feat(emails): add sub-processor change notification template (#6820)

* feat(emails): add sub-processor change notification template

* improvement(emails): link the objection address and preference URL

apps/sim/components/emails/notifications/index.ts

@@ -1 +1,6 @@
 export { ScheduleDisabledEmail } from './schedule-disabled-email'
+export {
+  type SubprocessorChange,
+  SubprocessorChangeEmail,
+  type SubprocessorChangeType,
+} from './subprocessor-change-email'

apps/sim/components/emails/notifications/subprocessor-change-email.tsx

@@ -0,0 +1,138 @@
+import { Link, Section, Text } from '@react-email/components'
+import { baseStyles } from '@/components/emails/_styles'
+import { EmailButton, EmailLayout, EmailStrong } from '@/components/emails/components'
+import { getBrandConfig } from '@/ee/whitelabeling'
+
+/** How a sub-processor's role on the list is changing. */
+export type SubprocessorChangeType = 'added' | 'replaced' | 'removed'
+
+const CHANGE_TYPE_LABEL: Record<SubprocessorChangeType, string> = {
+  added: 'New sub-processor',
+  replaced: 'Replacement sub-processor',
+  removed: 'Sub-processor being removed',
+}
+
+/**
+ * Dates in a notice period have to be unambiguous, so the month is spelled out
+ * rather than left to the recipient's locale ordering of a numeric date. The
+ * zone is pinned because the notice window is contractual — the rendered day
+ * must not shift with the server the send happens to run on.
+ */
+const NOTICE_DATE_FORMAT: Intl.DateTimeFormatOptions = {
+  month: 'long',
+  day: 'numeric',
+  year: 'numeric',
+  timeZone: 'UTC',
+}
+
+function formatNoticeDate(date: Date): string {
+  return date.toLocaleDateString('en-US', NOTICE_DATE_FORMAT)
+}
+
+export interface SubprocessorChange {
+  /** Legal entity name of the sub-processor. */
+  name: string
+  /** What it is used for, in plain language. */
+  purpose: string
+  /** Categories of customer personal data it will process. */
+  dataCategories: string
+  /** Primary processing location, e.g. `United States`. */
+  location: string
+  changeType: SubprocessorChangeType
+}
+
+interface SubprocessorChangeEmailProps {
+  recipientName?: string
+  /** The sub-processors being added, replaced, or removed in this notice. */
+  changes: SubprocessorChange[]
+  /** When the change takes effect. Sent at least 30 days ahead of this date. */
+  effectiveDate: Date
+  /** Last day an objection can be raised. Falls on or before {@link effectiveDate}. */
+  objectionDeadline: Date
+  /** Where an objection is sent. */
+  objectionEmail: string
+  /** The public sub-processor list, which reflects the change once it is live. */
+  subprocessorListUrl: string
+  /** Where the recipient manages whether they receive these notices. */
+  subscriptionUrl?: string
+}
+
+/**
+ * Advance notice to subscribed customers that the sub-processors handling their
+ * personal data are changing, with the window and address for objecting.
+ */
+export function SubprocessorChangeEmail({
+  recipientName,
+  changes,
+  effectiveDate,
+  objectionDeadline,
+  objectionEmail,
+  subprocessorListUrl,
+  subscriptionUrl,
+}: SubprocessorChangeEmailProps) {
+  const brand = getBrandConfig()
+  const effectiveDateLabel = formatNoticeDate(effectiveDate)
+  const previewText = `${brand.name} is changing its sub-processors on ${effectiveDateLabel}`
+
+  return (
+    <EmailLayout preview={previewText} showUnsubscribe={false}>
+      <Text style={baseStyles.greeting}>{recipientName ? `Hi ${recipientName},` : 'Hi,'}</Text>
+
+      <Text style={baseStyles.paragraph}>
+        We are giving you advance notice of a change to the sub-processors {brand.name} uses to
+        process customer personal data. The change takes effect on{' '}
+        <EmailStrong>{effectiveDateLabel}</EmailStrong>.
+      </Text>
+
+      {changes.map((change) => (
+        <Section key={change.name} style={baseStyles.infoBox}>
+          <Text style={baseStyles.infoBoxTitle}>
+            {change.name} — {CHANGE_TYPE_LABEL[change.changeType]}
+          </Text>
+          <Text style={baseStyles.infoBoxList}>
+            Purpose: {change.purpose}
+            <br />
+            Data processed: {change.dataCategories}
+            <br />
+            Processing location: {change.location}
+            <br />
+            Effective: {effectiveDateLabel}
+          </Text>
+        </Section>
+      ))}
+
+      <Text style={baseStyles.paragraph}>
+        If you object to this change, reply to this email or write to{' '}
+        <Link href={`mailto:${objectionEmail}`} style={baseStyles.link}>
+          {objectionEmail}
+        </Link>{' '}
+        by <EmailStrong>{formatNoticeDate(objectionDeadline)}</EmailStrong>. We will work with you
+        on a resolution, and you may terminate the affected service if we cannot reach one.
+      </Text>
+
+      <Text style={baseStyles.paragraph}>
+        No action is needed if you have no objection. The full list of sub-processors stays current
+        at the link below.
+      </Text>
+
+      <EmailButton href={subprocessorListUrl}>View sub-processor list</EmailButton>
+
+      <div style={baseStyles.divider} />
+
+      <Text style={baseStyles.footnote}>
+        Sent to customers subscribed to sub-processor change notices.
+        {subscriptionUrl ? (
+          <>
+            {' '}
+            <Link href={subscriptionUrl} style={baseStyles.footerLink}>
+              Manage whether you receive them
+            </Link>
+            .
+          </>
+        ) : null}
+      </Text>
+    </EmailLayout>
+  )
+}
+
+export default SubprocessorChangeEmail

