Anti-spam policies

Introduction

Gulupa Digital SAS, hereinafter referred to as "Gulupa Digital", is a simplified joint stock company, incorporated under the laws of the Republic of Colombia, which offers a variety of digital services, including, but not limited to, web design and development, social media management, digital advertising management, SEO and hosting, hereinafter referred to as "the Services".

Any natural or legal person who contracts the Services of Gulupa Digital, hereinafter referred to as "the Client", and in particular those who have an email hosted on Gulupa Digital's hosting, is subject to the following anti-spam policies. These anti-spam policies, hereinafter referred to as "the Policies", establish the obligations and responsibilities of the Client and Gulupa Digital in relation to the prevention and management of spam.

By contracting the Services and using the email hosted on Gulupa Digital's hosting, the Client acknowledges and accepts that he/she has read, understood and agreed to be bound by the Policies. If the Client does not agree with the Policies, he/she should not contract or use the Services of Gulupa Digital.

The Policies cover important aspects such as the use of the Services, the prohibition of spam practices, the obligations of the Client, penalties for violation of the Policies, among others. Failure to comply with the Policies may result in termination of the Services and/or legal action.

Gulupa Digital reserves the right to modify the Policies at any time and at its discretion. Any changes to the Policies will be communicated to Clients and will be deemed accepted by the Client if he/she continues to use the Services after notification of the changes.

It is therefore essential that the Client regularly reviews the Policies to ensure that it is aware of any changes and continues to comply with its obligations.

Fair Use Policy

Gulupa Digital SAS is committed to providing a safe and efficient environment for all of its users. To achieve this goal, we have implemented an email fair use policy that applies to all users of our email services. This policy is designed to promote responsible and ethical use of our email services.

• Responsible use: Users must use our email services responsibly. This includes respecting the rights of others, protecting the privacy of others, and refraining from activities that may harm Gulupa Digital or other users.
• Fair use of email: The email service provided by Gulupa Digital must be used in a responsible and respectful manner. Users must not use email to harass, threaten, defame or otherwise cause harm to others.
• Spam Ban: The sending of unsolicited mass email is strictly prohibited and will not be tolerated, whether it is carried out from our servers, from an undetermined email address, or from a domain maintained on our servers. As well as the use of our equipment or by other equipment disguising their identity to use our equipment for sending.
• Respect for privacy: Users must respect the privacy of others when using the email service. This includes not sending unsolicited emails, not collecting or using personal information without consent, and not accessing or attempting to access the email accounts of others without authorization.
• Respect for laws and regulations: Users must comply with all laws and regulations applicable to the use of our email services. This includes laws and regulations relating to privacy, intellectual property, and the use of information systems.
• Ethical use: Users must use our email services in an ethical manner. This includes refraining from activities that may be considered harassment, defamation, discrimination, or any other conduct that may be considered inappropriate or illegal.
• Email Security: Users should take steps to protect the security of their email accounts. This includes using strong passwords, not sharing account credentials with others, and keeping security software up to date.
• Cooperation with investigations: If a violation of this policy is suspected, users must fully cooperate with any investigation conducted by Gulupa Digital or relevant authorities.

Attachment Policy

Gulupa Digital SAS is committed to maintaining a safe and efficient digital environment for all its users. To achieve this goal, we have implemented an attachment policy that applies to all users of our email services.

This policy is designed to ensure responsible use of attachments, protect the integrity of our servers, and protect our users and Gulupa Digital from the negative consequences of improper use of attachments.

• Attachment size limit: The sending capacity per message is set at 15MB. If any message exceeds the quota set here, the mail server will reject the message in question and it will not be delivered.
• Banning dangerous attachments: Users must not send attachments that contain viruses, malware, spyware or other harmful software. Suspicious attachments may be blocked or deleted by our security systems.
• Responsible use of attachments: Users must use attachments responsibly. This includes not sending unsolicited attachments, not sending attachments that violate the intellectual property rights of others, and not using attachments for illegal activities.
• Attachment Security: Users should take steps to protect the security of attachments. This includes using up-to-date security software, not opening attachments from unknown senders, and not sharing

Bulk mailing policy

Gulupa Digital SAS is committed to maintaining a safe and spam-free digital environment for all of its users. To achieve this goal, we have implemented a mass mailing policy that applies to all users of our services. This policy is designed to prevent and detect spam, as well as protect our users and Gulupa Digital from the negative consequences of spam.

