Acceptable Use Policy

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1. General Scope

This Acceptable Use Policy ("AUP") governs the use of the Hijaaz Latheef platform, a business-to-business ("B2B") software-as-a-service solution operated by Hijaaz Latheef Corp., with its registered office at 8500 Shoal Creek Blvd, Suite 4C, Austin, TX 78757.

The platform serves property management firms, commercial landlords, and facility operators. Access is limited to authorized organizational users who have signed a service agreement or have been provisioned an account by an authorized client administrator.

This AUP applies to all email communications, system notifications, and data transmitted through or by the Hijaaz Latheef platform. It supplements our Terms of Service and Privacy Policy.

2. Nature of Allowable Traffic

All email traffic sent through the Hijaaz Latheef platform is strictly transactional and operational in nature. Allowable message types include:

• Payment confirmation receipts — Sent upon successful tenant rent or fee payments
• Maintenance request updates — Status changes (submitted → in progress → completed) on work orders
• Lease lifecycle alerts — Renewal reminders, expiration notices, amendment confirmations
• Inspection & compliance notifications — Scheduled inspections, safety alerts, code compliance reminders
• Building-wide service notices — Planned utility outages, emergency safety alerts, facility updates
• Account security alerts — Login notifications, password reset confirmations, MFA setup, suspicious activity
• Onboarding communications — Welcome emails with account setup instructions and email verification

Explicitly Prohibited Message Types

The following are strictly prohibited on the Hijaaz Latheef platform:

• Marketing campaigns or promotional offers of any kind
• Newsletters, digests, or editorial content
• Cold outreach to individuals without an existing business relationship
• Advertisements, upselling, or cross-selling communications
• Mass mailings or batch promotional sends
• Any communication not directly triggered by a real platform event

3. Consent & Recipient Verification

Every recipient of an email sent through the Hijaaz Latheef platform must have an established, verifiable relationship with the sending organization:

• Contractual opt-in: Tenants consent to receive transactional notifications as part of their lease agreement and platform registration process
• Registration verification: All tenant email addresses are verified via a confirmation link during account creation. Unverified addresses cannot receive notifications
• No purchased lists: Importing email lists obtained from third-party data brokers, rented lists, or scraped sources is strictly prohibited
• Consent records: For each recipient, we maintain an auditable record of: timestamp of consent, method of consent (registration, contract), IP address, and the specific terms/policy version accepted
• List-Unsubscribe headers: All outbound emails include RFC 8058-compliant List-Unsubscribe and List-Unsubscribe-Post headers

Notification Preference Management

Recipients can manage their notification settings through the Preference Center:

• Essential transactional emails (security alerts, billing confirmations, critical service notifications) cannot be fully disabled while the account is active, as they are required for account security and contractual obligations
• Optional operational updates (non-critical maintenance status updates, general building announcements) can be disabled by the recipient at any time
• We do not send marketing or promotional emails, so there is no marketing "unsubscribe" — only notification category management for operational messages

4. Zero Tolerance Spam Policy

Hijaaz Latheef enforces a zero tolerance policy against spam and unsolicited communications:

• Complaint rate threshold: Any client account exceeding a 0.1% complaint rate will trigger immediate suspension pending investigation
• Bounce rate threshold: Any client account exceeding a 5% bounce rate will be flagged for review and potential suspension until list hygiene is restored
• Feedback loop monitoring: We participate in ISP feedback loops (Gmail Postmaster, Microsoft SNDS, Yahoo CFL) and process complaint reports in real time
• List-Unsubscribe headers: Required on all outbound messages per RFC 8058. Non-compliance triggers template rejection
• Suppression list enforcement: Hard bounces, complaints, and manual opt-outs are permanently suppressed within 60 seconds across all sending paths. Suppression list entries are never deleted

Our operational targets are significantly stricter than these thresholds:

