Anti-Spam Policy

WebNexa is committed to responsible email marketing practices and strict compliance with anti-spam laws worldwide.

Our Commitment

WebNexa maintains a zero-tolerance policy toward spam and unsolicited communications. We are committed to:

  • Sending only requested and relevant communications
  • Obtaining proper consent before adding contacts to our lists
  • Providing clear and easy unsubscribe mechanisms
  • Maintaining accurate sender identification
  • Complying with all applicable anti-spam laws and regulations
  • Regularly auditing our email practices and procedures

Legal Compliance

CAN-SPAM Act (United States)

We comply with the CAN-SPAM Act requirements:

  • Truthful Headers: Accurate "From," "To," and routing information
  • Honest Subject Lines: Subject lines that accurately reflect email content
  • Clear Identification: Clearly identify messages as advertisements when applicable
  • Physical Address: Include our valid physical postal address
  • Unsubscribe Mechanism: Provide clear and conspicuous unsubscribe options
  • Prompt Processing: Honor unsubscribe requests within 10 business days
  • Responsibility: Monitor third-party email activities on our behalf

CASL (Canada)

For Canadian recipients, we follow Canada's Anti-Spam Legislation:

  • Express Consent: Obtain clear consent before sending commercial messages
  • Implied Consent: Respect existing business relationships and inquiry-based consent
  • Identification: Clearly identify the sender and contact information
  • Unsubscribe: Provide easy and free unsubscribe mechanisms
  • Record Keeping: Maintain consent records and documentation

GDPR (European Union)

For EU recipients, we ensure GDPR compliance:

  • Lawful Basis: Establish lawful basis for processing (consent or legitimate interest)
  • Explicit Consent: Obtain clear, specific, and informed consent
  • Data Subject Rights: Respect rights to access, rectification, and erasure
  • Privacy by Design: Implement privacy-protective measures
  • Data Minimization: Collect only necessary personal data
  • Transparency: Provide clear privacy information

Other Regional Laws

We also comply with:

  • Australia: Spam Act 2003 and Privacy Act requirements
  • United Kingdom: PECR and UK GDPR requirements
  • Japan: Act on Regulation of Transmission of Specified Electronic Mail
  • Singapore: Spam Control Act and PDPA requirements
  • Brazil: Marco Civil da Internet and LGPD compliance
  • Bangladesh: Local telecommunications and data protection laws

Consent Management

Types of Consent

We recognize and manage different types of consent:

Express Consent

  • Explicit opt-in through forms or checkboxes
  • Verbal consent with proper documentation
  • Written consent with clear terms
  • Digital consent with timestamp and IP logging
  • Double opt-in confirmation processes

Implied Consent

  • Existing business relationships
  • Inquiry-based consent from contact forms
  • Business card exchanges at events
  • Published contact information (with limitations)
  • Membership or subscription relationships

Consent Documentation

We maintain detailed records including:

  • Date and time of consent
  • Method of consent collection
  • IP address and technical details
  • Specific consent language used
  • Source of the email address
  • Consent withdrawal history
  • Regular consent validation and updates

Email Collection Practices

Legitimate Collection Methods

We collect email addresses through:

  • Website Forms: Contact forms, newsletter signups, and service inquiries
  • Business Cards: Exchanged at networking events and meetings
  • Client Relationships: Direct business communications and contracts
  • Referrals: With proper consent from referring parties
  • Public Sources: Publicly available business directories (with limitations)
  • Events: Conference registrations and workshop attendees
  • Partnerships: Co-marketing activities with proper consent transfer

Prohibited Collection Methods

We never collect email addresses through:

  • Email harvesting or scraping
  • Purchasing email lists from third parties
  • Dictionary attacks or automated generation
  • Deceptive or misleading collection methods
  • Unauthorized access to email systems
  • Social media scraping without consent
  • Coercive or mandatory collection practices

Email Content Standards

Content Requirements

All our emails include:

  • Clear Sender Identification: WebNexa name and contact information
  • Accurate Subject Lines: Truthful and relevant to email content
  • Physical Address: Our complete business address
  • Unsubscribe Link: Clear and prominent unsubscribe mechanism
  • Contact Information: Multiple ways to reach us
  • Privacy Notice: Link to our privacy policy
  • Purpose Statement: Clear reason for the communication

Content Restrictions

We prohibit email content that:

  • Contains false, misleading, or deceptive information
  • Promotes illegal activities or services
  • Includes malicious software or links
  • Contains adult or inappropriate content
  • Violates intellectual property rights
  • Includes discriminatory or offensive material
  • Attempts to deceive spam filters

Unsubscribe Management

Unsubscribe Mechanisms

We provide multiple ways to unsubscribe:

  • One-Click Unsubscribe: Simple link in every email
  • Email Reply: Reply with "UNSUBSCRIBE" or "STOP"
  • Website Form: Online unsubscribe form
  • Phone Request: Call our office during business hours
  • Written Request: Mail to our physical address
  • Preference Center: Granular subscription management

Processing Timeline

  • Immediate: Automated unsubscribe links processed instantly
  • 24 Hours: Manual requests processed within one business day
  • Maximum: All requests honored within 10 business days
  • Confirmation: Unsubscribe confirmation sent when requested
  • No Re-subscription: No automatic re-addition to lists

Suppression Lists

We maintain comprehensive suppression lists:

  • Global unsubscribe list across all campaigns
  • Campaign-specific unsubscribe lists
  • Bounce and invalid email address lists
  • Complaint and spam report lists
  • Legal and regulatory suppression requirements
  • Regular list cleaning and validation

Technical Compliance

Email Authentication

We implement proper email authentication:

