Sending Policy — Ventanova

Last updated: January 29, 2026

Introduction

This Sending Policy defines the rules and best practices for sending emails through the Ventanova platform. By using our Services, you agree to comply with these rules.

Failure to comply with this policy may result in limitations, suspensions, or termination of your account.

Abuse contact: abuse@ventanova.ai

1. The 5 Pillars of Responsible Sending

1.1 Clear Sender Identification

All emails sent through Ventanova must:

Accurately identify the sender: The "From", "To", and "Reply-To" fields must reflect your real identity
Use an established domain: Your domain must have been active for at least 1 month with accessible public DNS records
Disclose third-party sends: If you are sending on behalf of another entity, this must be clearly stated in the email body

Recommended best practices:

Configure SPF, DKIM, and DMARC on your domain
Progressive warm-up for new domains (max 20 emails/day initially)

1.2 Mandatory Unsubscribe Link

Every prospecting email must include:

A visible and easily accessible unsubscribe link
A one-click functional unsubscribe mechanism

Processing times:

Unsubscribe requests processed within 48 hours maximum
Automatic addition to blacklist (blocking future sends)

1.3 Explicit Regulatory Compliance

You must comply with the following laws based on your recipients' jurisdictions:

Law	Jurisdiction	Key Requirements
CAN-SPAM Act	United States	Clear identification, physical address, opt-out honored within 10 days
CASL	Canada	Mandatory prior express consent
GDPR	European Union	Documented legal basis (legitimate interest), right to object
CCPA	California	Respect "Do Not Sell" requests

Important: Using Ventanova does not exempt you from compliance responsibility. You remain solely responsible for compliance with these regulations.

1.4 List Quality and Consent

Authorized contact sources:

B2B contacts collected through your business activities
Prospects identified by Ventanova (public professional emails)
Contacts who have given explicit consent

PROHIBITED contact sources:

Purchased or rented lists
Lists scraped without legal basis
Personal (non-professional) emails
Contacts inactive for more than 6 months without re-engagement

Quality requirements:

Maintain a complaint rate below 0.1%
Maintain a bounce rate below 5%
Regularly clean your lists (invalid emails, unsubscribes)

1.5 Partner Policy Compliance

Your sends must comply with the policies of:

Gmail: Program Policies and Bulk Senders Guidelines
Microsoft 365: Sender policies and anti-spam requirements
Domain providers: SPF, DKIM, DMARC requirements

2. Prohibited Content

2.1 Strictly PROHIBITED Content

Sending the following content results in immediate suspension:

Category	Examples
Illegal content	Drugs, weapons, counterfeits, criminal activities
Financial scams	Unregulated forex, penny stocks, "get rich quick" schemes
Phishing/Fraud	Identity theft, fake websites, requests for sensitive information
Malware	Malicious links, infected attachments, exploits
Adult content	Pornography, explicit 18+ content
Harassment	Threats, insults, discrimination, intimidation
Violence	Physical threats, incitement to violence
Exploitation	Content involving minors

2.2 Content Requiring Prior Approval

The following sectors require account validation before any sending:

Sector	Process
Political campaigns	Request via abuse@ventanova.ai + documentation
Gambling	Gaming license required
Tobacco	Regulatory documentation required
Regulated financial services	FCA, AMF, or equivalent approval
Pharmaceutical	Required licenses and authorizations
Medical services	Accreditation and professional insurance

Approval process:

Submit a request to abuse@ventanova.ai
Provide supporting documentation
Response time: 5 business days
If approved: account configured with specific limits

2.3 Other Prohibitions

Intellectual property: Violation of copyrights, trademarks, or patents
Sensitive data: Collection of medical, financial, or biometric data without legal framework
Spam: Mass unsolicited sends, excessive frequency
Manipulation: False urgency, malicious social engineering

3. Sanctions and Remedies

3.1 Sanction Scale

Level	Violation Type	Action	Cure Period
1	Minor	Warning + rate limiting	48 hours
2	Moderate	Temporary suspension	7 to 30 days
3	Severe	Permanent suspension	None
4	Critical	Immediate suspension + reporting to authorities	None

Examples by level:

Level 1: High bounce rate, non-functional unsubscribe
Level 2: Repeated complaints, non-compliance with warnings
Level 3: Characterized spam, phishing, prohibited content
Level 4: Malware, fraud, criminal activities

3.2 Appeal Procedure

If you contest a sanction:

Deadline: 7 days from notification
Contact: abuse@ventanova.ai with subject "APPEAL - [Your Account ID]"
Content: Detailed explanation + supporting evidence
Response: Within 5 business days

Note: Suspensions for illegal content (level 4) are not subject to appeal.

4. Abuse Reporting

4.1 How to Report Abuse

If you receive an unsolicited or abusive email sent through Ventanova:

Email: abuse@ventanova.ai

Information to provide:

Complete email headers
Date and time received
Sender email address
Description of the abuse

4.2 Report Processing

Acknowledgment within 24 hours
Investigation within 48-72 hours
Corrective action if violation confirmed
Reporter notification (excluding confidential data)

5. Contact

Abuse reporting Email: abuse@ventanova.ai

General questions Email: support@ventanova.ai

Data protection Email: privacy@ventanova.ai

Last updated: January 29, 2026