E-Mails Sent to a HCI Data Mail Server
This includes e-mails sent to HCI Data's E-mail server for forwarding onto other servers.
HCI Data Ltd reserves the right to block any e-mail sent to HCI Data
Ltd or its clients which may be unsolicited. We (HCI Data Ltd) further
reserve the right to block any e-mail that may contain a virus. Furthermore,
we may block all e-mail from a specific IP address that has been seen
to be a source of unsolicited e-mail or viruses or is relaying such e-mails.
The block will be released when we are satisfied that the source or relay
has stopped sending such e-mail and is not likely to restart.
Where HCI Data Ltd forwards e-mails to third party servers and the
third party server is not accepting the forwarded e-mails,
HCI Data Ltd reserves the right to block, without notice, any e-mail sent to the
forwarding e-mail address and the forwarding e-mail address' domain.2010-10-27
HCI Data Ltd will not forward e-mails to the following domains2016-05-25:
- gmail.com2024-02-25
- googlemail.com2024-02-25
- hotmail.com
- live.com
- msn.com
- outlook.com
- yahoo.com and all other country specific yahoo domains2024-02-25
E-Mails Originating from HCI Data's Servers
These e-mails will be generated by HCI Data Ltd or one of its clients.
E-Mails from HCI Data Ltd (hcidata.com, hcidata.uk and hcidata.co.uk)
HCI Data Ltd does not send out unsolicited bulk e-mails - also known
as spam. It only sends e-mails to clients, suppliers or those who have
requested information from HCI Data Ltd.
Any unsolicited e-mails apparently from HCI Data Ltd are probably forgeries.
These forgeries are known as Joe-Job. Joe-Job is jargon for a spam run
forged to appear as though it came from an innocent party, who is then
generally flooded by the bounces; or, the act of performing such a run.
The original incident is described here.
HCI Data has frequently been the victim of a Joe-Job forgery.
HCI Data Ltd does not tolerate the sending of e-mails containing
misleading information.
Clients of HCI Data ("the client")
who use HCI Data's servers must ensure that any e-mail conforms to
ALL the following standards when sending e-mail:2010-10-27
- Every e-mail's "From" address must be owned by the
client. To be an owned address2014-03-26
the domain name must be registered in the name of the client.
@hotmail, @gmail, @outlook and other similar e-mail accounts do not constitute an owned address
- HCI Data Ltd2014-03-26
- must be the domain name's technical and administration contact
- must be the registrar of *.uk and *.*.uk domain names
- must be able to control the primary and secondary name servers of the domain
- Every e-mail's "From" address must accept any e-mail from HCI Data Ltd
including any e-mails that are bounced
when the original e-mail cannot be sent.
- No message can contain avoidance techniques to get around any anti-spam
software that the message may pass through before being delivered to
the recipient.
HCI Data Ltd does not tolerate the sending of unsolicited bulk e-mail.
Clients of HCI Data ("the client")
who use HCI Data's servers must ensure that any mailing list conform to
ALL the above and following standards when sending bulk e-mail:
- Every e-mail's "From" address must accept e-mail from anyone
on the mailing list.
- Every address in the mailing list must have been positively subscribed
to the mailing list by a double opt-in process2014-06-12. That is, the person who uses an e-mail address
must have requested to be added to a specific mailing list - e-mail
addresses harvested from address books or other e-mails do not classify
as "positive subscription"
The double opt-in process
requires, as a minimum the following steps to be carried out in this order:
2014-06-12
-
You ask the potential subscriber if they wish to be part of the mailing list.
You may ask this on a website, in an e-mail, by written communication or verbally.
If you ask them by an e-mail, you may only make one e-mail request per calendar year.
-
You obtain the e-mail address from the subscriber who wishes to be part of the mailing list.
This will be by them informing you that they wish to join your e-mail list.
-
You send an "Opt-In" confirmation e-mail to your subscriber
with details of the type of e-mails they can expect to receive and
the frequency of e-mails expected (e.g. "about 20 per year").
The "Opt-In" confirmation will also request the subscriber to
confirm that they still want to be part of the e-mail list.
If they do not respond to this e-mail they must not be added to the e-mail list.
-
Only when they respond positively to the "Opt-In" confirmation e-mail
can they be added to your e-mail list.
- When a user positively subscribes to a mailing list, the
client that uses the mailing list must be clearly identified
before the user subscribes.
- Use of mailing lists supplied by other companies or organisations
are expressly forbidden.
- Every e-mail must carry details on how to unsubscribe and the method
of unsubscribing must be an e-mail address to send the unsubscribe request
to or a web URL that accepts unsubscribe requests.
- Every unsubscribe request must be actioned within 3 working days of
receipt.
- No message can contain avoidance techniques to get around any anti-spam
software that the message may pass through before being delivered to
the subscriber.2006-05-26
Should any of the above standards not be met, HCI Data Ltd reserve the
right to remove the e-mail facility from the
client without notice.
Changes to the E-mail Acceptable Use Policy
HCI Data Ltd may change this policy without notice in order to protect
resources shared by more than one client of HCI Data Ltd.
Change History
- 2024-02-25
- Prohibition of forwarding to Gmail and Yahoo accounts
- 2016-05-25
- Prohibition of forwarding to Outlook and Hotmail accounts
- 2014-06-12
- Clarification of the "Opt-in" process
- 2014-03-26
- Clarification of an "owned" e-mail address and HCI Data Ltd control of DNS
- 2010-10-27
- Added e-mails from clients section and e-mail forwarding clause
- 2006-05-26
- Added anti-spam avoidance clause
- 2004-08-19
- Created
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