Effective Date: March 10, 2026
Last Updated: March 10, 2026
This policy governs how Ultimia obtains, manages, and records consent for marketing communications.
1. Scope
Applies to email, SMS, and similar commercial electronic messages sent by or on behalf of Ultimia.
2. Message Types
2.1 Transactional / Service Messages
Security alerts, billing notices, legal notices, account changes, and operational updates.
2.2 Marketing Messages
Promotional campaigns, offers, product announcements, referral promotions, and non-essential newsletters.
3. Consent Rules
Ultimia will:
- obtain consent where required before sending marketing messages;
- maintain evidence of consent status and source;
- provide unsubscribe/opt-out mechanisms in every marketing message;
- honor unsubscribe requests promptly as required by law.
4. Sender Identification and Transparency
Marketing messages must clearly identify Ultimia as sender and include:
- valid contact information;
- unsubscribe instructions that are clear and functional;
- a subject line/body that is not materially misleading.
5. Regional Compliance Controls
Ultimia applies controls for major regimes, including:
- CASL requirements for Canadian recipients;
- CAN-SPAM baseline requirements for U.S. recipients;
- additional state/provincial requirements where applicable.
6. Unsubscribe Processing Standard
Unless a shorter legal deadline applies, Ultimia targets:
- immediate suppression where technically feasible;
- processing no later than 10 business days after request receipt.
Unsubscribe mechanisms must remain functional for at least 60 days after message send where required by law.
7. Consent Lifecycle and Recordkeeping
Consent records should include:
- communication channel;
- timestamp and method of consent;
- source context (form/page/workflow);
- policy/notice version in effect at capture time;
- subsequent updates (withdrawal, re-consent, suppression).
8. Suppression and Do-Not-Contact
Opted-out recipients are added to suppression lists to prevent further marketing sends, except where service messages are legally permitted.
Suppression lists are controlled as restricted compliance records and are not used for unrelated purposes.
9. Third-Party Messaging Providers
Ultimia may use messaging providers (for example, email/SMS delivery vendors). Providers must process message data under contract and for authorized purposes only.
10. Monitoring, Audits, and Violations
Ultimia may monitor campaigns and logs for compliance, abuse, and delivery integrity, and may suspend campaigns that appear non-compliant.
11. Contact
Questions or requests regarding marketing preferences: