Email Marketing & Communications Policy

This Email Marketing Policy governs promotional and marketing email sent by OSPREYS EXIM PRIVATE LIMITED (operating as Ospreys Exim). It does not prevent us from sending service, transactional, or legally required operational communications necessary to respond to an enquiry, provide requested information, manage an account, or perform a contract.

Explicit Opt-In Only

We send marketing email only to recipients who have explicitly opted in. We do not rely on purchased assumptions of consent. Recipients are:

• existing B2B customers and trade partners with documented business relationships (invoices, purchase orders, or trade correspondence);
• contacts who submitted enquiries/quotation requests via our website forms with an explicit consent checkbox; and
• trade event registrations with documented written consent.

Where feasible, we use confirmation steps, preference records, timestamps, source records, or similar audit trails to prove opt-in.

No Purchased, Rented, Scraped, or Harvested Lists

Never, under any circumstances. We do not send marketing email to recipients whose consent cannot be reasonably demonstrated, and we maintain signup source, date, and consent wording for each contact as internal evidence.

List Management & Hygiene

• approximate list size 800–1,000 contacts (100% B2B business email addresses);
• composition of distributors, retailers, trade partners, and business contacts with active relationships;
• all addresses validated before first send using email verification tools;
• periodic list audits to remove invalid/bounced/inactive addresses;
• global suppression list of all unsubscribed/bounced/complained addresses.

Clear Sender Identification

Every marketing email:

• accurately identifies OSPREYS EXIM PRIVATE LIMITED / Ospreys Exim as sender;
• uses accurate "From," "Reply-To," and routing information;
• uses truthful, non-deceptive subject lines;
• includes a valid registered business address and contact details; and
• identifies promotional content as required by law.

Unsubscribe Mechanism

Every marketing email includes a clear, prominent, functional unsubscribe; we honour requests promptly and within ten (10) business days as required by CAN-SPAM (systems typically process within minutes via Sendy); we maintain suppression records; no fee or unnecessary steps; unsubscribes apply at least to the relevant marketing stream and, where required, to all promotional emails. Recipients may also unsubscribe by emailing connect@ospreys-exim.com.

Bounce and Complaint Handling

• Amazon SES notifications via SNS for bounces, complaints, and deliveries;
• hard bounces trigger immediate address suppression;
• complaint notifications trigger immediate suppression and investigation;
• SES account-level suppression list enabled;
• we monitor bounce rate (target below 2%) and complaint rate (target below 0.05%);
• we commit to bounce rate below 5% and complaint rate below 0.1% per AWS thresholds;
• we suspend or revise campaigns if deliverability/compliance risk is identified.

Frequency Transparency

At or before opt-in we explain type and frequency; unless stated at signup, messages remain moderate: maximum 2–3 business communications per week per recipient; gradual ramp-up per AWS SES best practices (starting 50–100/day, increasing 20–30% every 2–3 days); consistent schedule with no sudden spikes, sent during business hours; target maximum up to 1,000 emails/day at full ramp.

Segmentation and Relevance

Relevant communications based on business category, destination market, or stated interests; no knowingly irrelevant mass campaigns likely to generate complaints.

Email Authentication

• SPF configured and validated;
• DKIM enabled via Easy DKIM with 2048-bit key;
• DMARC published and enforced;
• custom MAIL FROM domain configured with appropriate MX and SPF records;
• domain identity verified at DNS level through Amazon SES.

Content Standards

Relevant, professional B2B content (product availability, trade terms, logistics updates, business news); no misleading subject lines or deceptive content; no affiliate marketing, gambling, or adult content; content reviewed for compliance before each send.

Separation of Traffic

Transactional email (enquiry responses, order confirmations, account notifications) separated from marketing email (campaigns, newsletters, business updates) to protect transactional deliverability.

Third-Party Email Platforms

We may use AWS SES and related processors (including Sendy as our email management platform) under contractual and technical controls.

Responsibility and Oversight

Anyone sending email on our behalf must follow this policy; Ospreys Exim retains responsibility for email sent in its name.

Contact

To unsubscribe, manage preferences, or report a complaint: connect@ospreys-exim.com.