Email policy

We are a compliance-first SEO and AI search agency for regulated firms. Some of the email we send is cold: we write to people at firms we have not worked with before. This page says what we do before we send cold email, who we write to, what every cold email must contain, how to make us stop, and what we do not do. It applies to all cold email sent by Tamazia Ltd or on our behalf.

How we handle the personal data involved is set out in our outreach privacy notice. Email you receive because you asked for it, such as a reply to your enquiry, is covered by our privacy notice.

1. Who we write to, and why

We write to people at regulated firms, such as law firms and healthcare providers, to offer a free review of how the firm's website appears in search and AI search, and which rules apply to it.

We write only to firms in the UK and the US.

In the UK we write only to people at companies and limited liability partnerships. We do not send cold email to sole traders or to other partnerships.

2. What we do before we send

• Our director signs off the list of firms we write to. For a UK firm, the list records that it is a company or an LLP, and why it is on the list.
• We find the named people through information that is publicly available about the firm, such as its own website and the public register of its regulator, through Companies House, and through work contact databases and web search tools that find work email addresses at a firm. We check a UK firm's status on the Companies House register.
• We check every address against our stop list before we send to it. The stop list covers every domain we send from.
• We check that each address can receive email before we send to it.
• We send cold email only from tamazia.uk, tamazia.info and tamaziaworld.uk. Each of them publishes SPF, DKIM and DMARC records, receives its mail through Google Workspace and sends visitors on to this website.
• No mailbox sends more than 10 cold emails a day.
• We check every sending domain against the main blocklists each week. If more than 2 in every 100 emails from a mailbox bounce, we stop sending from it until we find the cause.

3. What every cold email must contain

• Our company name, Tamazia Ltd, the fact that we are registered in England and Wales, and our company number, 17295579.
• Our registered office: 124 City Road, London, EC1V 2NX.
• A postal address where post reaches us: 124 City Road, London, EC1V 2NX.
• A working reply address, where you can ask us to stop.
• Accurate sender details, and a subject line that matches the email.
• A plain statement, at the start, that the email offers our services.
• A link to a page that says what the free review includes, who can have it and that there is no obligation.
• A plain sentence saying that you can object to our use of your details for marketing, and how to stop.
• A link to our outreach privacy notice.

4. How to stop

Reply to any of our emails and ask us to stop, in any words. One reply is enough. You do not need to give a reason or any other details. You can also write to contact@tamazia.co.uk.

When you ask us to stop, we stop sending you marketing email and add your address to our stop list. We do this within two working days.

Our stop list holds your email address, the date, and a short note of how your request came to us. Entries on it have no end date, because the list exists so that we never write to you again.

5. What we do not do

• We do not disguise or hide who is sending the email.
• In the UK, we do not send cold email to sole traders or to partnerships other than LLPs.
• We do not tell a firm in a cold email that its own website breaks the law.
• We do not buy or rent ready-made mailing lists.
• We never sell or pass on the address of anyone who has asked us to stop, except to the tools that send our email, so that they can block it.
• We do not use affiliates or resellers, and nobody else may send email promoting Tamazia. If you receive such an email, please tell us.

6. Reporting unwanted email

If you receive cold email from us that you did not want, reply to it and tell us. We add your address to our stop list and look into how the email reached you. You can also write to contact@tamazia.co.uk, including about email that claims to come from us but did not.

7. The rules we follow

In the UK, the Privacy and Electronic Communications Regulations 2003 (PECR) let us send marketing email to people at companies and LLPs without their prior consent. PECR still forbids marketing email that hides who sent it, that gives no valid address where the recipient can ask for such email to stop, or that breaks regulation 7 of the Electronic Commerce Regulations 2002, and it forbids marketing email that encourages recipients to visit websites that break that regulation.

PECR treats sole traders and partnerships, other than LLPs and Scottish partnerships, like private individuals: we could send them marketing email only with their consent, or if they had bought or asked about similar services from us and were given a simple way to refuse. That is why we do not send them cold email.

Under regulation 7 of the Electronic Commerce Regulations 2002, a marketing email must be clearly recognisable as a commercial communication, must say who it is from, and must make the conditions of any promotional offer, such as an offer of a free review, easy to find. Under regulation 8 of the same regulations, marketing email sent without being asked for must be clearly recognisable as such as soon as it arrives. UK company law requires our registered name on all our business correspondence, emails included, and our registered name, the part of the UK where we are registered, our company number and our registered office on our business letters. We put all of these on every cold email.

The UK GDPR still applies to the names and work email addresses we hold, even in a business context. Our outreach privacy notice explains how.

In the US, the CAN-SPAM Act applies to business email too: every commercial email must say clearly that it is an advertisement and give a valid physical postal address and a working way to opt out, the opt out must keep working for at least 30 days after sending, and an opt out must be honoured within 10 business days. Once someone has opted out, the CAN-SPAM Act forbids selling or passing on their address, other than to a company helping the sender comply with the Act.