Anti-Spam Policy & Acceptable Use

eMailBase is built to support responsible email marketing and automation. We do not tolerate spam in any form. This policy applies to all customers, sub-users, and email activity conducted through the platform, regardless of the sending provider used.

This policy supplements eMailBase's Terms of Service and Privacy Policy.

1. Responsible Email Practices

eMailBase is committed to building a healthy email sending ecosystem, protecting recipients, maintaining the platform's overall sending reputation, and supporting customer compliance to the highest standards. Every email sent via eMailBase must have value to the recipient, based on a legal basis for consent and accurate sender identification.

2. Applicable Legal Framework

When using eMailBase, you are responsible for complying with all email marketing laws and regulations applicable in the areas where you and your recipients reside, including but not limited to:

• CAN-SPAM Act (United States) — Requires accurate sender identification, physical address in emails, clear unsubscribe mechanism, and 10 business day cancellation processing.
• GDPR (European Union / UK) — Requires explicit consent, valid legal basis, right to object and right to deletion for marketing email recipients.
• CASL (Canada) — Requires express or implied consent before submission, full identification, and unsubscribe mechanism.
• PDPA (Thailand, Singapore) — Requires consent, notification of purpose, and data access/correction rights.
• Decree 13/2023/ND-CP (Vietnam) — Regulations on personal data protection, processing consent and data subject rights.
• Law 91/2015/QH13 (Vietnam) — Regulations on advertising via email, consent to receive and cancel receipt of advertising.

3. Lawful Basis for Sending

You must only send emails to recipients whom you have a lawful and appropriate basis to contact. Acceptable facilities include:

• Explicit consent (Opt-in): The recipient has actively agreed to receive marketing emails from you, with evidence of recognition (time, source, content of consent).
• Double Opt-in: Recommended method — recipient confirms subscription via confirmation email.
• Existing customer relationship: The recipient is a current customer, partner, or user and the email is directly related to that relationship.
• Other legal basis: Other basis permitted by applicable law (e.g. legitimate interests under GDPR), provided you can demonstrate upon request.

4. Recipient List Sources

eMailBase strictly prohibits the use of the following list sources:

• List of purchase or rent from third parties;
• List of automatic collection (scraping) from websites, forums or social networks;
• List of unknown origin or no evidence of agreement;
• Lists shared from other accounts or organizations without legal basis for consent to transfer.

We reserve the right to request you to provide evidence of the origin of the listing and the basis for consent at any time.

5. Sender identification

Each email campaign sent through eMailBase must comply with the identification requirements:

• Accurate sender name: Use a recognizable real name or brand name that is not misleading.
• Valid sending email address: Use an email address on a domain you own and have authenticated.
• Truthful email subject line: The subject line must reflect the true content of the email and must not be deceptive or misleading.
• Physical address: Include a valid physical address of the sending organization (required by CAN-SPAM).

6. Unsubscribe Requirements

All marketing emails sent through eMailBase must include an unsubscribe mechanism that complies with the following standards:

• Easy to find, easy to use: The unsubscribe link must be clearly visible, functional and not require a login.
• One-Click Unsubscribe: Recommended implementation of RFC 8058 (List-Unsubscribe-Post) standard to support one-touch unsubscribe.
• Timely processing: Unsubscribe requests must be processed immediately or within a maximum of 2 business days. eMailBase automatically handles unsubscribes and blacklisting.
• Global block list: People who have unsubscribed will not receive further marketing emails from that list, unless they actively subscribe again.

7. Required Technical Authentication

Before sending a campaign, customers must complete technical validation for the sending domain:

• SPF (Sender Policy Framework) — Determines which servers are allowed to send email on behalf of the domain.
• DKIM (DomainKeys Identified Mail) — Digital signature that verifies email has not been altered during transmission.
• DMARC (Domain-based Message Authentication, Reporting and Conformance) — Authentication policy combining SPF + DKIM, protecting against domain spoofing.

eMailBase provides a DNS scanning tool to check authentication status. We recommend fully setting up all three protocols before starting to send.

8. List Hygiene and Quality Management

It is the customer's responsibility to maintain the quality of the submission list:

• Handling bounce emails (Bounce): eMailBase automatically handles hard bounces and puts them on the block list. Listings with unusually high bounce rates may be limited or require cleaning.
• Complaint tracking: Monitor spam complaint rates. A complaint rate exceeding the 0.1% threshold will trigger an alert; Exceeding 0.3% may result in a limit or suspension.
• Remove inactive contacts: Regularly review and remove long-term inactive email addresses to maintain sending reputation.
• Verify contacts: Use the Verify Contacts feature before sending to large or long-lost lists.

9. IP Warm-up and Sending Volume Management

When using a new IP or domain name to send email:

• You must complete an IP warm-up by gradually increasing sending volume according to the recommended schedule, helping establish reputation with mailbox providers such as Gmail, Yahoo, and Outlook.
• eMailBase provides automated IP warm-up in the sending hub. Customers should enable it when adding a new IP.
• Sending a large volume from a new or unwarmed IP may trigger provider limits, cause messages to reach spam folders, or result in blocking.

10. Prohibited Content

You may not use eMailBase to send the following content:

• Content that is fraudulent, fake (phishing) or impersonates another organization;
• Malware, viruses, malicious code or links to websites containing malware;
• Content that is illegal under applicable law;
• Content that harasses, threatens, incites violence or discriminates;
• Content that violates the copyright, trademark or intellectual property rights of a third party;
• Content related to illegal gambling, unapproved pharmaceuticals, or weapons;
• Any content intended to steal the recipient's personal, financial, or login information.

11. Enforcement Process

eMailBase applies the following steps to handle violations:

• Step 1 — Detection: Potential violations are identified through automated monitoring of bounce rates, complaints, and content, as well as provider or recipient reports.
• Step 2 — Investigation: Review the content, list source, submission history, and basis for consent.
• Step 3 — Warning: Notify customers of the violation and request remediation within a reasonable time limit.
• Step 4 — Restriction: Restrict sending volume, temporarily disable specific features, or request further information.
• Step 5 — Suspension: Suspend workspace if violations are serious or not remedied.
• Step 6 — Termination: Permanent account termination in case of repeated egregious violations, intentional spamming or illegal activity.

eMailBase reserves the right to suspend workspace immediately without prior warning in the event of a serious violation that threatens the system, general sending reputation or violates the law.

12. Reporting Violations and Contact

If you receive unsolicited email sent through eMailBase, or discover a policy violation, please report it at:

• Email: hi@emailbase.net
• Report content: Please provide original email headers, email content, date of receipt and problem description to assist with the investigation.

We commit to review and respond to all reports of violations within a reasonable time.