Acceptable Use Policy

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1. General Scope

This Acceptable Use Policy ("AUP") governs how the A2J Suites platform and its email delivery capabilities may be used. A2J Suites operates as a B2B legal aid technology platform, serving legal aid organizations, court systems, pro bono attorney networks, and related entities.

Platform access is restricted to authorized users within subscribing organizations. All email communications originating from the Platform are transactional and system-generated in nature. This AUP supplements our Terms of Service and Privacy Policy.

2. Nature of Allowable Email Traffic

A2J Suites sends strictly transactional and operational messages. Permitted email categories include:

• Case status change notifications (new assignment, hearing scheduled, resolution, closure)
• Hearing and appointment confirmations, reminders, and rescheduling notices
• Document-ready alerts, e-signature requests, and filing-deadline reminders
• New-message notifications from the ClientBridge secure messenger
• Account security alerts (login notifications, password resets, MFA setup)
• Billing receipts, payment confirmations, and subscription renewal notices
• System maintenance announcements and critical service alerts
• Onboarding welcome messages and account verification emails

3. Consent & Opt-In

All recipients of A2J Suites notifications provide consent through one of the following lawful mechanisms:

• Account Registration: Platform users (attorneys, paralegals, administrators) create verified accounts and agree to receive operational notifications as part of the onboarding process.
• Client Intake: Clients are enrolled via case-intake forms completed by authorized staff, establishing a legitimate service relationship.
• Contractual Agreement: Subscribing organizations enter into Enterprise or Team subscription agreements that include consent for transactional communications.

Prohibited consent methods:

• Purchased, rented, scraped, or harvested email lists
• Co-registration or pre-checked consent boxes
• Implied consent from business card exchanges or conference attendance
• Append services or third-party data enrichment for outbound messaging

Consent records (timestamp, method, IP address where applicable) are maintained for a minimum of 3 years and are available for audit upon request.

Every non-essential notification includes a List-Unsubscribe header and a link to our notification preferences page, where users can manage their notification categories.

4. Zero-Tolerance Spam Policy

A2J Suites enforces a zero-tolerance approach to spam and unsolicited messaging.

• Complaint Rate Threshold: If any subscribing organization's complaint rate exceeds 0.1%, their sending privileges are automatically suspended pending investigation.
• Bounce Rate Threshold: If an organization's bounce rate exceeds 5%, a review is triggered. Persistent high bounce rates result in potential suspension.
• Feedback Loop Monitoring: We are registered with major ISP Feedback Loop (FBL) programs. Complaint data is processed within minutes, automatically triggering suppression of the complaining address.
• List-Unsubscribe Headers: All non-essential transactional messages include RFC 8058-compliant List-Unsubscribe and List-Unsubscribe-Post headers.
• Suppression List: A global suppression list is maintained in real time and checked prior to every send. Addresses added via bounces, complaints, or manual requests are permanently suppressed unless re-verified.

5. Notification Management

A2J Suites clearly distinguishes between essential and optional notification categories:

Essential Transactional Notifications (Cannot Be Disabled)

• Account security alerts (password reset, MFA, suspicious login)
• Billing receipts and payment-related notices
• Critical service alerts (outages, data breach notifications)
• Legal notices and policy updates

These notifications are required for the safe and lawful operation of your account and cannot be fully disabled.

Optional Operational Notifications (Can Be Managed)

• Case status update summaries
• Hearing reminder frequency preferences
• New-message digest notifications
• System maintenance advance notices

Users can manage optional notification categories through their notification preferences page. We do not send any marketing, promotional, or newsletter-style emails.

6. Prohibited Content

Content transmitted through the A2J Suites platform must not include:

• Spam, unsolicited bulk messages, or chain communications
• Phishing, spoofing, or social engineering content
• Malware, ransomware, viruses, or malicious attachments
• Content that violates applicable laws or regulations
• Defamatory, libelous, or harassing material
• Content that infringes intellectual property rights
• Deceptive subject lines or misleading sender information
• Content promoting illegal activities, discrimination, or violence
• Adult, gambling, cryptocurrency, pharmaceutical, or weapons-related content

7. Email Authentication Standards

All outbound email from A2J Suites is authenticated using industry-standard protocols:

• SPF (Sender Policy Framework): Published DNS records authorize only our designated sending infrastructure.
• DKIM (DomainKeys Identified Mail): All messages are cryptographically signed with 2048-bit keys. Signatures are verified by receiving mail servers.
• DMARC (Domain-based Message Authentication): Enforced with a p=reject policy, instructing receiving servers to reject messages that fail authentication. Aggregate and forensic reports are monitored daily.

These measures prevent domain spoofing, protect recipient trust, and ensure full alignment between envelope and header addresses.

8. Monitoring & Reporting

A2J Suites maintains continuous monitoring of all email delivery activity:

• Automated Tracking: Real-time dashboards track delivery rates, bounce rates, complaint rates, and send volumes per organization.
• Content Scanning: Outbound messages are scanned for indicators of prohibited content, including phishing patterns and malicious URLs.
• Volume Anomaly Detection: Per-organization and per-template rate limits are enforced. Sending volumes exceeding 2× the established baseline trigger automatic holds and manual review.
• Abuse Reporting: Reports of suspected abuse can be submitted to abuse@a2jsuites.com. All reports are acknowledged within 24 hours and investigated within 3 business days.

9. Enforcement

Violations of this AUP will result in enforcement actions proportional to the severity of the violation:

1. Warning & Remediation: For first-time minor infractions, a written notice is issued with a specified remediation timeline.
2. Sending Suspension: Sending privileges are suspended while the investigation is completed. Typical suspension period is 24–72 hours.
3. Account Termination: Repeated or severe violations result in permanent account termination.
4. External Reporting: Egregious violations (e.g., phishing, malware) will be reported to relevant ISPs, blacklist operators, and law enforcement agencies.
5. Legal Action: A2J Suites reserves the right to pursue legal remedies for damages caused by AUP violations.

10. Client Responsibility

Subscribing organizations are responsible for:

• Ensuring that all users within their organization comply with this AUP.
• Maintaining accurate and up-to-date recipient lists (only active clients and staff).
• Promptly removing bounced and unsubscribed addresses from active use.
• Reporting suspected misuse or unauthorized access within their organization.
• Cooperating with A2J Suites during any investigation related to this AUP.

11. Contact

To report abuse, ask questions about this AUP, or request clarification on permitted use: