Email Policy

In order to ensure a high level of service and a high-quality email delivery service to our customers, we ask you to carefully familiarize yourself with our policies about sending emails through the service. By complying with these policies and rules, you are also ensuring that you are not violating the clauses about sending emails as described in the terms of service.

1. Complying with Laws, Practices and Regulations

When sending mass emails to target groups through the service, you need to ensure that the recipients’ addresses in your list follow good emailing etiquette and laws related to bulk emailing. Email messages sent within Finland must comply with the Information Society Code (917/2014).

You are obliged to take certain actions according to the Information Society Code, including:

  • Ensure you have a legitimate permission or provable acceptance from the recipient to send the messages.
  • Including the source of the addresses in your email body text, if the recipient cannot be expected to know why they have received such an email from you.
  • Paying attention to any possible unsubscribers you might have received for the mailing list, e.g., if one recipient on your list has requested to unsubscribe from your list, this must be taken into account.

Good manners in email communications include:

  • Sending email only to people who have granted you their permission to send emails, such as your existing customers. If you act in a legal area outside Finland, this is a requirement that you need to take into account: you cannot send emails to any people who have not explicitly granted you the permission to do so.
  • Sending only messages that your recipients are expecting and have signed up for. For example, if your recipients have signed up for marketing from your company, you may use the mailing feature to ask them to answer a marketing-related survey.
  • Using descriptive titles and body text in your messages.

When sending email on behalf of someone else, you need to ensure that the other person(s) has granted you the permission to do so and they are constantly aware of what you are doing with their name and email.

We strongly encourage you to comply with the CAN-SPAM Act and related policies and practices. If your messaging is directed to recipients in the United States of America, you are required to comply with that law. The guidelines defined by the law are available at:

http://business.ftc.gov/documents/bus61-can-spam-act-compliance-guide-business

We also ask you to familiarize yourself with The Definition of Spam defined by the Spamhaus Project, which is available at:

http://www.spamhaus.org/consumer/definition/

In general, we ensure with 100-% confidence that you are sending spam if the email:

  • Is unsolicited from the recipient
  • Has been sent as a bulk mailing to multiple recipients at the same time

By targeting your recipients carefully and ensuring they are expecting mail from you, you can ensure that the invitation to answer your survey is desired from the recipient. In order to improve the percentage of responders from your all of recipients, we suggest that you provide a concrete reason for the recipients to answer your survey. Such a reason might be, for example, providing them with the final report produced by analyzing the survey answers.

2. Responsibility for Sending Emails

Responsibility for sending email messages always lies on the organization whose name is used in the messages. If you are sending the emails with your own name, you are fully responsible for the emails and their content. If you are sending emails on behalf of someone else, for example, your customer, then the responsibility lies with your customer.

These policies apply to sending emails and to the penalties defined by the Act on the Protection of Privacy in Electronic Communications for abuse. If we notice spam emailing in violation of our terms of service or email messages violating any applicable laws, the responsibility for all email messaging will be with the party that has agreed to our terms of service.

3. Spam Complaints

Recipients of all email messages have the right to report any of these messages as spam to their email service provider. Email service providers use these complaints to determine whether emails received from certain email servers are likely to be spam in the future.

When sending emails through the Service, you agree not to generate unacceptable levels of spam complaints from the recipients of the sent messages. In general, you can ensure not doing so by carefully taking into consideration what this Email Policy states. If you generate unacceptable levels of spam complaints for any of our mailing servers, you are jeopardizing the possibilities of other users of the service to get their messages through to the same service providers. Such usage of the service may easily be interpreted as a violation of our terms of service.

4. Permission to Use the Details of the Entered Sender

Our system sends email messages through our own domain (@mainiosurvey.com), but in bulk mailings, the entered name of the sender is added to the front of the sender’s name. In addition, the reply-to address will be set to the entered sender address. Both of these details are entered by you when sending an email publication. You are required to have the permission from the person entered into these fields to use their details in this situation. We strongly encourage you to use only your own name and email address when entering these details. Acting as another person without their prior consent may be interpreted as a violation of privacy-related laws in many countries. You must note that you are fully responsible for such violations. If we are accused of such violations as a service provider under any circumstances from the emails sent by you, we hold you fully responsible for performing such actions in the service.

5. Content of the Emails

We do not allow the sending of email messages that are not related to the use of the Service under any circumstances. This includes sending marketing emails or including unnecessary commercial links to the email messages sent through the service. We only allow the inclusion of links related to the survey itself, although including links to additional survey-related information is acceptable, such as details about your company.

The email feature provided by the service can only be used to send invitations to survey responders to respond to a survey. For instance, using the feature to send marketing emails of any kind is strictly forbidden. The content of the emails always needs to be related to the survey being answered.