Anti-Spam Policy

Company Letterhead

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

1. Purpose

This Anti-Spam Policy establishes the rules for sending commercial electronic messages (CEMs) to ensure compliance with applicable anti-spam legislation in Southern Africa and to protect the privacy and preferences of email recipients. This policy applies to all employees, contractors, and third parties sending CEMs on behalf of {{company_name}}.

2. Definition of Commercial Electronic Message (CEM)

A CEM is any electronic message sent to an electronic address that encourages participation in a commercial activity, regardless of whether there is an expectation of profit. This includes, but is not limited to, messages sent by email, instant messaging, social media direct messages, and SMS.

3. Consent Requirements

{{company_name}} requires express or implied consent from recipients before sending CEMs. For express consent, recipients must explicitly agree to receive CEMs. For implied consent, a pre-existing business or non-business relationship must exist, as defined by relevant legislation.

Records of consent, including the date, time, and method of consent, must be maintained for a period of {{record_retention_period}} from the date the consent was given, or for {{record_retention_period_from_withdrawal}} years from the date permission was withdrawn.

4. Identification Information

All CEMs sent by or on behalf of {{company_name}} must clearly identify the sender. This includes:

- The name of {{company_name}}.

- Contact information for {{company_name}}, including a postal address and either a phone number, email address, or website address.

- If the message is sent on behalf of another entity, the identifying information of that entity must also be clearly stated.

5. Unsubscribe Mechanism

Every CEM must include a clearly functional and conspicuous unsubscribe mechanism. This mechanism must allow the recipient to easily and freely opt-out of receiving future CEMs. The unsubscribe request must be processed within {{unsubscribe_processing_time}} business days of receipt.

6. Prohibited Activities

The following activities are strictly prohibited:

- Sending CEMs without consent.

- Altering or concealing header information to mislead recipients about the origin of the message.

- Using false or misleading subject lines.

- Harvesting email addresses from websites or other public sources without consent.

- Installing computer programs without express consent.

- Sending malware or any other malicious software.

7. Employee Responsibilities

All employees involved in sending CEMs are responsible for understanding and adhering to this policy. Failure to comply may result in disciplinary action up to and including termination of employment.

Employees are encouraged to report any suspected violations of this policy to {{compliance_officer_name}} at {{compliance_officer_email}}.

8. Third-Party Compliance

Any third-party vendors, partners, or contractors sending CEMs on behalf of {{company_name}} must also comply with this Anti-Spam Policy and all relevant anti-spam legislation. {{company_name}} reserves the right to audit third-party compliance.

9. Policy Review

This policy will be reviewed periodically, at least every {{review_period}} years, or as necessitated by changes in legislation or business practices.

Last Review Date: {{last_review_date}}

Signature Block

___________________________

{{authorised_signatory_name}}

{{authorised_signatory_title}}

{{company_name}}

Date: {{date}}