Email from WarmLoop
WarmLoop sends email for one reason: something a person asked for, or something a lawyer set in motion for a named person on an active matter. Every message is transactional, in plain text, to one recipient. There is no newsletter, no marketing list, and no bulk mail. The product has no mailing-list feature.
Automated messages come only from no-reply@mail.warmloop.com. Messages from a person at WarmLoop come from nathan@warmloop.com or info@warmloop.com. A message claiming to be from WarmLoop from any other address is not from us. WarmLoop never asks for a sign-in code by phone or by reply, never sends attachments, and links only to record.warmloop.com, write.warmloop.com, warmloop.com, or a Stripe-hosted invoice.
What we send, and to whom
| Message | Who receives it | What triggers it |
|---|---|---|
| One-time sign-in code | A reader of a document a law firm has shared | The reader enters their own email address on the document's access page and asks for a code. The code expires in ten minutes. |
| Access requested | The law firm's account holder | Someone asks to read a document the firm has published. The requester then receives the approve or deny outcome. |
| Published, or needs attention | The lawyer who authored the document, at their own account address | A publish job finishes, or stops on a finding the author must resolve. |
| Invitation | A colleague an account holder names | An account holder invites a named colleague at their firm. |
| Billing receipt | The paying account holder | A payment is processed. The receipt links to the Stripe-hosted invoice. |
| Weekly access summary | The firm's administrator | The week ends. The summary lists who read which of the firm's published documents. |
| Operational alert | WarmLoop's own operator mailbox | A service event WarmLoop staff need to act on. Never sent to customers. |
| Non-delivery reply | A person who wrote to a WarmLoop matter address that does not exist | One reply, sent only when the inbound message passed spam and virus checks, was not auto-generated, and did not come from a system or no-reply address. |
How addresses reach us
Every address is entered by an authenticated user at a law firm for a specific matter (a named reader, a colleague, the firm's own administrator), or by the recipient personally on the access page when they ask for a code. WarmLoop does not import, buy, scrape, rent, or share address lists. Recipients are lawyers, clients, and court staff engaged in an active matter with the sending firm.
How to stop a message
- Sign-in codes are sent only when you ask for one. If you did not request a code, ignore the message; nothing happens without the code.
- Access to a document can be ended by the firm that shared it at any time, which stops every message about that document. Ask the firm, or write to us and we will pass the request on the same day.
- Any other category can be turned off for your address by writing to nathan@warmloop.com, a mailbox a person reads. Say which message you received and we will stop that category for your address.
Bounces, complaints, and abuse
An address that bounces or that reports a WarmLoop message as unwanted is placed on our suppression list automatically and is never sent to again. Our operator is notified of every bounce and complaint and also removes the address from the firm's reader list. To report a message you believe is abusive or not from us, forward it with its headers to nathan@warmloop.com.
Authentication
Mail from mail.warmloop.com is DKIM-signed with a 2048-bit key. The domain publishes an SPF record that authorizes only our sending service and a DMARC policy of reject, so a message that fails authentication is refused by receiving mail systems that honour DMARC rather than delivered. Mail is sent through Amazon Simple Email Service in the Canada (Central) region.
Related pages
How we handle personal information is in the Privacy Policy. The terms on which the service is provided are in the Terms of Service.