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Our Code of Conduct

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Email - Privacy Policy | Print |

Who is DM Contact Management & Why Was I Directed Here?

DM Contact Management provides customer and support services to a number of internet marketing companies. The services we provide include:

  • Customer Support
  • Email Policy and Procedures Compliance and Enforcement
  • Email Marketing & List Management
  • Affiliate Program Management & Support
  • Anti-Spam Policy Monitoring and Enforcement.

You were directed to this web page because you clicked on the “Email/Privacy” policy link on an email or web page which we manage on behalf of one of our internet marketing clients. If you were reading an email you may have noted the email was sent "c/o DM Contact Management". You were directed here because our company provides the services noted above to the company who owns the website and/or product you were reading about, and therefore our Email/Privacy policy has been applied in its entirety to that company.

Our Email/Privacy policy is outlined below. DM Contact Management will not accept any internet marketing companies as clients unless they are in full compliance with every aspect of this Email/Privacy policy. DM Contact Management monitors the activity of its clients and their affiliates, and will terminate service provision to any internet marketing client who is determined to be in violation of any aspect of this Email/Privacy Policy.

DM Contact Management Email Policy and Procedures

Our email policy is very simple: We will NOT send email to anyone who has not opted to receive the email.

Why would I receive email from DM Contact Management?

We have divided the email we send on behalf of our clients into 5 distinct categories, each with its own policies and process:

1) 1 to 1 Email
1 to 1 Email consists of our response to customer service enquiries and spam submissions which we receive and respond to on behalf of our clients. You will receive 1 to 1 email from our staff if you submit a customer service submission or spam report via one of our clients’ websites. 1 to 1 Email is exactly what it sounds like – an email exchange between you (the customer) and one of our staff. If you submit a customer service question or spam report to us your email address will not be added to any mailing list, database, or any other kind of list. 1 to 1 Email is for customer response only, and will not contain any promotional material unless specifically requested.

2) Transactional Email
Transactional Email consists of order/shipping confirmation emails which are sent to customers who have completed a purchase of one of our clients’ products. You will receive Transactional Email if you make a purchase of one of our client’s products, and you include your email address when you complete the shipping/billing information. Transactional Email will provide information such as your order number, tracking number, and other details of your purchase. If you include your email address when you make a purchase, you will receive Transactional Email only - unless you clearly opt to be added to an email list (see “How are Subscribers Added to an Email List?” below for more information). If you provide your email address when you complete a purchase but do not opt to be added to a customer mailing list, your email address will remain in the customer database, but it will not be added to any mailing list, or any other kind of list. Transactional Email is for order confirmation/informational purposes only, and will not contain any promotional material or information which is not directly relevant to your order.

3) Newsletters
Some of our clients produce newsletters. You will added to the newsletter email list, and receive a newsletter from our mail server if you “opt-in” to receive the newsletter, and pay the subscription fee (if applicable). DM Contact Management applies the following policies to its management of clients’ newsletters:

  • The newsletter web page and signup form must clearly indicate the newsletter theme, cost, and publication frequency.
  • Subscribers must complete a Double Opt-In process before they will be added to the newsletter email list (see What is “Double Opt-In” and Why is it Used? below for more information)
  • Subscribers will only be added to the email list for the newsletter they have opted to receive, and will not be added to any other email lists or receive any other newsletters or promotional email unless they have clearly opted to receive it (see How are Subscribers Added to an Email List? below for more information)
  • Subscribers may remove themselves, or request us to remove them, from the newsletter email list at any time, and the removal options and instructions are clearly indicated in a highly visible area on all newsletter emails and websites

4) Promotional Email
Promotional Email is exactly what is sounds like: information about products, services, and special discount offers. You will be added to a promotional email list, and receive promotional email from our mail server if you “opt-in” to receive promotional email. DM Contact Management applies the following policies to its management of clients’ promotional email:

  • The signup form must clearly indicate that the email is promotional in nature
  • Subscribers must complete a Double Opt-In process before they will be added to a promotional email list (see What is “Double Opt-In” and Why is it Used? below for more information)
  • Subscribers will only be added to the promotional email list for the company whose promotional email they have opted to receive, and will not be added to any promotional email lists for any other companies (see How are Subscribers Added to an Email List? below for more information)
  • Subscribers may remove themselves, or request us to remove them, from the promotional email list at any time, and the removal options and instructions are clearly indicated in a highly visible area on all promotional emails

5) Affiliate Email
Affiliate Email consists of commission notifications, newsletters, and special announcements. You will receive Affiliate Email from our staff if you enroll in one of our clients’ affiliate programs, and submit your email address when you enter your account information.

