Email Policy & Compliance
How FleetDispatchX sends responsible, audit-ready notifications
Core Principles
FleetDispatchX operates on the principle of zero-spam email infrastructure:
- User-Triggered Only: Every email is triggered by a specific user action within the platform (shipment dispatch, delivery confirmation, task assignment, etc.)
- Role-Based: Users receive only notifications relevant to their assigned role and responsibilities
- Account-Specific: No cross-account communication; users cannot message outside their organization
- No Bulk Campaigns: The platform does not use emails for marketing, promotions, or bulk notifications
- Fully Auditable: Every email sent is logged with timestamp, recipient, trigger, and reason
Email Categories (With Examples)
1. Shipment & Delivery Notifications
| Category | Frequency | Recipients | Example Trigger |
|---|---|---|---|
| Shipment Dispatch | 1 per shipment | Assigned stakeholders only | Manager marks shipment as "Dispatched" |
| Delivery Completed | 1 per delivery | Account owner + recipients | Driver marks delivery as "Complete" |
| Shipment Exception | As needed | Assigned team member | System detects delay/issue |
2. Task & Assignment Notifications
- Task Assigned: When a manager assigns a task to a team member
- Task Update: Only for team members involved in that specific task
- Task Completed: Status confirmation to relevant stakeholders
3. Inventory & System Alerts
- Low Stock Alert: Triggered by configured threshold rules (not ad-hoc)
- Inventory Discrepancy: Notifies warehouse manager only
- Replenishment Needed: Role-based notification
4. Scheduled Reports
- Monthly Performance Report: Generated per user schedule
- Daily Summary: Only if user has opted in
- Compliance Report: For auditability (sent only to account admins)
Volume Metrics
Typical email volumes per customer (monthly):
| Customer Size | Typical Shipments/Month | Est. Emails/Month | Avg. Emails/Day |
|---|---|---|---|
| Small (1-5 teams) | 1,000-5,000 | 1,500-7,500 | 50-250 |
| Medium (5-50 teams) | 5,000-50,000 | 7,500-75,000 | 250-2,500 |
| Enterprise (50+ teams) | 50,000+ | 75,000+ | 2,500+ |
Note: All emails are business-critical notifications, not marketing content. Each client controls their notification frequency through platform settings.
What We DON'T Do
- ❌ Send unsolicited promotional emails
- ❌ Sell or share email lists
- ❌ Allow users to send arbitrary messages to others
- ❌ Use emails for marketing campaigns or bulk outreach
- ❌ Send emails for account re-engagement or newsletter purposes
- ❌ Allow cross-customer communication via email
- ❌ Store email addresses for external use
- ❌ Send unsolicited newsletters or promotional content
Compliance & AWS SES Requirements
✓ Legitimate Business Communications: All FleetDispatchX emails are legitimate operational communications tied to business processes and user account activities.
Onboarding & Verification
- Customer Onboarding: New customers receive setup confirmation (1 email per onboarding)
- Account Verification: Email verification for security (1 email minimum)
- No Unsolicited Content: All onboarding emails contain only necessary account information
Unsubscribe & Preference Management
- Customers can manage notification preferences within the platform
- Scheduled reports can be disabled or frequency adjusted
- Users can opt out of specific notification types
- Unsubscribe links included in all notifications (best practice)
Bounce & Complaint Handling
- Bounce Management: Hard bounces are immediately removed from platform
- Complaint Handling: Complaints analyzed to prevent future issues
- Suppression List: Maintained internally and refreshed regularly
Sample Notification Flow
Scenario: Manager assigns a delivery task to a driver
- Manager opens Platform → Selects "Create Task" → Assigns to Driver (Raj)
- System triggers automatic notification → Email sent to raj@company.com
- Email contains: Task ID, Pickup location, Delivery destination, Priority
- Driver reads email → Logs into dashboard → Accepts or completes task
- System record: Email logged in audit trail with timestamp and user action
Key Point: This email was triggered by a manager's deliberate action, not by the driver or system spontaneously. The driver cannot control whether they receive it, but they can manage notification frequency in settings.
AWS SES Compliance Certification
| Requirement | Status | Details |
|---|---|---|
| Legitimate Business Use | ✓ Compliant | All emails tied to operational business activities |
| Recipient Expectation | ✓ Compliant | Recipients invited these notifications by joining the platform |
| No Spam Characteristics | ✓ Compliant | Transactional, not promotional; role-based delivery |
| Unsubscribe Available | ✓ Compliant | Preference controls built into platform |
| Bounce Handling | ✓ Compliant | Hard bounces removed; Complaint handling active |
| Content Transparency | ✓ Compliant | Sample emails publicly available for review |
Summary:
FleetDispatchX operates a fully compliant email notification system. Every email is triggered by specific user actions, sent to intended recipients only, and logged with complete context. This is a business operation platform, not a bulk email service. See actual email samples.