We do allow the use of email mailing lists though there are some conditions in place as set out below. We recommend the use of a mailing list application called Dada Mail due to it's large amount of features, ease of use and server resource usage (eg ability to 'batch send'). Operating mailing lists using a basic home made script or a non mailing list application (eg forum application 'Email All' feature) are not recommended due to the lack of options and flexibility with these methods.
Anyone operating a mailing list should first pay careful attention to our terms and conditions and ensure that all mailing lists comply with the rules set out below (those marked with an asterisk are requirements meaning that mailing lists not abiding with the points marked with an asterisk will not be permitted). |
| NO SPAM * |
| It goes without saying that our servers are not to be used to send spam email (unsolicited bulk email). |
| NO Safelists or Purchased lists * |
| We do not allow 'safe lists' or other similar schemes whereby advertisers trade email contacts. In addition to this, the vast majority of email address lists available for sale on the internet as 'legitimate opt-in lists of contacts who have agreed to be sent advertising emails' are fake and will lead to large numbers of spam reports so we do not allow the use of these purchased lists - all addresses on a mailing list must agree to be sent emails specifically with the website sending the emails. |
| MUST BE Double Opt-In * |
An opt-in method of list subscription is where the subscriber asks to be put on the list by, for example, entering their email address in a website form to become subscribed.
We require that list administrators employ double opt-in methods whereby the subscriber has to authorise being added to the list after submitting their email address. This usually takes the form of an automated email being sent to the address submitted where a link needs to be clicked to confirm the subscription.
Not only does this get extra confirmation from the client, it also ensures that the email address is valid (avoiding problems with email bounces when sending to the list) and also that the email address is owned by the person subscribing (avoiding problems with people entering addresses not owned by them on website forms).
List administrators are also asked to keep evidence/logs of the date and method that subscribers agreed to be included in the mailing list. |
| MUST CONTAIN Unsubscribe Instructions * |
All emails sent to the mailing list must contain clear instructions for unsubscription, ie not tiny text or otherwise hidden away within the email content . At a minimum, subscribers should be able to unsubscribe at any time by emailing to request this with unsubscription requests processed in a timely fashion.
We strongly recommend that list administrators implement an automated weblink unsubscription whereby all mailings contain a "click here to unsubscribe" link which will allow the user to be removed from the list in one click with no human intervention. This will also allow us to process unsubscriptions if any subscribers send in spam complaints and be more reliable as most do not feel comfortable replying to an email they consider as unwanted.
We do not force list administrators to use a weblink method of unsusbscription but should any list generate regular spam complaints we do reserve the right to insist on this method of unsubscription for future mailings on our server. |
| MUST BE Single Opt-Out * |
| We ask that those operating mailing lists allow unsubscriptions (opt-out's) with no email confirmation or other additional tasks required by those unsubscribing. If a subscriber clicks the unsubscribe link or request unsubscription their email address should then be removed from the database with no email confirmation or other tasks required. |
| NO Mailing List only hosting * |
| Mailing lists in use which send mailings primarily advertising/promoting a website not hosted with us are not permitted. |
| Reasons for email |
| We recommend that all mailings contain clear information detailing who the email is from and why the subscriber is being sent it (eg because the subscriber asked to be kept informed via the list). |
| Also, in order to help greatly if spam complaints do occur, we ask that the subscribers email address is included as text somewhere within the email so we know who the complaint is from and can be put in the email headers, within the content or embedded within the unsubscribe link (preferred method) or elsewhere in the email. This is because most blacklist notifications remove the senders email address which prevents us from knowing which email address needs to be removed from the database. |
| Example |
An example of a mailing list email which compilies with the above requirements is shown below:
Joe Bloggs,
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This email is being sent to you ( email@address.com) because you are subscribed to the 'New Products' mailing list operated by The Online Clothing Company after submitting the subscription form on our website ( http://www.clothingcompany.com) and verified the email address.
** mailing list email content here **
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The operator of this mailing list can be contacted as shown below:
The Online Clothing Company, Address, Phone Number
To alter your subscription options please click here:
http://www.clothingcompany.com/listoptions.php?email=email@address.com
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| The guidelines above should result in no (or very few) problems relating to spam reports being sent by receivers of email they consider as spam which by law we are required to investigate with utmost urgency. Despite the above we maintain the right to suspend or impose additional requirements on any mailing list which generates a large number of abuse complaints in order to keep the server from being blacklisted and causing email problems for all other clients. |
