Anti-Spam and Email Sending Policy

ToolOn permits permission based email and lawful transactional communication. ToolOn does not permit unsolicited mass email. This Policy applies to every customer user sender domain list campaign template API message and integration using Communication Services.

1 Permission Standard

Marketing email may be sent only when the sender can demonstrate that the recipient requested or reasonably agreed to receive that category of email from the identified sender or where another lawful basis is expressly permitted in the recipient jurisdiction and accepted by ToolOn and its infrastructure provider. Provider rules may be stricter than local law and the stricter rule applies to use of ToolOn.

Recommended practice is confirmed or double opt in. Consent must be specific informed freely given and recorded. A general business card public profile website listing directory membership or prior email exchange does not by itself authorise bulk marketing through ToolOn.

2 Prohibited List Sources

• Purchased rented borrowed exchanged or broker supplied lists unless every recipient gave verifiable permission for the specific sender and campaign type and ToolOn approves the evidence in writing.
• Addresses scraped or harvested from websites social networks public filings directories search results or third party databases.
• Automatically generated guessed appended enriched or role addresses used without a lawful permission record.
• Old dormant lists where permission scope and current recipient expectation cannot be shown.
• Lists obtained through misleading pre checked bundled or forced consent or from another brand without a valid transfer notice and permission.
• Any list containing recipients who opted out complained or hard bounced unless the message is a strictly necessary lawful transactional message unrelated to marketing.

3 Required Consent Evidence

The customer must retain and provide on request the recipient address date and time of permission collection source URL event or form consent wording sender or brands named purpose categories privacy notice version IP address or other source evidence and confirmation event where double opt in is used. Imported lists must include source information. The customer must not fabricate or alter evidence.

4 Message Requirements

• Use an accurate From name From address Reply To routing information subject line and originating domain that identify the sender and content.
• Do not impersonate a person brand mailbox provider or prior conversation and do not use deceptive Re or Fwd subjects.
• Identify commercial or promotional content where required and include the sender legal or trading name and valid physical postal address.
• Include a clear visible functioning unsubscribe link in every marketing message and one click unsubscribe headers when required by mailbox provider standards.
• Explain why the recipient is receiving the email or identify the subscription relationship where appropriate.
• Do not conceal content manipulate filters use URL shorteners associated with abuse or include malicious misleading or prohibited links or attachments.
• Keep transactional messages primarily transactional. Do not use a receipt OTP security notice or service alert as a disguise for marketing.

5 Unsubscribe and Suppression

An unsubscribe must be free simple and usable without login. ToolOn will process a platform unsubscribe immediately or as soon as technically possible and in all cases within the period required by applicable law. A customer must honour direct opt out requests and upload them to suppression promptly. Suppressed recipients must not be re added through import sync API or another list. Suppression information may be retained to prevent further sends.

6 Sender Authentication

• Verify every sending domain and authorised sender identity before production use.
• Publish valid SPF and DKIM records and publish DMARC for bulk sending. The visible From domain must align with authenticated domains as required by recipient providers.
• Use TLS and valid DNS. Dedicated IP users must configure forward and reverse DNS where applicable.
• Use a separate subdomain and traffic stream for marketing and keep transactional messages operationally separate.
• Warm new domains and IP addresses gradually and send first to recent engaged recipients.
• Do not use free consumer mailbox addresses as bulk From identities or rotate domains to evade reputation controls.

7 Reputation Thresholds

ToolOn may apply stricter limits than a provider. Customers should maintain hard bounces below two percent complaints below zero point one percent and mailbox provider reported spam below zero point one percent and should never approach zero point three percent. ToolOn may warn or throttle when a hard bounce rate reaches two percent pause list imports or sending at three percent and suspend at five percent. ToolOn may suspend immediately when complaints reach zero point one percent a mailbox or infrastructure provider threshold is crossed or abuse is credible. Thresholds may be calculated over a representative volume rather than a fixed time period.

8 Transactional Email

Transactional email must relate to an action account purchase security event support request or service relationship expected by the recipient. It must use accurate routing information and may not contain substantial unrelated promotions. A marketing opt out does not prevent strictly necessary lawful transactional notices but it must prevent promotional content.

9 Customer Monitoring Duties

The customer must monitor bounces complaints blocks unsubscribes domain reputation and provider responses remove invalid addresses stop campaigns when metrics deteriorate and cooperate with investigations. Customers must use test addresses or provider simulators for testing rather than sending repeated tests to inactive or invented addresses.

10 ToolOn Enforcement

ToolOn may review consent evidence content sender authentication and reputation before or after a send. ToolOn may delay reject throttle quarantine disable tracking suspend a domain or account require remediation notify a provider or terminate access. Fees and unused credits may be non refundable when service is suspended for a material spam or abuse violation. ToolOn may retain evidence necessary to answer complaints protect infrastructure and comply with law.

11 Abuse Reports

A recipient or provider can report unwanted email to admin@scriza.in with complete message headers sender address recipient address date campaign identifier and reason. Reports are acknowledged promptly and assessed under the Grievance Redressal Policy. ToolOn will not require the recipient to contact the alleged sender when doing so could create risk.