Sending Policy

Piixoo – Sending Policy

Effective as of July 25, 2025

This Sending Policy outlines the rules, technical best practices, and deliverability standards that all users of Piixoo must comply with when using our emailing and automation services. This policy complements our General Terms and Conditions of Use and Privacy Policy. Non-compliance may result in temporary or permanent suspension of your account without refund.

1. Performance Thresholds

You must keep your sending metrics within acceptable thresholds, including bounce rates, block rates, spam complaints, unsubscribe rates, and spam traps. Campaigns should be sent only to active and engaged recipients—ideally those who opened or clicked within the last 3 to 6 months.

2. Consent and Legal Compliance

You may only send emails to recipients who have given explicit, verifiable consent. Purchased, rented, or scraped lists are prohibited unless they comply with all applicable laws such as GDPR, CAN-SPAM, and CASL.

3. Unsubscribe Link Required

All campaigns must include a clear and functional unsubscribe link. Recipients who opt out must be removed from future sends without delay.

4. Sender Transparency

Your “From”, “Reply-To”, and “To” headers must be honest and accurate. Sending domains must be at least one month old, with clean reputations. If using a third-party domain, clearly disclose this.

5. Sending Limits and Frequency

We recommend sending no more than 60 to 100 emails per sender per day. To scale further, use multiple email addresses (with proper inbox rotation) while maintaining a natural sending rhythm to mimic human behavior.

6. Domain Authentication

SPF, DKIM, and DMARC records must be configured correctly. If available, set up a custom tracking domain. These steps protect your sender reputation and improve inbox placement.

7. Reputation Monitoring

Monitor your metrics actively. Complaints over 0.10% (Gmail) or 0.30% (Yahoo, Outlook) can lead to automatic blocks. Watch for blacklistings or sharp deliverability drops.

8. List Hygiene and Validation

Regularly clean your email lists. Remove inactive, invalid, or bounced addresses. Avoid using scraped or third-party sources unless verified and compliant.

9. Warm-Up Strategy

When using a new email address or domain, implement a proper warm-up schedule: start with 5–10 emails/day and gradually increase volume over several weeks. Automated warm-up tools are recommended.

10. Policy Violations

Piixoo reserves the right to suspend or terminate accounts that violate this policy. No refunds will be issued in case of violations that lead to damage or blacklisting of Piixoo’s infrastructure.

11. Email Content Best Practices

• Avoid spam trigger words like “FREE”, “GUARANTEED”, or “LIMITED TIME”.
• Keep your email clean: no excessive formatting, large images, or too many links.
• Personalize content using merge tags and dynamic text to avoid identical messages.
• Include a plain-text version and avoid attachments when possible.
• Use 1–2 external links maximum per message.

✅ Summary – Key Do’s and Don’ts

Practice	Goal
Clean and segment lists regularly	Ensure valid, active recipients
Authenticate your domain	Protect your sender reputation
Use clear unsubscribe links	Stay compliant with legal rules
Limit to ≤ 100 emails/day per sender	Mimic human-like behavior
Use inbox rotation	Distribute volume safely
Respect consent and regulations	Avoid legal and delivery risks
Monitor deliverability metrics	Detect and react to issues early

12. Contact

For any questions regarding this Sending Policy, please contact: