1. Our Email Infrastructure
EthosVerify uses Amazon Web Services (AWS) Simple Email Service (SES) as our email delivery provider. AWS SES is a cloud-based email sending service designed for high-deliverability transactional email. We chose Amazon SES because:
- It provides reliable, scalable email delivery with high inbox placement rates
- It integrates with our existing AWS infrastructure hosted in the ap-southeast-1 (Singapore) region
- It enforces strict sending standards that align with our commitment to responsible email practices
- It provides detailed delivery metrics and bounce/complaint handling
Our AWS SES account is configured with proper domain verification (ethosverifys.web.id), DKIM signing, SPF records, and DMARC policy to ensure email authenticity and deliverability.
2. Types of Emails We Send
Every email sent through EthosVerify falls into one of the following categories. We do not send marketing emails, newsletters, or promotional content.
| Email Type | Purpose | Trigger | Recipient |
|---|---|---|---|
| Account Verification | Confirm email ownership during registration | User Action | Platform operators (direct customers) |
| Password Reset | Allow users to reset forgotten passwords | User Action | Platform operators (direct customers) |
| Login Security Alert | Notify users of login from new device/location | System Event | Platform operators (direct customers) |
| Email Verification (End-User) | Verify end-user email ownership on your platform | Customer Request | End-users of customer platforms |
| Billing Receipt | Provide payment confirmation and receipts | System Event | Platform operators (direct customers) |
| Account Activity Notification | Notify of verification completions, trust score changes | Account Activity | Platform operators (direct customers) |
| Service Update | Inform about maintenance, feature updates, policy changes | System Event | Platform operators (direct customers) |
3. How We Collect Email Addresses
Every email address in our system is collected through first-party, consent-based methods:
- Direct customer registration: Email addresses are provided by platform operators when they create an EthosVerify account. During registration, users explicitly consent to receive account-related emails.
- End-user verification: When a platform operator initiates an identity verification, the end-user provides their email address for verification purposes. This email is used only for sending the verification link — it is not added to any mailing list.
- Purchase, rent, or lease email lists from third parties
- Scrape email addresses from websites or public sources
- Use email addresses obtained through partnerships, giveaways, or lead generation
- Send unsolicited commercial email (spam) to anyone
- Sell or share email addresses with any third party
4. Consent and Opt-In
Consent is fundamental to our email practices. We require explicit consent at multiple points:
4.1 During Account Registration
Every new EthosVerify customer must check a consent box that states: "I agree to receive account-related emails and service notifications." This consent is recorded with a timestamp and IP address. Users cannot create an account without providing this consent.
4.2 End-User Consent
Our customers (platform operators) are contractually required to obtain consent from their end-users before submitting email addresses for verification. This is stipulated in our Terms of Service. The end-user must initiate the verification process — we never trigger verification emails without an explicit user action on the customer's platform.
4.3 Communication Preferences
Account holders can manage their communication preferences from their dashboard. While certain transactional emails (such as password resets and security alerts) are mandatory for account security, optional notifications can be disabled.
5. Email Sending Practices
- No bulk or blast sending: Every email is triggered by an individual user action or system event. We do not send emails to lists or segments.
- Verified sending domain: All emails are sent from verified domains (ethosverifys.web.id) with proper SPF, DKIM, and DMARC records configured.
- Bounce and complaint handling: We actively monitor bounce and complaint rates through Amazon SES. Email addresses that hard-bounce are automatically suppressed from future sends.
- Unsubscribe mechanism: Transactional emails include clear information about communication preferences. Users can adjust settings or contact support to manage email preferences.
- No email retention after verification: End-user email addresses used only for one-time verification are not retained in any mailing list after the verification window expires.
6. Email Content Standards
All emails sent through EthosVerify include:
- Clear identification of EthosVerify as the sender
- Our business name and domain (ethosverifys.web.id) in the From address
- A relevant, non-deceptive subject line that accurately describes the email's purpose
- A link to this Email Communication Policy in the footer
- Our contact information
We do not include:
- Third-party advertising or promotional content
- Misleading or deceptive subject lines
- Hidden unsubscribe mechanisms
- Tracking pixels or read-receipt beacons (we track only delivery status via SES, not opens or clicks)
7. Data Protection and Privacy
Email addresses and associated data are protected according to our Privacy Policy. Key points:
- All email transmission is encrypted via TLS
- Email addresses are stored in encrypted databases
- Access to email data is restricted to authorized personnel only
- Email logs are retained for 30 days for troubleshooting and then purged
- Email content is not stored after successful delivery
8. Contact and Questions
If you have questions about our email practices, wish to report an issue, or need to update your communication preferences:
- Email: hello@ethosverifys.web.id
- Support: support@ethosverifys.web.id
- Privacy inquiries: privacy@ethosverifys.web.id