# 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

| Email                        | 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](https://ownrecord.io/docs/concepts/alerts.md). 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 code sent by email, Google or Microsoft. They never contain a sign-in code, a link that signs you in, 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_nudges` and `usage_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](https://ownrecord.io/docs/reference/email-preferences-get.md) and [update your email preferences](https://ownrecord.io/docs/reference/email-preferences-update.md).

## Product updates

Ownrecord's staff send the product updates digest from the platform organization with [send a product updates digest](https://ownrecord.io/docs/reference/product-updates-send.md). It goes only to people who opted in, once per issue, and each email has the reader's link to stop it.