What is an Email List?

An Email List is a group of email addresses which are collected and stored together on a mail server, so that the mail server can send an email to all the subscribers on the mailing list.

What is “Double Opt-In” and Why is it Used?

Double Opt-In is a process which involves 2 separate steps which both must be completed before an email address is added to an email list. The first step is an online submission where a potential subscriber will submit their email address and ask to be added to an email list. The online submission could be in the form of checking a box on a website or order form which indicates you wish to be added to an email list, or entering your email address on a newsletter signup page and pressing a “submit” button to request that you receive the newsletter. The second step is a “confirmation” email being sent to the potential subscriber asking the potential subscriber “do you really want to be added to this email list?” and requesting the subscriber to click on a link to confirm they wish to be added to the email list. Unless both steps are completed, the email address will not be added to the email list. The second step is necessary to ensure that people’s email addresses are not added to email lists without their knowledge or permission. This prevents pranksters or malicious individuals signing others up for email they do not wish to receive.

How Are Subscribers Added to an Email List?

All subscribers are added to email lists using the Double Opt-In process outlined above. Subscribers may be added to email lists if 1) they check a box on an order form or website which indicates they wish to be added to the email list, or 2) they fill out an online subscription form indicating they wish to be added to the email list, or 3) they complete an order form where a box indicating they wish to be added to the email list is already pre-checked, or 4) they receive an invitation to join a mailing list included with a purchase confirmation email or a promotional offer. In all 4 scenarios noted the process is “double opt-in”, as the subscriber will receive a confirmation email and WILL NOT be added to the email list unless they confirm they wish to be added by clicking a confirmation link contained in the confirmation email.

How Can I Remove Myself from an Email List?

Every newsletter or promotional email you receive from us includes a “removal link” with instructions. You can remove yourself from an email list at any time by clicking on the removal link contained in the footer of the email. You can also remove yourself from an email list by replying to the email and asking us to remove you from the mailing list. One of our support staff will receive your request and will remove you from the email list. You can also send a removal request by regular postal mail. Print the email and send it to our office at the following address:

DM Contact Management
Suite 100 - 645 Tyee Road
Victoria, British Columbia
Canada V9A 6X5

Will I Ever Receive Email from DM Contact Management that I Didn’t Ask For?

The honest answer to this question is that there is always a small possibility that you could receive email from us that you did not ask for. This can happen if a prankster or malicious individual signs you up for an email list without your knowledge. In this instance you would receive a “confirmation” email as outlined in the What is ‘Double Opt-In’ and Why is it Used?section above. However, remember if you do not click on the confirmation link in the confirmation email you will not be added to the email list. So if you receive an email from us which asks you to confirm you wish to be added to a mailing list, and you did not initiate this request from us, simply delete the email and you can rest assured you will not be added to the email list.

DM Contact Management Privacy Policy

DM Contact Management applies the following policy to its management of email addresses and email lists:

  • An email address will never be added to an email list unless both steps of the double opt-in process have been completed for that specific email list
  • Removal tools and options will be clearly visible, understandable, and in working order, for email list subscribers
  • We will never share, rent or sell a customer or subscriber email address from a client’s customer database or email list with anyone, including other clients.
  • We will never use a customer or subscriber email address for any purpose other than that which the customer or subscriber requested
  • We will not provide service to any client unless we are delegated 100% responsibility and control of all aspects of email and email list management; and we will terminate services to any client that initiates its own newsletter, promotional or affiliate email

DM Contact Management Anti-Spam Policy

DM Contact Management does not commit or condone any form of spamming activity. DM Contact Management will ensure all client websites it manages include “Privacy/Spam” page with an online submission option for the public to report spam and suspicious email activity. DM Contact staff will respond to these submissions with investigation, follow up with impartial enforcement and disciplinary action, and provide the customer with a full explanation of the investigation and the corrective action taken. DM Contact Management will terminate services to any client determined to be committing or condoning spamming activity. DM Contact Management will terminate the account of any client’s affiliate determined to be committing any spamming activity. All email distributed by DM Contact Management will comply with the Can-Spam Act and DM Contact Management’s Email/Privacy policy.

What is an Affiliate?

Many internet marketing companies manage "affiliate programs". In the internet marketing industry, an "affiliate" is an independent business or business person with a role similar to that of a commission salesperson. Affiliates send "traffic" (potential customers) to the internet marketing company's website, via links from the websites the affiliate owns or through other marketing initiatives the affiliate manages and finances on its own. The affiliate receives commission payments for all purchases made by potential customers who the affiliate has directed to the internet marketing company's website. Obviously it is in the best financial interests of the affiliate to send as much traffic as possible to the internet marketing company's website.