• Shipping restrictions: The email service provided by Gulupa Digital is not intended for sending emails to more than 20 contacts within a 60-minute period. Any attempt to send emails to more than this number of contacts within this time frame will be considered as bulk mailing and is not permitted.
• Legitimate use of email: The email service is intended solely for transmitting personal or commercial messages regarding the user or company. It is not provided for the mass and indiscriminate sending of messages that include advertising, offers, promotions, congratulations or notices of any kind to indiscriminate numbers of recipients.
• Spam detection and removal: If mass mailing is detected, the messages in question will be deleted and removed from our equipment without any liability on the part of Gulupa Digital at the time of its discovery.
• Penalties for violations: Violations of this policy may result in penalties, which may include temporary or permanent suspension of email service, termination of other services provided by Gulupa Digital, and/or legal action.

Shipping Limit Policy

Gulupa Digital SAS is committed to maintaining a safe and efficient digital environment for all of its users. To achieve this goal, we have implemented a sending limit policy that applies to all users of our email services. This policy is designed to prevent misuse of our email services and protect our users and Gulupa Digital from the negative consequences of such misuse.

Sending email to more than 20 contacts within a 60-minute period is not permitted from our servers, even if these contacts were obtained legally, if the contacts' emails are authentic, if they have opted to receive the messages, and if they have not been obtained by third parties. If sending more messages than permitted is detected, the messages in question will be deleted from our computers without liability for our company upon becoming aware of it.

Unsolicited Email Policy

The sending of unsolicited bulk email is strictly prohibited and will not be tolerated, whether it is done from our servers, an unspecified email address, or a domain maintained on our servers. In addition, the use of our equipment or other equipment that disguises your identity to use our equipment for unsolicited bulk email is prohibited.

Installed software policy

In the event that the software installed by the client on our equipment is compromised and there is a possibility that it is being used to send spam, Gulupa Digital SAS will suspend the account at its own discretion until the client proves that its installed software is not being used to send indiscriminate email.

If any client sends 10 or more emails in a single transmission without first sending their opt-in lists, their account will be suspended until they prove the authenticity of their corresponding opt-in lists.

Also, if the software installed by the client on our equipment is compromised and there is a possibility that it is being used to send spam, our company will suspend the client's account until the client proves that his or her installed software is not being used to send mass emails.

Customers may use the mail system to send their advertising as long as they adhere to our shipping policies.

Spam reporting policy

This policy is designed to prevent the sending of spam and protect our users and Gulupa Digital from the negative consequences of such behavior.

If users send more than 20 messages in a 60-minute period, their messages will be considered SPAM. This limit applies regardless of whether recipients have opted in to receive the messages or not.

If a user is found to be spamming, his or her email account will be suspended immediately. This suspension will be carried out without liability to Gulupa Digital and may result in permanent termination of the user's email services.

In addition to account suspension, Gulupa Digital will report users who send spam to the relevant spam centers. This reporting may result in the user being placed on spam blacklists, which may affect their ability to send email to other users and email services.

Opt-in List Authenticity Policy

If a customer sends 10 or more emails in a single broadcast without first sending their opt-in lists, their account will be suspended until they prove the authenticity of their corresponding opt-in lists.

