Anti-spam policy: cover

1.      Introduction

1.1    In the context of electronic messaging, “spam” means [unsolicited, bulk or indiscriminate messages, typically sent for a commercial purpose].

1.2    We have a zero-tolerance spam policy.

3.      Spam filtering

3.1    Our messaging systems automatically scan all incoming [email and other] messages and filter out messages that appear to be spam.

3.2    We may also report incoming email as spam. This can result in IP addresses and domain names being blacklisted.

4.      Spam filtering issues

4.1    No message filtering system is 100% accurate, and from time to time legitimate messages will be filtered out by our systems.

4.2    If you believe that a legitimate message you have sent has been filtered out by our systems, please advise the message recipient by another means.

4.3    You can reduce the risk of a message being caught by the spam filters by:

(a)    sending the message in plain text (instead of, or in addition to, HTML);

(b)    removing any message attachments;

(c)     avoiding the terminology and text styling typically used by spammers; and/or

(d)    ensuring that your messages are scanned for malware before dispatch.

5.      User spam

5.1    We provide a facility that enables users to send [email messages] OR [private messages] OR [[message type(s)]] to others.

5.2    Users must not use our messaging facility or any of our other services to store, copy, send, relay or distribute spam.

5.3    Full provisions concerning the use of our messaging facility are set out in [our website terms and conditions of use].

6.      Receipt of unwanted messages from us

6.1    In the unlikely event that you receive any message from us or sent using our systems that may be considered to be spam, please contact us using the details below and the matter will be investigated.

7.      Variation

7.1    We may amend this policy at any time by publishing a new version on our website.

8.      Our details

8.1    This website is owned and operated by [name].

8.2    Our principal place of business is at [address].

8.3    You can contact us:

(a)    [by post, to [the postal address given above]];

(b)    [using our website contact form];

(c)     [by telephone, on [the contact number published on our website from time to time]]; or

(d)    [by email, using [the email address published on our website from time to time]].

[additional list items]

Free anti-spam policy: drafting notes

In this document, a website or service operator may set out its policies in relation to unwanted commercial communications, commonly known as spam.

Whilst spam filters, whitelists / blacklists and other technical measures are the most important anti-spam tools, a formal anti-spam policy can also help, demonstrating that the operator takes spam issues seriously.

This policy document opens with a defamation of spam, and an assertion that the operator does not tolerate spam. It covers the operator’s own spam filtering and reporting systems, the improper use of messaging facilities by users, and the sending of commercial messages by the operator.

Section 1: Introduction

Section 1.1

• What is “spam” for the purposes of this document?

Section 2: Credit

Section: Free documents licensing warning

Optional element. Although you need to retain the credit, you should remove the inline copyright warning from this document before use.

Section 3: Spam filtering

Optional element.

Section 3.1

• What types of messages are automatically scanned and filtered for spam?

Section 4: Spam filtering issues

Optional element.

Section 5: User spam

Optional element.

Section 5.1

• What types of messaging services are available to users, but potentially vulnerable to misuse by spammers? Email messages, private messages, or some other kind of message?
• Specify here the type or types of message that may be vulnerable to spammers.

Section 5.3

• Which document governs the use of the messaging facility generally?

Section 6: Receipt of unwanted messages from us

Optional element.

Section 6.1

You should consider setting up an “abuse@” email address for spam reporting.

Section 7: Variation

Optional element.

Section 8: Our details

Optional element.

Section 8.1

• What is the name of the company, partnership, individual or other legal person or entity that owns and operates the website?

Section 8.2

Optional element.

• Where is the relevant person’s head office or principal place of business?

Section 8.3

Optional element.

• By what means may the relevant person be contacted?
• Where is the relevant person’s postal address published?
• Either specify a telephone number or give details of where the relevant number may be found.
• Either specify an email address or give details of where the relevant email address may be found.