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Email, text and calling rules

Contacting KEWL Leads: our public business contact is hello@carbidsab.ca. Customers leave a phone number and choose their preferred response channel for their vehicle request. Follow-up must respect that choice and any stop-contact request.

KEWL Leads / CarBids · October 1, 2026 · Request-response operating policy

Current operating limit

This intake requests a response about a specific vehicle enquiry using the customer's selected channel. It does not collect permission for newsletters, promotions, cross-selling, automated nurture or unrelated dealer marketing. The separate sharing checkbox allows referral handling; it is not a blanket CASL consent or a dealer-specific National DNCL exemption. Do not import these leads into campaign lists.

Resend is connected for owner-triggered referral emails to approved dealers. Customer email, SMS, calling and AI-voice campaigns are not connected. Controls here record instructions and restrictions; they cannot stop a message sent from an external mailbox, phone or dealership CRM. Staff and participating dealers must apply the same restrictions in their own systems.

A direct solicited response may qualify for the request/inquiry exception in section 3(b) of the federal Electronic Commerce Protection Regulations. Assess the actual sender, message and request; do not extend that exception to unrelated promotions or indefinite follow-up. The owner must review uncertain cases before contact. Our policy includes sender identity and an easy stop mechanism in request replies even where an exception may apply.

Before any customer contact

  1. Open the current lead and its contact panel. Do not rely on an old export or summary. Respect privacy restrictions and the global channel suppression register. Check the actual sender's own records too.
  2. Use only the selected Email, Text or Phone channel. Providing both email and phone does not permit both. Do not call someone who selected Text or Email, or switch channels because the first attempt failed.
  3. Verify the actual sender and scope. A dealer must be assigned the record with sharing authorized and must establish its own lawful basis for the specific communication. Do not assume KEWL's enquiry creates a business relationship with every dealership.
  4. Confirm the response is relevant and expected. Close completed requests, respect agreed timing, and stop when asked. A readiness score or “Early” label is not permission for future marketing.
  5. Record the contact date, channel, actual sender, purpose/basis, relevant consent wording/version and result in the restricted communication log or approved CRM. Retain the original message and stop mechanism with it. Site follow-up notes alone are not a complete message archive.

Email and text messages

When CASL applies, the sender needs a valid consent basis (unless a specific exception applies), required identification, and a functioning unsubscribe method. Identify the sender and anyone on whose behalf the message is sent. Include the business mailing address plus a valid contact route. Maintain the required contact information for at least 60 days after sending.

Use a monitored reply address for email and a two-way, monitored number for texts. Accept plain-language requests to stop, including STOP and Unsubscribe. Do not use a no-reply address or one-way text sender for this workflow. Do not ask someone to log in, pay, provide a reason or confirm a second time to opt out. Where a web link is used, it must be readily accessible without a sign-in wall and remain valid for at least 60 days.

Process electronic unsubscribe requests without delay and within CASL's maximum of 10 business days. KEWL's operating standard is to record and stop immediately when received. Do not send a promotional email or text merely to ask for marketing consent unless there is already a lawful basis for that message.

Telephone calls

Canadian telemarketing rules apply separately from CASL. Register with the National DNCL when operating as a telemarketer, including exempt-only operations; determine applicable client registration duties as well. For non-exempt calls, obtain the required subscription and check a list no older than 31 days. Document any specific exemption or valid consent instead of guessing. A generic referral is not enough.

Identify the individual caller, business and any client represented, explain the purpose, display a reachable caller-ID number and provide required contact details on request. Federal maximum hours are 9 a.m.–9:30 p.m. weekdays and 10 a.m.–6 p.m. weekends, in the recipient's local time, subject to stricter applicable rules. KEWL adopts the narrower 9 a.m.–6 p.m. weekday window. Confirm recipient location; the panel's Alberta clock is only a guide.

Accept a do-not-call request during the call. Add the name, if known, and number to the appropriate internal list immediately under our policy; the rules allow at most 14 days. Retain required internal do-not-call records for at least three years and 14 days. National DNCL exemptions do not override internal do-not-call requests.

No robocalls, prerecorded/synthesized-voice solicitation, ringless voicemail or predictive dialing under this workflow. Those require separate assessment and implementation; the intake does not authorize them.