CAN-SPAM Act Compliance Policy

All shipments must comply with the laws and regulations established in accordance with the CAN-SPAM Act of December 16, 2003 (Controlling the Assault of Non-Solicited Pornography And Marketing Act of 2003) requiring the following:

a) Recipients of emails must agree to receive such message with prior guaranteed permission and must be controlled by means of a procedure or standard list (opt-in and opt-out) which may be required at any time by Gulupa Digital SAS to ensure its performance. Failure to comply with the requirement, Gulupa Digital SAS may cancel and/or delete at its sole discretion, the email accounts involved and/or deprive the service provided without any kind of responsibility or obligation on the part of Gulupa Digital SAS.

b) It is necessary to establish procedures on your website to remove, delete or remove from your mailing list the recipient(s) who do not want to receive messages. Such procedures can be carried out through an opt-out process, through the message sent by establishing a legend to be able to be removed from the mailing list(s). The recipient must be removed within a period of no more than 24 hours and proof of this must be kept by any known or unknown electronic means. It is preferably suggested to keep a record in a CVS or PDF format.

Opt-in: Term used when a person gives the option to receive bulk email (propaganda, informational messages, mailing lists, etc.) It is a type of mailing list in which all members of the list grant permission to receive email of their own free will. When email is sent to a member who is not on your list, it is considered spam or 'unsolicited mail' and violates our policies.

Opt-out: procedure by which the right is granted to permanently remove any user who so desires from the list (Opt-in) for sending email, whether massive or not.

c) No method may be used to conceal the identity of the person sending the email. All addresses to which the email is intended to be sent must be clearly visible in the 'To' field of the message sent and must be existing and verifiable email addresses in the message header.

If a message is sent from a script using the mail() function of the PHP language, it must contain the following:

• From: The name of the sender and his email
• To: name of the recipient and their email
• Date: date of shipment/time of shipment
• Subject: Subject of the message

d) You are not permitted to use a third-party service to send mass email that does not comply with the same practices for all of its customers.

e) Sending chain letters, pyramid schemes, viral advertising or any other method used for unsolicited mass mailing is strictly prohibited. Sending pornographic, obscene, offensive, immoral material, which endangers the recipient's health, violates privacy, perjury, defamation, handling of copyrighted material, protected intellectual property, financial secrets, technical secrets, patents, documents that incite violence or degradation, the use of drugs, material not suitable for minors, gambling, human or animal trafficking activities, or any activity that Gulupa Digital SAS considers unsuitable at its sole discretion is strictly prohibited.

Gulupa Digital SAS may request at its own discretion the methods of the procedures that its clients use to comply with the requirements requested in this section.

These policies shall apply to all emails sent using the services provided by Gulupa Digital SAS as well as any files stored on any of our known or unknown computers or devices.

Gulupa Digital SAS As a service provider, it may monitor, at its own convenience and discretion, the activity of its users to ensure that the policies required in this section are complied with and not violated.

Gulupa Digital SAS may cancel or delete at its own discretion email accounts that do not comply with or violate the policies established in the terms of use without responsibility for maintaining the information that may be stored on our equipment.

If an email account is found to be sending mass emails that do not comply with this policy, Gulupa Digital SAS may, at its own discretion, suspend the account in question until the user guarantees that the computer(s) where the account may have been installed are free of any virus, malware or any malicious software that compromises the integrity of our equipment. If the account in question commits the same offense more than 3 times, it will be permanently cancelled without any responsibility for maintaining the information that may be stored on our equipment.

Using blacklists to protect against spam

Our mail servers use some of the most common blacklists to filter messages and help prevent misuse of the service.

• spamcop
• spamhaus
• abuseat
• sorbs
• protected sky

If at any time the messages are not received, it is very likely that the server that sent the message is listed on one of the blacklists described above for sending spam or having a low reputation. We suggest contacting the sending provider or server to have it removed from the corresponding blacklists.

It is not within our control to receive messages from a server that is listed with a low reputation for sending spam. Likewise, we cannot allow access to messages from such servers because they will put our reputation and the quality of our services at risk.

Email Data Origin Policy

At Gulupa Digital SAS, we are committed to ensuring the validity and legitimacy of the email lists used by our clients on our email platforms. We only consider "valid lists" those obtained by the client under the express consent of the user, that is, those in which the user has given permission to be contacted by email in any of the following situations:

• When a user enters their email address into a “newsletter subscription” or “news and updates subscription” form on one of the client's websites.
• When a user, on a web registration form owned by the client, clicks to allow subscription to the newsletter or to be contacted via email.
• When a user has completed a survey or form in person or by phone, such as a customer onboarding form or satisfaction surveys, provided that the user has the option to not allow being contacted via email.
• When a user has purchased a product or service from the customer in the last two years.
• When a user has given a business card to a customer to contact them.

