Migrating to a new email solution is a perfect opportunity to start fresh, cleanse your list, and ensure compliance with legal and regulatory guidelines.
As a sender, the first thing you need to do is make sure that your practices and the use case you want to implement take into account local legal requirements and Batch email sender guidelines.
Legal requirements
Ensure compliance with relevant data protection and anti-spam regulations, including:
Verify that you have clear consent for all recipients, including context information (e.g. date, scope) and confirm that no renewal of consent is required.
During this step, you may need to review your subscription flow and redefine what you consider a "marketing opt-in" to ensure the validity of obtained consents. Some countries, like Germany, may require implementation of a double opt-in process.
Important note: Consult with a qualified lawyer or legal service if you have any questions or concerns regarding these matters.
Batch guidelines
Batch guidelines, accepted by all customers, specify that each customer must:
Consent & opt-in collection
Be aware of the specific rules for sending emails, under the legislation applicable in the countries to which each customer sends emails.
Only provide a recipients base collected solely on the basis of explicit consent and provide any demonstration in this regard, at Batch's first request.
Respect (or make respect) the rules governing the collection of opt-ins and in particular, not to pre-check the opt-in boxes and ensure that the person has full knowledge of the content to which they subscribe.
Recipients base quality
Transmit to Batch only data or information of which you are the owner, assignee or licensee. Accordingly, you must not store email addresses or send messages to email addresses scraped on the Internet and / or automatically send emails from forms without any protection. Using a purchased / rented third party’s recipients list is prohibited.
Ensure the quality of the data provided to Batch. Data must be up to date (for example, the email address of a recipient must be correct) and collected legally and in accordance with the objectives pursued by the customer in subscribing to Batch's Email Services.
Subscription forms exposed on the Internet must be protected against subscription bombing attacks (e.g. reCaptcha, invisible fields, etc) and include mechanisms to prevent the collection of mistyped email addresses and other problematic email addresses (e.g. role email addresses, disposable email addresses, etc).
Ensure that the email addresses and the sending plan do not disrupt the Batch Services and do not create rejection by the technical intermediaries (impact on the reputation and/or blacklisting of DNS or IP addresses of Batch, etc).
Email activity
Strictly respect subscribers' consent. Sending emails that require a marketing opt-in according to Batch without respecting the user consent is strictly prohibited. Examples of use cases requiring a marketing opt-in include, but are not limited to, onboarding emails and abandoned cart alerts.
Never send an email to recipients without their clear consent. Allowing your users to send emails, such as referral invitations or other similar use cases, to friends or contacts who have not provided consent is prohibited.
Do not send marketing messages to inactive recipients (who have not opened or clicked on messages for a very long period of time, which is assessed according to the sector of activity).
Be aware of the rules and guidelines of the main technical intermediaries and inbox providers (e.g. Google, Microsoft, Orange, etc).
Have a "legitimate" website (in the sense given by the email service providers / email inbox providers) linked to the sending domain name.
Add a clearly identifiable opt-out link in marketing messages and make the opt-out procedure easy for the user. Implementing a double opt-in procedure is highly recommended in countries where this is not a legal requirement.
Indicate a physical address in the footer of the email.
Notify Batch in the event of sending a volume extremely higher than its usual sending volume.
Inbox providers & anti-spam organizations guidelines
Read thoroughly the updated inbox providers' guidelines to ensure you comply with the latest requirements regarding recipient list quality and more: