider's own unsubscribe button appear next to the sender name in Gmail and elsewhere.

Both routes are processed identically and immediately.

What happens when someone unsubscribes

1. The opt-out is written to the consent ledger, recording the basis (unsubscribe_link) and the source.
2. A database trigger marks the contact as do-not-email.
3. The contact is excluded from every future campaign and cadence in that workspace.

Suppression is applied when a campaign is built, before any message is queued — an unsubscribed contact never enters a send queue. It is then re-checked at send time, so that someone who unsubscribes while a campaign is in flight still does not receive it.

Repeat clicks and provider retries are idempotent.

Additional sending controls

• Frequency cap — no contact receives more than three marketing emails in any 24-hour period, counted across all campaigns in the workspace.
• Verified sender requirement — described above; unverified workspaces cannot send marketing.
• Bounce and complaint suppression — hard bounces and spam complaints are recorded as opt-out events on the same ledger, with the same suppression effect.
• Scheduled delivery — sending is performed by a scheduled worker that re-checks suppression, frequency, and sender validity on every batch, rather than by a fire-and-forget action.

Acceptable use

Using NearSync — including a connected mailbox — to send unsolicited mail, or to contact people who have not consented or who have opted out, is prohibited by the Acceptable Use Policy and can result in suspension. The Privacy Policy states the same commitments.