Any email list that does not comply with these conditions will be deemed invalid and will not be permitted for use on our email platforms. We reserve the right to suspend or terminate a customer's account for failure to comply with this policy.

Identity theft policy

Phishing is an illegal practice and is strictly prohibited on our email service. It is defined as any attempt to deceive other users by impersonating someone else or an entity other than yourself. This includes, but is not limited to, forging email addresses, sender names, and the unauthorized use of logos or trademarks.

Any attempt at impersonation will be considered a violation of our service usage policies, which may result in immediate deletion of the email account and possible legal action by the appropriate authorities.

It is the responsibility of each user to ensure that all information provided in their emails is accurate and not intended to mislead recipients. If a user suspects that they have received a fraudulent or phishing email, they are urged to immediately report it to our support team for verification and removal.

In the event that evidence is found that a user is using our email service for identity theft, steps will be taken to prevent and avoid future attempts of this type.

Sanctions Policy

Gulupa Digital SAS is committed to maintaining a safe and spam-free digital environment for all its users. Therefore, we have implemented a sanctions policy for those users who violate our anti-spam policies. This policy aims to prevent abuse of our services and protect our users and Gulupa Digital SAS from the negative consequences of spam.

• Initial warning: In the event of a first violation of our anti-spam policies, the user will receive a written warning informing him or her of the violation and reminding him or her of our policies. This warning will also include a request for the user to immediately cease any spamming activity.
• Temporary suspension of services: If a user continues to violate our anti-spam policies after receiving a warning, Gulupa Digital SAS services will be temporarily suspended for that user. The length of the suspension will depend on the severity of the violation and will be determined at the discretion of Gulupa Digital SAS.
• Termination of services: In the event of serious or repeated violations of our anti-spam policies, Gulupa Digital SAS reserves the right to terminate all services provided to the offending user. This action will be taken as a last resort and only after all other options have been exhausted.
• Reports to authorities: Gulupa Digital SAS reserves the right to report any illegal spam activity to the relevant authorities. This may include providing the user's personal information to the authorities, to the extent permitted by law.
• Cost recovery: If a user's spam actions result in costs to Gulupa Digital SAS (e.g. fines imposed by regulatory authorities, litigation costs, etc.), the user will be responsible for reimbursing Gulupa Digital SAS for these costs.

It is the responsibility of all Gulupa Digital SAS users to read, understand and adhere to our anti-spam policies. By using our services, users agree to comply with these policies and accept any penalties imposed in the event of violation.

Content Filtering Policy

Gulupa Digital SAS is committed to maintaining a safe and spam-free digital environment for all of its users. To achieve this goal, we have implemented a content filtering policy that applies to all users of our services. This policy is designed to prevent and detect spam, as well as to protect our users and Gulupa Digital from the negative consequences of spam.

• Implementing content filters: Gulupa Digital will implement and maintain content filtering systems that are capable of automatically detecting and blocking spam. These systems will be designed to identify common characteristics of spam, such as specific keywords, behavioral patterns, and suspicious IP addresses.
• Continuous updating of content filters: Content filters will be updated regularly to keep up with the latest spam trends and tactics. This will allow Gulupa Digital to respond effectively to new threats as they emerge.
• Manual review of suspicious content: When suspicious content is identified by the content filters, it will be manually reviewed by a member of our team to determine if it is spam. This will help prevent false positives and ensure that only real spam is blocked.
• Notice to users: If a user attempts to submit content that has been identified as spam, they will be notified and given the opportunity to review and modify their content before attempting to submit it again.
• Legal actions: In the event of serious or repeated violations of our anti-spam policies, Gulupa Digital reserves the right to take legal action against the offending user. This may include termination of services, recovery of costs, and/or filing a complaint with the relevant authorities.

