Emails from Ownrecord
The emails Ownrecord itself sends you about your account, which ones you can turn off, and how product updates need your opt-in.
Besides the emails your brands send your customers, Ownrecord sends its own emails to you and your team, from the Ownrecord platform brand. There are three kinds:
- Account emails always go out and never contain promotions.
- Service emails are on by default; you can turn them off.
- Marketing emails go out only if you opt in.
The emails
| When | Who gets it | Kind | |
|---|---|---|---|
| Welcome and next steps | You create an organization | You | Account |
| Onboarding reminders | 2 and 7 days after you create an organization, while setup steps are open; stops when done | Owners | Service |
| Legal entity verified or not | Ownrecord verifies or rejects a legal entity | Owners and admins | Account |
| Brand is live | Your organization's first brand goes live | Owners and admins | Account |
| Trial ending | 3 days before a trial of a paid plan ends (Ownrecord's normal subscription email) | Your billing contact | Account |
| Plan limit reached | A plan limit blocked an action | Owners and billing admins | Account |
| Monthly usage summary | On the 1st: last month's live volume, estimated fees and a comparison with a platform merchant of record | Owners and billing admins | Service |
| New sign-in | Your account was signed in to from a network, country or browser it hasn't used in the last 90 days | You | Account |
| Sign-in method added | A Google or Microsoft account was added to your account as a way to sign in | You | Account |
| API key created | An API key was created in your organization | Owners and admins | Account |
| Support access requested | Ownrecord support asked for access to your organization | Owners and admins | Account |
| Changes to the terms | A material change to the Terms of Service or the DPA, 30 days ahead | Owners and admins | Account |
| Sub-processor changes | A new or replaced sub-processor, 30 days ahead | Owners and admins of organizations that accepted the DPA; subscribers | Account or service |
| Product updates | A digest of the changelog | People who opted in | Marketing |
Plan limits and support access are also alerts. When an alert is high or critical, the alert email is the notice; otherwise the email above is.
Each email goes out once: Ownrecord records every notice it sends, so a job that runs again or late never repeats one.
Security notices
The New sign-in and Sign-in method added emails say when it happened, roughly where (the country), the browser and how you signed in: a sign-in link, Google or Microsoft. They never contain a sign-in link or your address. Your account's first sign-in doesn't send one, and neither does signing in again from a network, country and browser you used in the last 90 days.
If it wasn't you, sign in, open your account page (/console/settings/account) and choose Sign out everywhere else, then secure the account you sign in with (your mailbox, Google or Microsoft) and write to security@ownrecord.io. Each notice also appears in the page's sign-in activity as Security email sent, next to the sign-in or the added sign-in method it was about.
Email preferences
Choose what you get in your email preferences in the console (/console/settings/email), or through the link at the bottom of the emails you can turn off: it opens your preferences without signing in, and nothing changes until you press Save. The topics:
onboarding_nudgesandusage_summary: on unless you turn them off;product_updates: off until you opt in;subprocessor_changes: subscribe to get sub-processor changes even if you aren't an owner or admin of an organization that accepted the DPA.
Onboarding reminders, monthly usage summaries and product updates also support your mail app's Unsubscribe button (the List-Unsubscribe header with one-click unsubscribe, RFC 8058): it turns that one topic off at once, without signing in. Account emails don't have it.
Every change is recorded with its time and where it was made, so an opt-in can be shown later. Through the API: get your email preferences and update your email preferences.
Product updates
Ownrecord's staff send the product updates digest from the platform organization with send a product updates digest. It goes only to people who opted in, once per issue, and each email has the reader's link to stop it.