• Complaint rate target: < 0.05% (current average: 0.03%)
• Bounce rate target: < 2% (current average: 1.8%)

5. Prohibited Content

The following content is prohibited in any communication sent through the Hijaaz Latheef platform:

• Spam: Any unsolicited message sent without the recipient's prior consent through a legitimate business relationship
• Phishing: Messages designed to fraudulently obtain personal information, credentials, or financial data
• Malware: Attachments, links, or embedded content that contains viruses, trojans, ransomware, or any malicious code
• Illegal content: Material that violates federal, state, or international law
• Defamatory content: False statements intended to harm the reputation of any individual or organization
• Intellectual property infringement: Content that violates copyrights, trademarks, or other intellectual property rights
• Deceptive subject lines: Email subjects that misrepresent the content, origin, or purpose of the message
• Harvested addresses: Using email addresses collected through scraping, directory harvesting, or other automated means

6. Email Authentication Standards

All outbound email from the Hijaaz Latheef platform must meet the following authentication standards:

• SPF (Sender Policy Framework): Published DNS record authorizing Mailgun's infrastructure to send on behalf of hijaazlatheef.com
• DKIM (DomainKeys Identified Mail): 2048-bit DKIM signature on every outbound message, with key rotation every 12 months
• DMARC (Domain-based Message Authentication): Policy set to p=reject — rejecting any message that fails both SPF and DKIM alignment
• Dedicated IP: Outbound email is sent from a dedicated IP address with maintained reputation, separate from shared infrastructure

7. Monitoring & Reporting

We maintain continuous, automated monitoring of all outbound email traffic:

• Delivery metrics: Real-time tracking of delivery rate, bounce rate, complaint rate, and open rate (aggregated)
• Content scanning: Automated pre-send review of email content for compliance with this AUP
• Volume anomaly detection: Alerts triggered when sending volume deviates more than 150% from the 7-day moving average
• Rate limiting: Per-client and per-template hourly/daily rate limits prevent accidental or malicious volume spikes
• Abuse reporting: Any user, recipient, or ISP can report suspected abuse to abuse@hijaazlatheef.com
• Logging: Full delivery logs retained for 90 days; access and authentication logs retained for 12 months

8. Enforcement

Violations of this AUP are handled with a graduated enforcement approach:

1. Warning: First-time minor violations (e.g., missing List-Unsubscribe header) result in a written notification with 24-hour remediation deadline
2. Suspension: Repeated or significant violations trigger immediate account suspension. The client is notified and must provide a remediation plan within 48 hours
3. Termination: Severe violations (intentional spam, phishing, malware distribution) result in permanent account termination with no refund
4. ISP/blacklist reporting: In cases of deliberate abuse, we may report the client's activity to relevant ISPs, blacklist operators, and law enforcement
5. Legal action: We reserve the right to pursue legal remedies for violations that cause material harm to our platform, infrastructure, or reputation

All enforcement decisions are documented and communicated to the affected client in writing.

9. Client Responsibility

Each client using the Hijaaz Latheef platform is responsible for:

• Ensuring that all tenant and recipient data uploaded to the platform was obtained lawfully and with proper consent
• Maintaining accurate, up-to-date contact information for all recipients
• Promptly honoring notification preference changes submitted through the Preference Center
• Training their staff on acceptable use of the platform and this AUP
• Notifying Hijaaz Latheef immediately upon becoming aware of any breach or suspected misuse
• Cooperating fully with any investigation into suspected AUP violations

10. Contact

For questions about this Acceptable Use Policy, to report abuse, or for compliance inquiries:

• Abuse reports: abuse@hijaazlatheef.com
• General compliance: legal@hijaazlatheef.com
• Phone: +1 (512) 843-7291
• Address: Hijaaz Latheef Corp., 8500 Shoal Creek Blvd, Suite 4C, Austin, TX 78757

For security vulnerabilities, please see our Trust & Security Center or contact security@hijaazlatheef.com.