Virus or malware dissemination policy

Gulupa Digital SAS makes it a priority to protect its users and prevent the spread of viruses or malware through its email service. Therefore, it is strictly prohibited to send emails containing viruses, malware or other malicious software that may damage the security of the email system or users' information.

In the event that the dissemination of viruses or malware through the Gulupa Digital SAS email service is detected, appropriate measures will be taken to protect users and preserve the integrity of the service. This may include deleting the account of the user who sent the infected email, notifying the relevant authorities, and cooperating with any investigation related to the dissemination of viruses or malware.

To prevent the spread of viruses or malware, users are advised to use up-to-date anti-virus software and not to open suspicious emails or attachments from unknown sources. Gulupa Digital SAS reserves the right to implement additional security measures to protect its users and prevent the spread of viruses or malware through its email service.

Phishing Practices Policy

Gulupa Digital SAS is committed to ensuring the security of its users and the protection of their personal data. In this regard, the use of our email services to carry out phishing practices or any other activity that is illegal or fraudulent is strictly prohibited.

Phishing is defined as an attempt to obtain sensitive information, such as passwords, credit card numbers, or banking information, by impersonating a trusted entity through fraudulent emails. To prevent such practices, we have implemented the following policies:

• Banning Fraudulent Emails: Using our email service to send emails that are fraudulent or deceptive is strictly prohibited. Any phishing attempts detected on our email service will be immediately stopped and appropriate action will be taken.
• Constant monitoring: We will implement a constant monitoring system to detect any suspicious activity in our users' email accounts. If we detect suspicious activity, we will take immediate measures to protect the account and prevent any possible theft of information.
• Collaboration with authorities: If we detect any suspicious activity related to phishing, we will collaborate with the relevant authorities to investigate and prevent any possible crime.

At Gulupa Digital we are committed to the security and privacy of our users. Therefore, any violation of this phishing practices policy will be considered a serious violation of our usage policies, and immediate action will be taken, including suspension of the email account and cooperation with the competent authorities.

This phishing practices policy is subject to the laws and regulations of the Republic of Colombia. By using our services, users agree to comply with this policy. Any violation of this policy may result in sanctions, including termination of services.

Offensive or Illegal Content Policy

At Gulupa Digital SAS we take the protection of our users from offensive or illegal content in emails very seriously. Therefore, customers are strictly prohibited from sending emails containing offensive or illegal content.

Offensive content is considered to be any content that is discriminatory, sexist, racist, xenophobic, homophobic, violent, threatening, defamatory, obscene, pornographic, or that incites hatred, violence or intolerance. Illegal content is considered to be any content that infringes copyright, intellectual property, privacy, data protection, trademark law or any other applicable law.

Any violation of this policy will result in the immediate suspension of the customer's account and the removal of any offensive or illegal content present on the Gulupa Digital SAS email server. In addition, the competent authorities will be notified if the situation is considered serious enough to justify it.

Gulupa Digital SAS reserves the right to review emails sent by customers for offensive or illegal content and to take the necessary measures to prevent their transmission. Customers are responsible for ensuring that all content of their emails complies with this policy.

If a user receives an email containing offensive or illegal content, they are advised to report it to Gulupa Digital SAS immediately.

Policy on restricting sending emails to unverified email addresses

In order to prevent spam and protect the quality of the email service, Gulupa Digital SAS prohibits the sending of emails to unverified email addresses. This is achieved through the implementation of an email verification system that sends a confirmation message to the recipient to verify the email address. It is the responsibility of each client to implement this system to ensure that emails are sent only to real recipients and not to fake or inactive addresses.

Sending emails to unverified addresses can be detrimental to the mail service as it can cause spam to appear and cause important messages to be filtered or blocked by spam filters. For this reason, it is important for customers to verify the authenticity of email addresses before sending any messages.

Email verification is a process that helps ensure that emails are sent only to real recipients and not to fake or inactive addresses. This process usually involves sending a confirmation message to the recipient to verify their email address. The recipient must confirm their email address by clicking a link or replying to the confirmation message.

