Managed Outbound Service Terms

Managed Outbound is a service engagement, not a software subscription. Dialfyne operates outbound email and calling campaigns on your behalf, using infrastructure Dialfyne provisions and manages. Everything in our general Terms of Service continues to apply except where these terms say otherwise.

Under data protection law, you are the controller of the personal data processed in your campaigns and Dialfyne acts as your processor. You decide who is contacted and on what basis; we carry out the sending.

A Managed Outbound engagement covers: registration and configuration of sending domains, provisioning of mailboxes, automated warmup of those mailboxes, generation of individually researched emails, a review step before any email sends, reply monitoring and classification, suppression handling, and periodic reporting.

Where your engagement includes calling, it also covers dialing, call dispositions, and Do-Not-Call scrubbing. Calling is subject to the consent and recording obligations in our general Terms.

You authorize Dialfyne to send email and, where applicable, place calls in your name and on your behalf, and to identify you as the sender in those communications.

You represent that you have the authority to grant that permission for the business identity used, and that the products or services promoted in your campaigns are lawful to promote in the jurisdictions targeted.

You will provide accurate information about your business, your offer, and a physical postal address for use in required email footers. Dialfyne relies on what you provide and does not independently verify it.

Dialfyne registers and configures dedicated sending domains for your campaigns. These are deliberately separate from your primary business domain so that cold sending never affects the reputation of the domain your ordinary business email depends on. We will not send your cold campaigns from your primary domain.

Ownership. Domains registered for your engagement are registered for your benefit and are yours. On termination, and on request within ninety days of it, Dialfyne will transfer the registration of those domains to you or to a registrar account you nominate, provided fees due for those domains have been paid. Registrar transfer rules, including any lock period following registration, are outside our control.

Mailboxes. Mailboxes are provisioned on third-party providers. Access to them during the engagement is provided as part of the service. Mailbox hosting ends when the engagement ends unless separately agreed, and mailbox contents are not guaranteed to survive that.

Reputation is shared with history. A domain accumulates sending reputation. If you take a domain with you, you take its reputation, good or bad, along with it.

Emails sent under this engagement are drafted by automated systems, including large language models, based on research about the recipient and on the brief you provide. They are not individually composed by a person.

A human approves before sending. Every generated email passes an approval step, by you or by Dialfyne acting on your instructions, before it is sent. Approval is the point at which responsibility for the content of a specific message attaches.

Automated systems can be wrong. Generated email may contain factual errors about a recipient or their company, including errors derived from inaccurate public sources. Dialfyne applies automated checks intended to keep claims traceable to source material, but these reduce error rather than eliminate it. Where you perform approval, you accept responsibility for what you approve. Where Dialfyne approves on your instruction, our liability for the content of an individual message is limited as set out in section 14.

Emails do not state that they were drafted by an automated system. No law currently requires that disclosure for commercial email in the jurisdictions we operate in, and you may instruct us to include it.

To write a relevant email, Dialfyne performs automated research on the recipient's company using public web sources: news coverage, funding announcements, company websites, public job postings and similar material. We record the source of each fact used.

Research is conducted on the business and the recipient's professional role. Dialfyne does not seek out special category personal data as defined by GDPR, and does not knowingly process it in campaign generation.

You supply the prospect list. Contact data comes from you or from a data provider you direct us to use. You represent that you have a lawful basis to contact each person on it, and that it was obtained lawfully. Dialfyne does not warrant the legality of a list we did not source.

If a recipient objects to processing or requests deletion, forward it to us and we will act on it across the campaign infrastructure and confirm.

Dialfyne operates the sending mechanics required for compliance: an unsubscribe mechanism in every email, a physical postal address in the footer, honouring opt-outs, and Do-Not-Call scrubbing for calling engagements.

You remain responsible for the lawfulness of contacting the people on your list. That includes having a lawful basis under GDPR or equivalent where recipients are in a jurisdiction that requires one, complying with CAN-SPAM, CASL, TCPA and state law as applicable, and not directing us to contact anyone you have been asked not to contact.

Dialfyne may decline or stop a campaign we believe is unlawful, deceptive, or likely to cause substantial complaint volume. We may do so without notice where the risk is immediate.

New mailboxes complete an automated warmup period before they may send. In normal conditions this takes approximately two weeks, after which daily sending volume increases gradually. No campaign sends before warmup and health thresholds are met. This is not a delay in service; it is the service.

Automatic suspension. If a domain is blacklisted, if provider health measurements fall below our thresholds, or if bounce or complaint rates rise materially, sending on the affected infrastructure halts automatically. It resumes when measurements recover. We will not override these protections on request, because doing so risks destroying the asset the engagement depends on.

Volume is therefore variable and constrained by infrastructure health. Any volume figure discussed is a ceiling under healthy conditions, never a commitment.

Opt-outs, hard bounces and complaints are added to a suppression list for your workspace and are honoured across every campaign in it. Suppression is checked again immediately before each send, so an opt-out that arrives after an email is approved still prevents that email going out.

Where your engagement includes both email and calling, a hard opt-out on one channel suppresses the other. You may supply additional suppression lists at any time and we will apply them.

Suppression data is retained after termination for the purpose of honouring those opt-outs. Deleting it would defeat its purpose.

Dialfyne does not guarantee reply rates, meetings booked, pipeline generated, revenue, inbox placement, or any other outcome. Nothing in a proposal, deck, conversation or report constitutes such a guarantee.

Outbound results depend on your offer, your market, your list, and factors outside anyone's control including recipient mail-provider filtering decisions. We commit to operating the service competently, not to a result.

You receive periodic reporting covering infrastructure health, warmup progress, sending volume, replies and reply classification. Reporting reflects data measured by Dialfyne and by our infrastructure providers. Provider-reported figures such as inbox placement rates are estimates produced by those providers and are not independently verified by us.

Engagement fees are set out in your order or statement of work. Domain registration and mailbox hosting are third-party costs incurred on your behalf and are billed as agreed in that document.

Adding domains or mailboxes mid-engagement changes those pass-through costs and requires your approval before we provision them.

Either party may terminate as set out in the engagement document. On termination, sending stops.

On request within ninety days of termination, Dialfyne will provide: transfer of the sending domains registered for you, an export of prospect and campaign data held for your workspace, an export of replies received, and your suppression list. After ninety days we may delete campaign data in line with our retention practices, other than suppression data as described in section 9.

Mailboxes and their warmup state do not transfer, because they exist on infrastructure provisioned through our provider accounts.

The limitations of liability in our general Terms of Service apply to this engagement.

In addition, and specific to Managed Outbound: Dialfyne is not liable for loss of domain or sending reputation, for a mail provider's filtering or blocking decisions, for the accuracy of third-party research sources, or for consequences arising from prospect data you supplied or directed us to obtain.

You will indemnify Dialfyne against claims arising from your lack of lawful basis to contact recipients, from the content of the offer you asked us to promote, or from your instruction to contact a person or list.

Nothing in these terms limits liability that cannot lawfully be limited.

Questions about these terms, data subject requests, or suppression requests: [email protected].