Email Marketing & Anti-Spam Policy

1. Scope

This Email Marketing & Anti-Spam Policy applies to email marketing campaign services performed by 316 Traffic and to email addresses or recipient lists supplied by a client for campaign preparation or sending. The policy is intended to reduce unlawful or unwanted commercial email and to establish clear responsibilities between us and the client.

2. Client Authority Over Recipient Lists

The client must have a lawful basis to use each recipient list supplied for an email campaign. The client is responsible for the source of the list, consent records where consent is required, business relationship records, suppression lists, unsubscribe requests, and any jurisdiction-specific requirements that apply to the recipients. A list should not be provided if the client cannot reasonably demonstrate the right to send the proposed message.

3. No Scraped or Misrepresented Lists

Clients must not ask us to send campaigns to unlawfully scraped addresses, addresses obtained through deception, or lists acquired in a manner that violates applicable law or the rules of the selected email service provider. Purchased or rented lists carry significant compliance and deliverability risk and should not be used unless the client has independently confirmed that the specific use is lawful and permitted by the email platform.

4. Accurate Sender Information

Commercial email should identify the sender accurately. Header information, sender name, reply information, subject line, business identity, and other required disclosures must not be materially false or misleading. The client is responsible for providing accurate business identification details and for reviewing the final campaign before sending.

5. Unsubscribe Mechanism

Where required, commercial email must provide a clear and functional method for recipients to opt out of future marketing email. Unsubscribe requests should be honored within the legally required time and should be added to an appropriate suppression mechanism so the address is not re-added to future marketing sends by mistake.

6. Physical Address and Required Disclosures

Applicable laws and email platform rules may require a valid physical postal address or other business identification in commercial email. The client must provide the correct information for its own business when the campaign is sent on the client's behalf. We do not advise a client to use another party's address as a substitute for its own required identification.

7. CAN-SPAM and Other Laws

For campaigns subject to the United States CAN-SPAM Act, the sender must comply with requirements relating to deceptive headers and subject lines, identification of commercial content where required, postal address information, opt-out functionality, and prompt honoring of unsubscribe requests. Other jurisdictions may impose stricter consent, privacy, or electronic marketing rules. The client remains responsible for determining the laws applicable to its recipient base and business activity.

8. Email Service Provider Rules

Email platforms can impose anti-spam policies that are stricter than minimum legal requirements. We may decline to send, prepare, or configure a campaign that appears likely to violate platform rules, create material deliverability risk, or rely on a list of questionable origin. We may also request list-source information or proof of consent before proceeding.

9. Deliverability

Compliance does not guarantee inbox placement. Mailbox providers and spam filters evaluate sender reputation, authentication, engagement, complaint rate, content, list hygiene, volume, and many other signals. We do not guarantee delivery, inbox placement, open rate, click rate, or other email performance metrics.

10. Suppression and Data Handling

Suppression lists and unsubscribe information should be handled carefully because they exist to prevent unwanted future contact. Clients should not delete suppression records in a way that causes opted-out recipients to be re-imported into active marketing lists. Recipient data should be limited to what is necessary for the campaign and handled according to applicable privacy obligations.

11. Right to Refuse or Stop a Campaign

We may refuse or stop work on a campaign if we reasonably believe the list source, message content, sender identification, consent position, or requested sending practice presents a material legal, platform, security, or reputation risk. Such a decision does not transfer the client's compliance responsibility to us.