Email communications policy
Version: 9 November 2026 · info@polzaagency.com
1. Responsibility for communications
Polza Agency manages project email accounts and contacts companies on behalf of its clients with proposals for business cooperation. Agency websites: polzaagency.ru and polzaagency.com. For questions about this policy or unwanted emails, contact info@polzaagency.com.
2. Scope
These rules apply to agency projects, employees and contractors involved in selecting companies and addresses, preparing and sending emails, and handling replies. A responsible staff member and communication parameters are designated for each project.
3. Purpose of communications
We contact companies with proposals for services, supplies, partnerships and other business cooperation relevant to the recipient company’s activities and the client’s offering. We do not assume that every recipient has subscribed in advance. A publicly available email address does not by itself constitute consent to advertising; applicable consent and communication requirements must be considered separately.
4. Addresses and sources
General corporate mailboxes and addresses published by companies for business contact are prioritised. Sources may include company websites, business directories and client-provided databases. The sources used in a particular project must be appropriate for its purpose; the availability of an address does not remove the need to assess whether the contact is relevant.
5. Company selection
Companies are selected by industry, business activity and relevance to the client’s offering. Clearly unsuitable organisations and known addresses that have requested no further emails must be excluded before sending. The responsible staff member checks whether the audience fits the project’s purpose.
6. Sender identification
The sender’s name, subject line and email content must accurately represent the proposal. The signature must make clear who is contacting the recipient and which company they represent. Where the agency communicates on behalf of a client, that relationship must be explained accurately. An initial contact must not be presented as part of a non-existent prior exchange, and fabricated facts must not be used.
7. Frequency and ending a sequence
The maximum number of emails in a sequence and the intervals between them are set separately for each project; there is no single numerical limit for all projects. Once a reply is received, the sequence must be reviewed in light of its content. A request to stop contact ends further sending under the procedure below. Renewed contact must not be used to circumvent a recorded opt-out.
8. How to stop emails
To stop further contact, reply to the email, for example with “please do not email me again”, or contact info@polzaagency.com. An unsubscribe link is not required to make this request. A responsible staff member processes the request within 48 hours, stops further sending, and records the opt-out in accordance with internal procedures and in the blacklists of all tools used.
9. Exclusions and repeat contact
Recorded opt-outs are taken into account when preparing subsequent sends. A new address list must not be used to bypass a blacklist. A request may specify whether it concerns a particular address, company, project or all Polza Agency communications. To stop all agency contact, state this explicitly in your reply or message to the contact email; the responsible staff member must record the requested scope.
10. Complaints
Complaints can be sent to info@polzaagency.com. Where possible, include the original email or identify the sender, date and recipient address so that the project can be located. The staff member responsible for the project reviews the circumstances and takes steps to stop unwanted sending. If a complaint includes a request for no further emails, the 48-hour timeframe applies to that request. This policy does not set a separate universal deadline for investigating complaints. Where there are signs of repeated sending after an opt-out or an unsuitable audience, the affected sending activity should be paused for review.
11. Sending quality
Invalid addresses, bounces and complaints must be taken into account when preparing and running a project. Confirmed invalid addresses are excluded from subsequent sends. Where there are signs of list problems, repeated opt-outs or incorrect recipient selection, the responsible staff member should pause the affected sending activity and review the addresses, settings and email content before resuming.
12. Version and oversight
Document version and effective date: 9 November 2026. Last updated: 9 November 2026. The responsible agency staff member oversees compliance within each project; questions about the policy and its application should be sent to info@polzaagency.com. The Russian version is the original; the English version is its full translation.