Anti Spam Policy
# Anti-Spam Policy
**Effective Date:** 1 Jan 2024
**Last Updated:** 1 Jan 2024
## 1. Policy Overview
This Anti-Spam Policy governs the use of Mailvio's email service platform and establishes strict guidelines to prevent spam, maintain sender reputation, and ensure compliance with applicable laws. All users of our platform must adhere to these requirements without exception.
## 2. Prohibited Activities
### 2.1 Spam and Unsolicited Communications
Users are strictly prohibited from sending unsolicited bulk email, spam, or any communication that violates applicable anti-spam laws including but not limited to the CAN-SPAM Act, GDPR, and CASL. This includes:
- Sending emails to recipients who have not explicitly opted in to receive communications
- Continuing to send emails after recipients have unsubscribed or opted out
- Using purchased, rented, harvested, or third-party email lists without verifiable opt-in consent
- Sending emails with deceptive subject lines, headers, or sender information
- Failing to include accurate sender identification and physical address information
- Omitting clear and conspicuous unsubscribe mechanisms
### 2.2 Content Restrictions
The following content types are strictly prohibited:
- Illegal products or services
- Adult content or sexually explicit material
- Gambling or casino-related content (except where legally permitted)
- Pharmaceutical products without proper licensing
- Multi-level marketing or pyramid schemes
- Content promoting violence, hatred, or discrimination
- Phishing attempts or fraudulent schemes
- Malware, viruses, or malicious code
- Content that infringes intellectual property rights
### 2.3 Technical Violations
Users must not engage in activities that could compromise our infrastructure or reputation:
- Attempting to circumvent security measures or authentication protocols
- Using misleading or forged header information
- Sending at volumes that exceed agreed-upon limits without authorization
- Using shared or compromised credentials
## 3. Consent and List Management Requirements
### 3.1 Explicit Consent
All email recipients must have provided clear, explicit consent to receive communications. Acceptable forms of consent include:
- Single or Double opt-in confirmation processes
- Checkbox consent with clear description of email content and frequency
- Verbal consent with documented proof and timestamp
- Transactional relationship consent for relevant business communications
### 3.2 List Hygiene Standards
Users must maintain clean, up-to-date email lists by:
- Removing invalid email addresses promptly
- Honoring unsubscribe requests within 10 business days maximum
- Implementing re-engagement campaigns for inactive subscribers
- Maintaining detailed records of consent and list sources
- Regularly removing hard bounces and repeated soft bounces
### 3.3 Unsubscribe Requirements
Every commercial email must include:
- A clear, conspicuous unsubscribe link or mechanism
- Processing of unsubscribe requests within 10 business days
- No requirement for recipients to provide additional information beyond their email address
- No fees or charges for unsubscribing
- Immediate cessation of emails to unsubscribed addresses
## 4. Authentication and Technical Standards
### 4.1 Email Authentication
All emails sent through our platform must implement proper authentication protocols:
- SPF (Sender Policy Framework) records must be properly configured
- DKIM (DomainKeys Identified Mail) signing is mandatory for all outbound emails
- DMARC (Domain-based Message Authentication, Reporting, and Conformance) policies must be established
- Reverse DNS records must be properly configured
### 4.2 Sending Practices
Users must adhere to industry best practices:
- Maintaining consistent sending patterns and volumes
- Using dedicated IP addresses for high-volume sending when recommended
- Implementing proper bounce handling and feedback loop processing
- Monitoring sender reputation metrics and delivery rates
## 5. Compliance Monitoring and Enforcement
### 5.1 Automated Monitoring
Our platform employs automated systems to monitor:
- Bounce rates, complaint rates, and engagement metrics
- Content scanning for prohibited material
- Volume and frequency pattern analysis
- Authentication protocol compliance
- Recipient list quality and hygiene
### 5.2 Complaint Handling
We maintain strict complaint handling procedures:
- Immediate blocking of senders generating complaints for specific campaigns
- Account-wide restrictions for users generating excessive complaints across multiple campaigns
- Integration with major ISP feedback loops for real-time complaint processing
- Detailed complaint reporting and tracking for all users
### 5.3 Enforcement Actions
Violations of this policy may result in:
- Immediate suspension of sending privileges
- Account termination without refund
- Reporting to relevant authorities and ISPs
- Legal action for damages to our reputation or infrastructure
- Permanent ban from our platform and related services
## 6. Account Requirements and Due Diligence
### 6.1 User Verification
All new accounts must complete our verification process including:
- Business verification and legitimacy confirmation
- Consultation call with our team
- Fill out a questionnaire regarding intended use and email practices
- Review and approval of initial email templates and lists
- Agreement to ongoing monitoring and compliance requirements
### 6.2 High-Volume Sender Requirements
Users sending over 1 million emails per month must:
- Provide additional business documentation and references
- Undergo enhanced due diligence review
- Implement dedicated IP warming procedures
- Maintain higher list quality and engagement standards
- Submit to more frequent compliance reviews
## 7. Reporting and Cooperation
### 7.1 Abuse Reporting
Users and recipients may report suspected violations through:
- Email: abuse@mailvio.com
All reports will be investigated promptly and appropriate action taken within 24 hours of receipt.
### 7.2 Law Enforcement Cooperation
We fully cooperate with law enforcement agencies and regulatory bodies investigating spam or other illegal activities. We maintain detailed logs and records to support such investigations when legally required.
## 8. International Considerations
### 8.1 Multi-Jurisdictional Compliance
Users sending emails internationally must comply with applicable laws in recipient countries including:
- Canada's Anti-Spam Legislation (CASL)
- European Union General Data Protection Regulation (GDPR)
- Australia's Spam Act
- Other relevant local anti-spam legislation
### 8.2 Data Protection
All user data and email content are handled in accordance with applicable data protection laws. Users are responsible for ensuring their own compliance with data protection requirements in their jurisdiction.
## 9. Policy Updates and Communication
This policy may be updated periodically to reflect changes in law, technology, or business practices. Users will be notified of material changes with at least 30 days advance notice. Continued use of our services after policy updates constitutes acceptance of the revised terms.
## 10. Contact Information
For questions regarding this policy or compliance requirements:
**Email:** support@mailvio.com
## 11. Legal Disclaimer
This policy is designed to ensure compliance with applicable laws and industry best practices. Users remain solely responsible for ensuring their email practices comply with all applicable laws and regulations. Mailvio reserves the right to make final determinations regarding policy violations and appropriate enforcement actions.
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**Acknowledgment:** By using Mailvio's email service platform, you acknowledge that you have read, understood, and agree to comply with this Anti-Spam Policy in its entirety.