Recording and honouring a stop request

Customers can use Stop contact, reply to the sender, or email hello@carbidsab.ca. The website form requires no application account and gives the same acknowledgement whether or not a matching lead exists. While the whole site is private, its access gate remains in place: do not use this private link as the sole unsubscribe route in any message. Use monitored replies, and verify anonymous accessibility before using links after launch.

Owners can record an email, text or phone restriction in Contact controls, including when no lead exists. Assigned dealers can use the lead's contact panel. Record every requested channel; “stop everything” means all available channels. Do not insist on an exact keyword. A text STOP records a text restriction; clarify broader scope only where necessary without sending sales content.

Restrictions apply across matching KEWL referral records, persist separately from deleted leads, and are not automatically reset by another form submission. The currently requested channel being blocked stops referral access/routing for matching records. Previously copied data cannot be recalled. Staff must notify relevant recipients and update their mail, text, phone and CRM lists; this version sends no automatic opt-out notifications and has no inbound email/SMS integration.

There is no self-service reactivation toggle. Any later claim of renewed permission requires responsible-owner review of identity, scope and evidence, with a documented authorized change. Do not simply delete a suppression. Review minimal suppression-data retention periodically; phone minimum dates are not automatic expiry dates. Retain necessary records to keep honouring opt-outs, subject to applicable privacy/legal requirements.

Sender profiles and response examples

In Contact controls, record the actual legal name, a valid business mailing address or P.O. Box, monitored reply email and working callback number for KEWL and each dealer. Saving a profile records an owner's confirmation; it does not verify registrations, consent, technical delivery or legal compliance. Missing profiles show a HOLD in the contact panel. Do not use a personal address or invented contact detail to fill a gap.

These are review examples, not ready-to-send messages. Replace every bracket, use the actual sender, confirm the chosen channel and lawful basis, and keep the content limited to the enquiry. Do not send the examples with unresolved placeholders.

Email response example

Subject: Your vehicle request [reference]

Hello [name], I am [individual] with [actual sender / trading name], operated by [legal name]. [If a dealer: You asked KEWL Leads to share your vehicle request with a participating dealer; it referred your request to us.] I am responding about [the specific request and relevant answer].

[Legal sender and, if applicable, the person on whose behalf this is sent]
[Valid mailing address]
[Monitored reply email] · [Working callback number]
To stop emails about KEWL referrals from us, reply Unsubscribe or tell us in your own words. No fee or sign-in is required.

Text response example

[Actual business / legal sender]: responding to your KEWL vehicle request [reference] about [specific enquiry]. [Brief relevant answer]. Contact: [valid mailing address and monitored contact route]. Reply STOP or Unsubscribe to stop texts.

If the text cannot practicably include all identification, use a clear link to a free, publicly accessible sender-information page only after testing it. The current private site is not that page. Do not promise “Reply STOP” unless the actual sending number receives replies and staff or the provider reliably action them.

Live-call opening example

Hello [name], this is [individual] with [actual business], [on behalf of client, if applicable]. I am calling about your vehicle request [reference]. Is now a suitable time? You can ask us not to call at any time.

The opening is not a substitute for the pre-call consent/DNCL checks. Provide the reachable number and required business contact information on request. Honour “do not call” without an argument or further sales pitch.

Owner and dealer operating responsibilities

The site owner must designate a compliance lead, monitor request/complaint channels each business day, train anyone contacting leads, and record training acknowledgements. Before onboarding dealers, agree in writing on permitted use, sender responsibility, opt-out exchange, suppression checks, record retention, incident/complaint escalation and audits. Approving portal access does not execute that agreement.

Audit a sample of communications and stop requests monthly. Investigate complaints promptly, pause affected outreach, preserve evidence and document corrective action. Keep a restricted register of actual recipients, communication bases, consent records, sent content, unsubscribe mechanisms, withdrawals, DNCL checks/subscriptions or exemption reasoning, training and audits. Set retention with the responsible owner/adviser; preserve complaint or legal holds. Never use the National DNCL as a prospect list.

If a future messaging provider is added, require server-side permission and suppression checks before every send, authenticated inbound STOP/unsubscribe handling, retry/queue cancellation, provider suppression synchronisation and delivery/complaint logs. Test those with controlled addresses before any customer use. None of that provider integration is represented as completed here.

Items still required before outreach/public launch

Do not describe the business as legally cleared merely because these controls are published. Have the final process and any proposed marketing campaign assessed against its actual facts before activating it.

Official references checked October 1, 2026