Ebook Topics – Anti-Spam Policy

Effective Date: 25.03.26
Last Updated: 25.03.26
Website: https://ebooktopics.com
Contact: support@ebooktopic.com

1. Purpose and Scope

This Anti-Spam Policy (“Policy”) governs all electronic communications sent by or on behalf of Ebook Topics (“Company,” “we,” “us,” or “our”) and applies globally to all employees, contractors, affiliates, partners, and third parties acting on our behalf.

The purpose of this Policy is to ensure compliance with applicable anti-spam and data protection laws and to maintain user trust by prohibiting unsolicited, misleading, or deceptive communications.

2. Definitions

2.1 Commercial Electronic Message (CEM)

A “Commercial Electronic Message” means any electronic message (including email, SMS, MMS, push notification, or similar communication) that:

  • Promotes, advertises, or offers products, services, or content;
  • Encourages participation in a commercial activity; or
  • Directly or indirectly generates revenue or business interest.

2.2 Consent

“Consent” means a freely given, specific, informed, and unambiguous indication of a recipient’s agreement to receive Commercial Electronic Messages. Consent must be:

  • Express (Opt-In): Actively provided by the user (e.g., checkbox not pre-ticked);
  • Documented and verifiable;
  • Capable of being withdrawn at any time.

Implied consent is not relied upon unless explicitly permitted under applicable law and documented accordingly.

2.3 Unsubscribe Request

An “Unsubscribe Request” means any communication or action by a recipient indicating their desire to stop receiving Commercial Electronic Messages, including:

  • Clicking an unsubscribe link;
  • Email reply requesting removal;
  • Account preference changes;
  • Any equivalent opt-out mechanism.

3. Consent Requirements

3.1 Express Opt-In Required
All recipients must provide prior express consent before receiving any Commercial Electronic Messages, except where otherwise permitted by applicable law.

3.2 Proof of Consent
We maintain verifiable records of:

  • Date and time of consent;
  • Method of collection;
  • Source (e.g., web form, checkout, event);
  • Consent language presented at the time.

3.3 No Pre-Checked Boxes
Consent must not be obtained through pre-checked boxes, inactivity, or deceptive practices.

3.4 Granular Consent
Where applicable, recipients must be able to choose specific types of communications.

4. Identification and Transparency

All Commercial Electronic Messages must:

  • Clearly identify Ebook Topics as the sender;
  • Include accurate and non-misleading “From,” “To,” and routing information;
  • Use subject lines that accurately reflect the content of the message;
  • Include our valid physical mailing address;
  • Provide clear contact information.

5. Prohibited Practices

The following are strictly prohibited:

  • Sending messages without valid consent;
  • Using false, misleading, or deceptive header information;
  • Misrepresenting the sender’s identity or affiliation;
  • Using deceptive subject lines;
  • Harvesting email addresses without consent;
  • Using automated means to generate or send spam;
  • Relaying messages through unauthorized servers;
  • Concealing origin or routing information;
  • Ignoring or delaying unsubscribe requests;
  • Selling or transferring email lists without lawful basis.

6. Unsubscribe Mechanism and Opt-Out Compliance

6.1 Mandatory Unsubscribe Mechanism
All messages must include a clear, conspicuous, and functional unsubscribe method that:

  • Is easy to use;
  • Requires no login where possible;
  • Is free of charge (except standard network costs).

6.2 Processing Timeframe
All Unsubscribe Requests must be honored within 5 business days.

6.3 Perpetual Suppression
Once a recipient unsubscribes:

  • Their contact information must be permanently suppressed from future mailings;
  • Suppression lists must be maintained indefinitely unless lawful re-consent is obtained.

6.4 No Retaliation or Re-Subscription
Recipients must not be re-subscribed without new express consent.

7. Record-Keeping and Audit Trails

7.1 Retention Requirements
We maintain comprehensive records including:

  • Consent logs;
  • Message content and distribution lists;
  • Unsubscribe requests and processing timestamps;
  • Campaign metadata (date, time, sender, system used).

7.2 Auditability
All records must be:

  • Secure;
  • Tamper-resistant;
  • Accessible for compliance audits.

7.3 Retention Period
Records are retained for a minimum period required by applicable law, and no less than 24 months, unless longer retention is required.

8. Third-Party Compliance

8.1 Third-Party Responsibility
Any third party sending messages on our behalf must:

  • Comply with this Policy;
  • Provide proof of consent upon request;
  • Enter into a binding agreement enforcing compliance.

8.2 Disclaimer of Liability
Ebook Topics shall not be liable for unlawful communications conducted by third parties acting outside the scope of authorization or in violation of this Policy. However, we reserve the right to:

  • Suspend or terminate such relationships immediately;
  • Seek indemnification where applicable.

9. Data Protection and Security

All personal data used for communications must be:

  • Collected lawfully;
  • Used only for specified purposes;
  • Protected using appropriate technical and organizational measures;
  • Processed in accordance with applicable data protection laws (e.g., GDPR).

10. Enforcement

Violations of this Policy may result in:

  • Suspension of messaging privileges;
  • Termination of contracts or employment;
  • Legal action where appropriate.

11. Severability

If any provision of this Policy is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

12. Choice of Law and Jurisdiction

This Policy shall be governed by and construed in accordance with the laws of United kingdom, without regard to conflict of law principles. Any disputes shall be subject to the exclusive jurisdiction of the courts located in that jurisdiction.

13. Updates and Revision Log

We reserve the right to modify this Policy at any time. Updates will be posted on this page with a revised “Last Updated” date.

Revision Log

  • 25.03.26 – Initial version published
  • 25.03.26 – [Summary of changes]

14. Contact Information

For questions, complaints, or to report suspected violations of this Policy, contact:

Email: support@ebooktopic.com