apps/sim/components/emails/render-notifications.test.ts

@@ -8,6 +8,7 @@
 import { describe, expect, it } from 'vitest'
 import {
   renderScheduleDisabledEmail,
+  renderSubprocessorChangeEmail,
   renderUsageLimitReachedEmail,
 } from '@/components/emails/render'
 
@@ -93,3 +94,63 @@ describe('renderUsageLimitReachedEmail', () => {
     expect(html).not.toContain('$20')
   })
 })
+
+describe('renderSubprocessorChangeEmail', () => {
+  const notice = {
+    changes: [
+      {
+        name: 'Example Analytics Inc.',
+        purpose: 'Product usage analytics',
+        dataCategories: 'Account identifiers, usage events',
+        location: 'United States',
+        changeType: 'added' as const,
+      },
+    ],
+    effectiveDate: new Date('2026-10-01T00:00:00Z'),
+    objectionDeadline: new Date('2026-09-24T00:00:00Z'),
+    objectionEmail: 'privacy@example.com',
+    subprocessorListUrl: 'https://example.com/subprocessors',
+  }
+
+  it('renders the change details, the objection window, and the list link', async () => {
+    const html = await renderSubprocessorChangeEmail({ recipientName: 'John', ...notice })
+
+    expect(html).toContain('Example Analytics Inc.')
+    expect(html).toContain('New sub-processor')
+    expect(html).toContain('Account identifiers, usage events')
+    expect(html).toContain('October 1, 2026')
+    expect(html).toContain('September 24, 2026')
+    expect(html).toContain('mailto:privacy@example.com')
+    expect(html).toContain('https://example.com/subprocessors')
+  })
+
+  it('renders every change in a multi-sub-processor notice', async () => {
+    const html = await renderSubprocessorChangeEmail({
+      ...notice,
+      changes: [
+        ...notice.changes,
+        {
+          name: 'Legacy Mail Co.',
+          purpose: 'Transactional email delivery',
+          dataCategories: 'Email addresses',
+          location: 'Ireland',
+          changeType: 'removed' as const,
+        },
+      ],
+    })
+
+    expect(html).toContain('Legacy Mail Co.')
+    expect(html).toContain('Sub-processor being removed')
+  })
+
+  it('mentions the subscription setting only when one is given', async () => {
+    const withSetting = await renderSubprocessorChangeEmail({
+      ...notice,
+      subscriptionUrl: 'https://example.com/preferences',
+    })
+    const withoutSetting = await renderSubprocessorChangeEmail(notice)
+
+    expect(withSetting).toContain('href="https://example.com/preferences"')
+    expect(withoutSetting).not.toContain('Manage whether you receive them')
+  })
+})

apps/sim/components/emails/render.ts

@@ -25,7 +25,11 @@ import {
   WorkspaceAddedEmail,
   WorkspaceInvitationEmail,
 } from '@/components/emails/invitations'
-import { ScheduleDisabledEmail } from '@/components/emails/notifications'
+import {
+  ScheduleDisabledEmail,
+  type SubprocessorChange,
+  SubprocessorChangeEmail,
+} from '@/components/emails/notifications'
 import { HelpConfirmationEmail } from '@/components/emails/support'
 import type { UpgradeReason } from '@/lib/billing/upgrade-reasons'
 import { getBaseUrl } from '@/lib/core/utils/urls'
@@ -159,6 +163,18 @@ export async function renderScheduleDisabledEmail(params: {
   return await render(ScheduleDisabledEmail(params))
 }
 
+export async function renderSubprocessorChangeEmail(params: {
+  recipientName?: string
+  changes: SubprocessorChange[]
+  effectiveDate: Date
+  objectionDeadline: Date
+  objectionEmail: string
+  subprocessorListUrl: string
+  subscriptionUrl?: string
+}): Promise<string> {
+  return await render(SubprocessorChangeEmail(params))
+}
+
 export async function renderFreeTierUpgradeEmail(params: {
   userName?: string
   percentUsed: number

apps/sim/components/emails/subjects.ts

@@ -20,6 +20,7 @@ export type EmailSubjectType =
   | 'abandoned-checkout'
   | 'free-tier-exhausted'
   | 'schedule-disabled'
+  | 'subprocessor-change'
   | 'onboarding-followup'
   | 'welcome'
 
@@ -66,6 +67,8 @@ export function getEmailSubject(type: EmailSubjectType): string {
       return `You've run out of free credits on ${brandName}`
     case 'schedule-disabled':
       return `A schedule was turned off on ${brandName}`
+    case 'subprocessor-change':
+      return `Upcoming change to ${brandName} sub-processors`
     case 'onboarding-followup':
       return `Quick question about ${brandName}`
     case 'welcome':