CAN-SPAM Compliance
Our email practices and anti-spam policy for groupRooms.
CAN-SPAM Compliance
Last updated: August 2, 2026
hotelhuddle sends only transactional emails. We do not send marketing emails, promotional emails, or commercial newsletters at this time. All emails from our platform are transactional — required to operate our services and fulfill your requests.
What Are Transactional Emails?
Transactional emails are messages that are necessary to provide our services to you. They are not marketing or promotional in nature. They are sent because you took an action that requires us to communicate with you.
The types of transactional emails we send include:
- Security verification codes — One-time verification codes sent when you sign in to your account. These are required for account security and cannot be disabled.
- Account notifications — Important updates about your account, such as password changes, account creation confirmations, and security alerts.
- RFP updates — Notifications about your Request for Proposal, including submission confirmations, hotel responses, proposal updates, and status changes. These are directly related to the service you requested and cannot be disabled while your RFP is active.
- Booking updates — Updates about your RFP submissions and hotel responses.
- Subscription confirmations — Confirmations of subscription creation, upgrade, or cancellation.
- Team invitations — Notifications when you are invited to join a company account on our platform.
- Support responses — Responses to support tickets you have submitted.
We Do Not Send Marketing Emails
As of the date of this notice, hotelhuddle and its family of sites (groupRooms, hotelHaggle, hotelSlots, bookMyTeam) do not send marketing emails, promotional offers, advertising emails, or commercial newsletters.
If we begin sending marketing emails in the future, we will update this page and ensure full compliance with the CAN-SPAM Act, including providing a clear and conspicuous opt-out mechanism in every marketing email.
CAN-SPAM Act Compliance
Even though our emails are transactional and not subject to most CAN-SPAM requirements, we comply with the following provisions as best practice:
| Requirement | CAN-SPAM Rule | Our Practice |
|---|---|---|
| Sender Identification | Accurate "From" name and email address | ✅ All emails are sent from our domain with clear identification |
| Subject Line | Must not be deceptive or misleading | ✅ Subject lines accurately reflect the content (e.g., "Your login code", "RFP Update") |
| Physical Address | Valid physical postal address in every commercial email | ✅ Our physical address is available on our Privacy Policy page: hotelhuddle, 5251C Highway 153 PMB 356 Hixson, TN 37343 |
| Opt-Out Mechanism | Clear and conspicuous unsubscribe option in every commercial email | N/A — We do not send marketing emails. Transactional emails (security codes, RFP updates) cannot be disabled as they are essential to the service. |
| Opt-Out Processing | Honor opt-out requests within 10 business days | N/A — No marketing emails to opt out of. If we begin sending marketing emails, opt-out requests will be processed within 10 business days. |
| Third-Party Sending | Responsible for emails sent on your behalf by others | ✅ We use a reputable email service provider and maintain control over all email content and sending practices |
Why You Can't Unsubscribe from Transactional Emails
Transactional emails are essential to operating our platform. You cannot opt out of:
- Account security verification codes
- RFP submission and status updates
- Account-related notifications (password changes, security alerts)
- Legal and policy notices
If you no longer wish to receive any emails from us, you may delete your account by contacting us at privacy@hotelhuddle.com. Deleting your account will stop all emails.
Contact Information
If you have questions about our email practices:
- Email: privacy@hotelhuddle.com
- Mail: hotelhuddle, Attn: Privacy Department, 5251C Highway 153 PMB 356 Hixson, TN 37343
Changes to This Policy
We may update this policy from time to time. We will notify you of any material changes by updating the "Last updated" date on this page.