Anti-Spam & Acceptable Use Policy

Purpose & Enforcement Posture

TRB Systems maintains an uncompromising position against unsolicited electronic communications. This Acceptable Use Policy (AUP) defines the rules that govern all email originating from, passing through, or associated with TRB Systems infrastructure. Any account found in violation is subject to immediate suspension, permanent termination, and forfeiture of any prepaid service credits — without prior warning.

Zero-Tolerance Standard for Unsolicited Messaging

Sending, facilitating, or abetting unsolicited bulk email (UBE) or unsolicited commercial email (UCE) through or on behalf of TRB Systems is strictly prohibited. This prohibition encompasses:

• Mass messages sent to recipients who did not explicitly request them
• Communications routed through TRB Systems domains to circumvent third-party spam filters
• Use of TRB Systems branding, domain names, or infrastructure references in deceptive outreach
• Automated sequences targeting addresses harvested from public or private sources without verifiable consent

Consent Acquisition Requirements

Every recipient on any mailing list associated with TRB Systems must have granted verifiable, affirmative consent prior to receiving any communication. Acceptable consent standards include:

• Double Opt-In (Preferred): The subscriber completes a signup form and then confirms their intent by responding to a verification email. This is the recommended and expected standard.
• Single Opt-In with Evidence: Where double opt-in has not been implemented, the sender must possess documented proof that the subscriber voluntarily and knowingly entered their address.

Consent is invalid if obtained through:

• Pre-checked boxes, default enrollment, or bundled agreements
• Misleading or ambiguous descriptions of the communication's nature
• Incentives that obscure the true purpose of the subscription (e.g., gating essential service features behind newsletter enrollment)

Consent Record Archival

TRB Systems requires all users dispatching email through its platform or in relation to its services to maintain auditable consent records. Each record must include, at minimum:

These records must be stored for no less than three years and produced upon request during any compliance review or dispute investigation.

Prohibited List Sources

The following list acquisition methods are categorically banned:

• Purchased or rented lists — regardless of the vendor's claims about consent or data quality
• Scraped or crawled addresses — collected from websites, forums, social platforms, or public directories
• Appended data — email addresses added to an existing record set through third-party data enrichment without direct subscriber consent
• Co-registration lists — addresses obtained via bundled sign-up flows where the subscriber did not individually and clearly consent to communications from TRB Systems or its associated users

Mandatory Message Components

Every email sent in connection with TRB Systems must contain the following elements:

• Functional Unsubscribe Link: A clearly visible, one-click mechanism enabling recipients to immediately opt out. The link must remain operational for a minimum of 60 days after message dispatch.
• Privacy Policy Link: A direct hyperlink to the sender's current Privacy Policy, accessible without authentication.
• Accurate Sender Identification: The "From" field, reply-to address, and domain must truthfully reflect the originating entity. Spoofed, misleading, or obfuscated sender information constitutes a direct violation.
• Valid Physical Address: A legitimate postal address of the sending organization, in conformance with CAN-SPAM, CASL, and equivalent international statutes.

Email Validation & List Hygiene

TRB Systems permits the use of email validation and list hygiene services exclusively on addresses for which valid opt-in consent exists. Validation tools may not be used to:

• Verify the deliverability of scraped or otherwise improperly acquired addresses
• Clean purchased lists in an attempt to legitimize them
• Suppress complaints while continuing to send to unengaged or non-consenting recipients

Prohibited Content Categories

Communications originating from or associated with TRB Systems must not promote, advertise, or link to the following:

• Predatory lending products, payday loans, or high-interest debt instruments
• Unregulated debt collection or credit repair schemes
• Deceptive affiliate marketing operations, pyramid structures, or multi-level marketing solicitations
• Pharmaceutical products lacking proper regulatory approval
• Gambling services operating without valid jurisdiction-specific licensing
• Any content designed to mislead, defraud, or manipulate recipients

Sender Authentication & Technical Standards

All outbound email associated with TRB Systems must comply with the following authentication protocols:

Failure to properly configure authentication will result in message delivery suspension until the configuration is remediated.

Complaint Monitoring & Escalation

TRB Systems actively monitors complaint metrics across all email activity associated with its platform. The following thresholds represent hard limits:

• Spam complaint rate must remain below 0.1% across any rolling 30-day period
• Bounce rate must remain below 3% on a per-campaign basis
• Any single campaign generating 5 or more direct complaints will trigger an immediate review

Accounts exceeding these thresholds will be placed under remediation hold. Repeated violations result in permanent deactivation.

Violation Response Protocol

Upon identification of a policy breach, TRB Systems will:

1. Suspend the offending account or sending capability immediately
2. Investigate the scope and severity of the violation
3. Notify the account holder with specific findings and required corrective actions
4. Terminate the account permanently in the case of willful, repeated, or egregious violations
5. Report the incident to relevant anti-spam authorities, ISPs, and blocklist operators if warranted

TRB Systems reserves absolute discretion in determining whether conduct constitutes a violation and in selecting the appropriate enforcement response.