  • SPF Records: Sender Policy Framework configuration
  • DKIM Signing: DomainKeys Identified Mail signatures
  • DMARC Policy: Domain-based Message Authentication
  • Return-Path: Proper bounce handling configuration
  • List-Unsubscribe: RFC-compliant unsubscribe headers
  • Message-ID: Unique message identification

Delivery Best Practices

  • Reputation monitoring and management
  • Bounce rate monitoring and list hygiene
  • Complaint rate tracking and response
  • Engagement metrics analysis
  • Sending frequency optimization
  • IP warming for new sending domains
  • Regular deliverability testing

Third-Party Services

Email Service Providers

When using third-party email services:

  • Select providers with strong anti-spam policies
  • Ensure compliance with our standards
  • Maintain data processing agreements
  • Regular compliance audits and reviews
  • Monitor sending practices and reputation
  • Implement proper access controls

Marketing Automation

For automated email campaigns:

  • Consent verification before automation
  • Proper segmentation and targeting
  • Frequency capping and throttling
  • Behavioral trigger validation
  • Regular campaign performance review
  • Automated suppression list checking

Client Email Marketing

Client Responsibilities

When providing email marketing services to clients:

  • Clients must provide legally obtained email lists
  • Proper consent documentation required
  • Client compliance with applicable laws
  • Clear sender identification requirements
  • Unsubscribe mechanism implementation
  • Content approval and compliance review

WebNexa Obligations

We ensure:

  • Technical compliance with anti-spam laws
  • Proper email authentication setup
  • Deliverability optimization
  • Bounce and complaint handling
  • Suppression list management
  • Regular compliance monitoring
  • Client education and guidance

Monitoring and Enforcement

Internal Monitoring

We continuously monitor:

  • Email sending practices and patterns
  • Bounce rates and delivery metrics
  • Complaint rates and spam reports
  • Unsubscribe request processing
  • Consent documentation and validation
  • Third-party service compliance
  • Staff training and awareness

Violation Response

When violations are identified:

  • Immediate investigation and assessment
  • Suspension of problematic campaigns
  • Root cause analysis and documentation
  • Corrective action implementation
  • Staff retraining when necessary
  • Process improvement and prevention
  • Regulatory notification if required

Training and Education

Staff Training

All team members receive training on:

  • Anti-spam laws and regulations
  • Consent collection and management
  • Email content best practices
  • Technical compliance requirements
  • Unsubscribe processing procedures
  • Incident response and reporting
  • Regular updates and refresher training

Client Education

We provide clients with:

  • Anti-spam law overview and requirements
  • Best practices for email marketing
  • Consent collection guidance
  • Content creation guidelines
  • List management recommendations
  • Performance optimization tips
  • Compliance resources and tools

Reporting and Complaints

Spam Complaints

If you believe you've received spam from us:

  • Email: abuse@webnexa.com
  • Phone: +8801771770033
  • Online Form: Available on our website
  • Mail: WebNexa Compliance Department

Complaint Investigation

We will:

  • Acknowledge receipt within 24 hours
  • Investigate the complaint thoroughly
  • Take appropriate corrective action
  • Respond with findings and resolution
  • Implement preventive measures
  • Document the incident and response

Data Retention and Deletion

Email Data Retention

We retain email-related data according to:

  • Active Subscribers: Until unsubscribe or consent withdrawal
  • Unsubscribed Users: Suppression list maintained indefinitely
  • Consent Records: Minimum 3 years or as required by law
  • Campaign Data: 2 years for performance analysis
  • Complaint Records: 5 years for compliance documentation
  • Bounce Data: 1 year for deliverability management

Data Deletion

Upon request or expiration:

  • Secure deletion from active systems
  • Backup and archive removal
  • Third-party service notification
  • Deletion confirmation documentation
  • Suppression list maintenance (for compliance)

International Considerations

Cross-Border Communications

For international email campaigns:

  • Compliance with destination country laws
  • Time zone considerations for sending
  • Language and cultural appropriateness
  • Local unsubscribe and contact options
  • Currency and legal jurisdiction disclosure
  • Data transfer compliance requirements

Regional Adaptations

We adapt our practices for:

  • Local language requirements
  • Cultural communication norms
  • Regional business hours
  • Local contact information
  • Jurisdiction-specific legal notices
  • Currency and pricing displays

Emergency Procedures

Spam Incident Response

In case of spam incidents:

  • Immediate: Stop problematic campaigns
  • 1 Hour: Assess scope and impact
  • 4 Hours: Implement containment measures
  • 24 Hours: Complete investigation and report
  • 48 Hours: Implement corrective actions
  • 1 Week: Review and improve processes

Blacklist Response

If our domains or IPs are blacklisted:

  • Immediate investigation and root cause analysis
  • Corrective action implementation
  • Blacklist removal request submission
  • Monitoring and follow-up
  • Process improvement and prevention
  • Client communication and updates

Contact Information

For anti-spam policy inquiries:

  • Compliance Officer: compliance@webnexa.com
  • Abuse Reports: abuse@webnexa.com
  • Unsubscribe Requests: unsubscribe@webnexa.com
  • General Inquiries: info@webnexa.com
  • Phone: +8801771770033
  • Address: Dhaka, Bangladesh

Policy Updates

This anti-spam policy is reviewed and updated to reflect:

  • Changes in anti-spam laws and regulations
  • Industry best practices and standards
  • Technology and platform updates
  • Client feedback and requirements
  • Lessons learned from compliance activities
  • Regulatory guidance and enforcement actions

Effective Date

This Anti-Spam Policy is effective as of January 1, 2024.

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