DM Contact Management Anti-Spam Policy for Affiliates

DM Contact Management applies the same policy equally and fairly to all affiliates in any affiliate program it manages on behalf of any internet marketing client. The policy not only meets Can-Spam compliance, it significantly exceeds it. Affiliates in the programs we manage are not permitted to conduct unsolicited bulk emailing in any form, whether or not the email is deemed to be Can-Spam compliant. The policy also prohibits other forms of advertising, which although non-email in nature and not covered by the Can-Spam act, are considered by DM Contact Management to be invasive, unwanted and abusive. Attached directly below is the policy which must be adhered to by all affiliates in any affiliate program managed by DM Contact Management:

SPAMMING IS PROHIBITED!

(Name of Affiliate Program) defines spamming with a broader scope than other affiliate programs with lower marketing standards and principles. The (Name of Affiliate Program) definition of spam includes not only email spamming, but most other forms of unsolicited advertising as well. So please read this policy very carefully.

The following forms of unsolicited advertising are considered spam and strictly prohibited by (Name of Affiliate Program):

  • Unsolicited commercial email (UCE) of any kind is strictly prohibited.
    • UCE is strictly prohibited even if it complies with the U.S. Federal Anti-Spam Law.
    • This ban includes any quantity of recipients. Whether it is 1, or 1 million, it is prohibited.
  • Electronic newsletters of any kind are strictly prohibited.
    • This ban includes Double Opt-In Newsletters, unless prior written authorization has been received from (Name of Affiliate Program).
  • Public Forums
    • Unsolicited postings on newsgroups, message boards, chat rooms, instant chat programs, guest books, web pages, or any other public forum is strictly prohibited.
    • The only exceptions to this policy are:
      • Posting in public forums that you are 100% owner of.
      • Posting in public forums where the owner has given you written permission

(Name of Affiliate Program) does NOT pay on hits from spamming. If (Name of Affiliate Program) confirms you have promoted any of its products via any of the unsolicited advertising methods noted above, we will immediately invalidate all current sales and terminate your account without notice. Let us say it again for effect: IF YOU ARE CAUGHT PROMOTING OUR SITES WITH ANY FORM OF SPAM AS DEFINED ABOVE, YOUR ACCOUNT WILL BE TERMINATED, ALL AMOUNTS OWING WILL BE FORFEITED, and WE WILL PURSUE LEGAL ACTION.

(Name of Affiliate Program) has a zero tolerance approach towards violators of this policy, which will be fully enforced regardless of the "status" of the affiliate. This policy will be applied equally to all and and compliance is mandatory for all affiliates - no excuses by violators will be accepted - no affiliate is considered too "new" to the program to understand this policy, and no affiliate is considered too "important" to respect this policy. If you have any questions about whether or not your marketing methods are banned by this policy, contact one of the affiliate coordinators for more information BEFORE you start your campaign.

Why is (Name of Affiliate Program) so strict with its anti-spam measures and enforcement of its anti-spam policy?

The answer is simple: we want you to be successful and make more money in the (Name of Affiliate Program) program. Spamming equates to a poor gamble on minor short term gains at the expense of assured long term success. Programs that condone spamming eventually end up being blacklisted and relegated to bottom feeding with slow and unreliable web hosting options - low on speed and high on downtime. We are able to secure top level, fast, reliable web hosting to serve our web pages and order pages to your productive, targeted audience because we have not sacrificed these privileges by hammering an unproductive and poor target audience with unsolicited marketing. So this policy is in the best interests of all affiliates, is a commitment to your long term success, and ensures the (Name of Affiliate Program) program will remain a leader in the industry. We appreciate your cooperation.

Reporting Suspicious Email to DM Contact Management

Every website for every client we provide service to includes a web page entitled "Email/Privacy Policy" which links to this document. If you have received unsolicited email which appears to be promoting any of our clients' products or websites, please forward a copy of the offending email immediately to This e-mail address is being protected from spambots. You need JavaScript enabled to view it . There is also an option on the "Contact Us" form on all of our clients' websites you may similarly use to report suspicious email. One of our support staff will receive your submission, investigate the issue, take disciplinary action if necessary, and follow up with you to provide the results of the investigation and the action we have taken. You'll know a website or email belongs to one of our clients if the "email/privacy policy" link on the website or email links to this document.

 

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