Gulupa Digital SAS recommends that all its clients implement an email verification system to avoid sending emails to unverified addresses and, in this way, protect the quality of the service.

Policy on restricting the use of third-party services for sending mass emails

Gulupa Digital SAS prohibits the use of any third-party service for sending mass emails that has not been previously approved by the company. This is necessary to prevent the spread of spam and protect the reputation of the email service.

Using third-party services for mass emailing can be an efficient way to send messages to large audiences. However, this method can also be used to send spam and other unwanted messages. For this reason, it is important that Gulupa Digital SAS pre-approves any third-party service that its clients wish to use to send mass emails.

By pre-approving third-party services, Gulupa Digital SAS can ensure that messages sent through these services are legitimate and do not undermine the quality of the email service. It can also help protect the reputation of the email service, as the appearance of spam can have a negative impact on how email providers are perceived by users.

Email Account Deletion Policy

At Gulupa Digital SAS, we take the protection of our email services and the security of our users seriously. Therefore, we reserve the right to delete any email account without prior notice, if it is determined that the account holder has violated any of our policies.

In the event of a violation of our policies, we will delete the user's email account and all information associated with it, including emails, attachments, and contacts. No access to or recovery of deleted information will be permitted.

We will take reasonable steps to investigate and confirm any violation of our policies before proceeding to deletion of the email account. However, if it is determined that any of our policies have been violated, the email account and all information associated with it will be deleted without the possibility of recovery.

It is the user's responsibility to ensure that they comply with all policies established by Gulupa Digital SAS and take the necessary measures to protect the security of their email account. In case of doubts or queries, users can contact our support team for more information about our security policies and procedures.

Policy on deleting hosting accounts for serious violations of anti-spam policies

In the event that a client seriously violates the anti-spam policies established by our hosting provider company, their account will be immediately deleted without prior notice.

Any of the following actions are considered a serious breach of anti-spam policies:

1. Mass sending of unsolicited emails or spam through our hosting platform.
2. Using our hosting platform to carry out activities related to phishing, malware distribution or any other malicious activity.
3. Using third-party services for mass email sending that do not comply with the antispam policies of the company providing the email service.

Before proceeding with the deletion of the account, a thorough investigation will be carried out to confirm non-compliance with the anti-spam policies. In the event that it is determined that the client has incurred in a violation of these policies, his/her hosting account will be deleted immediately and without the possibility of recovering the information stored in it.

It is the customer's responsibility to comply with the established anti-spam policies and ensure that their use of our hosting platform is legal and ethical. Account deletion for failure to comply with anti-spam policies is a necessary measure to protect the integrity of our platform and ensure quality of service for all our customers.

Additional Recommendations

If the company or individual in question needs to send more than 20 emails for advertising or communication purposes with its clients or recipients, we recommend the following services:

• constantcontact
• mailchimp
• Get Response
• Send blaster

Services like mailchimp.com offer free services if you send less than a certain number of messages. Most of the time this offer is sufficient for all cases of sending newsletters or mass notifications without imposing an additional cost on their service.

How can I protect myself and make sure I'm not sending spam?

1. Have you purchased or acquired any email lists?
2. Are you sending emails like: sales@domain.com, business@domain.com, webmaster@domain.com or other general addresses without knowing the recipient?
3. Are you sending emails to mailing lists or distribution lists indirectly and without authorization?
4. Are you sending email to an account you don't have permission to send to or don't know the person to?
5. Have you ever falsified or forged the source address, or transmission route of your emails?
6. Have you ever used someone else's account or domain name without their permission?
7. Does your email subject line contain ambiguous or misinterpretable information?
8. Do your emails not contain a link that actually works to unsubscribe users from your mailing lists and not send them messages again?
9. If some of your recipients no longer wish to receive your email, don't you remove them from your mailing list?

If you answered yes to any of the above questions, you may be classified as a spammer and are sending unsolicited email.
If you need help or know someone who is not complying with our policies, please contact us.