Email Outreach Compliance
Our approach to B2B email outreach is designed to be effective while respecting privacy regulations across all jurisdictions we operate in. Here's how we ensure compliance with GDPR, CAN-SPAM, and CASL.
Our Approach in Plain English
When we conduct email outreach on behalf of our clients, we focus exclusively on business-to-business (B2B) communications to relevant decision-makers at companies that are a genuine fit for our clients' services.
Our outreach is:
- Targeted and relevant - We only contact professionals whose role suggests a legitimate interest in environmental consultancy or related services
- Transparent - Every email clearly identifies who is sending it and why
- Respectful - We honour opt-out requests immediately and maintain suppression lists
- Compliant - We follow the specific requirements of each jurisdiction
UK & EU: GDPR Compliance
For contacts in the United Kingdom and European Union, we rely on legitimate interests as our lawful basis for B2B marketing communications, in accordance with GDPR Article 6(1)(f) and Recital 47.
How We Apply Legitimate Interests:
- Purpose limitation - Emails are sent only for genuine B2B business development
- Relevance - Recipients are selected based on their professional role and company fit
- Balancing test - We assess that the minimal intrusion of a business email is proportionate to the potential value
- Easy opt-out - Every email contains a clear, one-click unsubscribe mechanism
- Transparency - Our identity and contact details are clearly stated
We also comply with the Privacy and Electronic Communications Regulations (PECR) in the UK, which permits unsolicited B2B marketing emails to corporate subscribers without prior consent, provided there is a clear opt-out mechanism.
United States: CAN-SPAM Compliance
The CAN-SPAM Act governs commercial email in the United States. Unlike GDPR, CAN-SPAM does not require prior consent for B2B emails, but it does mandate specific requirements that we strictly follow:
Our CAN-SPAM Compliance:
- Accurate header information - From name, reply-to, and routing information are always accurate
- Non-deceptive subject lines - Subject lines accurately reflect email content
- Physical address included - Every email includes a valid postal address
- Clear opt-out mechanism - Unsubscribe links are prominent and functional
- Prompt opt-out processing - Opt-out requests are honoured within 10 business days (typically immediate)
Canada: CASL Compliance
Canada's Anti-Spam Legislation (CASL) is one of the strictest email regulations globally. For Canadian recipients, we operate within the specific exemptions provided for B2B communications:
Our CASL Approach:
- Business inquiry exemption - Initial outreach relates to the recipient's business role and responsibilities
- Conspicuous publication - We contact addresses that are publicly available in a business context
- Identification requirements - All emails clearly identify the sender with contact information
- Unsubscribe mechanism - Clear and functioning opt-out in every message
Where the B2B exemptions do not clearly apply, we obtain express or implied consent before sending commercial electronic messages to Canadian recipients.
Our Additional Best Practices
List Hygiene
We maintain clean contact lists, removing bounces, complaints, and opt-outs immediately. Lists are regularly validated to ensure deliverability and reduce unwanted emails.
Global Suppression
We maintain a master suppression list across all campaigns. Once someone opts out, they will never receive outreach from any of our campaigns.
Volume & Frequency
We limit email frequency and respect reasonable send volumes. Quality over quantity ensures better outcomes and reduced inbox fatigue.
Content Quality
All outreach is personalised, relevant, and provides genuine value. We avoid misleading claims, excessive sales pressure, or deceptive tactics.
Questions or Concerns?
If you have received an email from us and have questions about our compliance practices, or if you wish to exercise your data rights, please contact us:
info@alignedmindsai.com