Anti-Spam Policy
Last updated: 2025-10-30
This Anti-Spam Policy (“Policy”) supplements the Mailpool Terms of Service and governs all use of the Mailpool email infrastructure, domains, and outbound delivery. All customers, sub-accounts, senders, affiliates, and third-party users of Mailpool’s service (“You”, “Your”) must comply with this Policy. Violation of this Policy may lead to account suspension, termination, and denial of future service.
1. Legal Compliance
You must comply with all applicable anti-spam, privacy, and consumer-protection laws and regulations of countries in which you send email (for example: the EU e-Privacy Directive, Sweden’s Electronic Communications Act, the U.S. CAN-SPAM Act, Canada’s CASL). Mailpool reserves the right to audit, monitor, and respond to any regulatory or third-party complaints.
2. Permitted Use / Opt-In Requirement
You may send email via Mailpool only to recipients who have explicitly opted-in (given prior express permission) to receive your communications (transactional or marketing).
Importing, purchasing, renting, or otherwise acquiring third-party recipient lists without your own documented opt-in evidence is strictly prohibited.
If you rely on an existing business relationship (e.g., a past purchase) to send marketing email, you must clearly have provided recipients with notice they may receive marketing and a simple opt-out mechanism.
3. Unsubscribe / Opt-Out Mechanism
Every commercial or promotional message must contain a clearly visible and functioning unsubscribe or opt-out link or mechanism.
Unsubscribe requests must be processed without delay (no more than 10 business days) and you must not send further messages to recipients who have opted out or unsubscribed.
4. Message Content Standards
You must ensure the following for all messages sent via Mailpool:The “From”, “Reply-To”, and “Sender” headers must accurately identify you (or your authorized brand) as the sender and must not mislead recipients.
Subject lines and header information must not be false, fraudulent, or misleading.
All required legal disclosures (physical address, contact information, if applicable) must be present.
If the message is advertising or solicitation, it must clearly state that fact and include the required opt-out mechanism.
5. Prohibited Practices
Without limitation, you must not do any of the following:Send unsolicited bulk email (spam), defined as email to recipients who have not opted-in.
Use harvested lists, scraped emails, or addresses generated by algorithm.
Use purchased, rented or borrowed lists unless you maintain documented opt-in and list provenance.
Send email on behalf of another party without verifying that party’s compliance with this Policy and maintaining documented evidence of their consent.
Send messages to recipients who previously opted-out or unsubscribed, or to invalid/closed accounts repeatedly.
Forging or manipulating message headers, using deceptive routing, or disguising the origin of the email.
Use or embed hidden tracking or pixel mechanisms without clear notice, or misuse tracking in a manner that deceives recipients.
Circumvent spam filters, abuse reports, or blacklist mechanisms (for example, by rotating domains or IPs to avoid reputation systems).
6. List Hygiene, Monitoring & Reputation
As part of using Mailpool’s infrastructure, you are required to maintain good list hygiene and abide by monitoring thresholds:Regularly remove inactive subscribers (e.g., no opens/clicks in the past 3-6 months) to reduce bounce and complaint rates.
Immediately cease sending to any list that is generating a high complaint/abuse rate, or bounce rate above acceptable thresholds.
You must cooperate in any investigations and respond promptly to Mailpool’s requests for information regarding opt-in proof, sources of lists, complaint logs, etc.
7. Abuse Reporting & Investigation
If Mailpool receives a complaint, feedback loop alert, black-list notification (such as listing of mailpool.email or mailpool.ai) or otherwise suspects abuse, we will initiate an investigation. This may include:Requesting you to provide opt-in records, list source documentation, sample messages, and unsubscribe logs.
Immediate suspension or termination of any user or domain found to be in violation of this Policy.
Remediation actions such as purging the list, re-verifying subscribers, revising templates, or placing account on probation.
8. Infrastructure & Domain Usage
Because Mailpool acts as an ESP and provides infrastructure (including domains such as mailpool.email, mailpool.ai, tracking and redirect links), you acknowledge that:The domain mailpool.email (and related domains) may appear in customer messages (for example tracking pixels, link-redirects, open/click logs) but Mailpool does not market or send promotional content on behalf of its customers unless explicitly agreed.
Customers must not use Mailpool’s domains or infrastructure to send unsolicited email or to mask their own brand identity in a misleading way.
Mailpool monitoring of infrastructure reputation (IP, domain, link domains) is continuous. Any domains or IPs that are blacklisted or flagged may be subject to immediate suspension.
8.1. Prohibition on Advertising Mailpool Domains
The Mailpool system domains (including but not limited to mailpool.email, mailpool.ai, and any related subdomains such as track.mailpool.email, click.mailpool.ai, etc.) are provided solely for technical purposes such as message routing, tracking, and infrastructure operation.These domains must not be promoted, advertised, or displayed in any commercial message, marketing material, or email content for the purpose of marketing Mailpool or any other product or service.Customers are prohibited from using Mailpool’s infrastructure domains as the primary content of an advertisement, or in a way that could reasonably cause the domains to appear as advertised entities in third-party spam reports or blacklists.Mailpool actively monitors and removes any content or user activity that results in the appearance of its domains in unsolicited advertisements.
9. Sanctions for Violations
If you violate this Policy, or fail to promptly respond to an investigation, Mailpool reserves the right to:Temporarily suspend your sending privileges without notice.
Permanently terminate your account and erase or retain data as required by law.
Refuse any refunds or credits in the event of disciplinary action.
Report the violation or your user identity to third-party blacklist operators, anti-spam organisations, or law-enforcement where applicable.
10. Limitation of Liability
Mailpool provides the infrastructure and services “as is” and accepts no liability for the deliverability of your messages, any spam classification, or the reputation of your sending domain or IP. You remain fully responsible for all content, recipient lists, and compliance with applicable laws and this Policy.
11. Changes to This Policy
We may modify or update this Policy at any time by posting a revised version at mailpool.ai. Your continued use of Mailpool services following any change constitutes your acceptance of the revised Policy.