Cold Email Policy

This policy explains how WebDoneNow sends cold marketing emails to businesses, and the legal basis for doing so.

1. Our Approach

WebDoneNow identifies small trades businesses (plumbers, electricians, builders, roofers, HVAC technicians, and similar) that may benefit from having a professional website. We contact these businesses by email to introduce our services. We do not send cold emails to consumers — only to businesses.

2. Legal Basis — UK

Under the Privacy and Electronic Communications Regulations (PECR) and UK GDPR, we rely on legitimate interest to send B2B marketing emails to:

• Limited companies and LLPs registered in the UK
• Sole traders and partnerships where the email address is a business email (not a personal email like @gmail.com or @outlook.com)

For sole traders and partnerships, we only use business email addresses obtained from public business listings. We do not send cold marketing emails to personal email addresses without consent.

A Legitimate Interest Assessment (LIA) is available on request.

3. Legal Basis — United States

Under the CAN-SPAM Act, we comply with all requirements for commercial email:

• We do not use deceptive subject lines or misleading header information
• Every email clearly identifies WebDoneNow as the sender
• Every email includes a valid physical postal address
• Every email includes a clear, functional unsubscribe link
• Unsubscribe requests are honoured within 10 business days
• We do not send emails after receiving an opt-out request

4. Data Sources

We obtain business contact information from publicly available sources:

• Google Maps and Google Business listings
• BBB (Better Business Bureau) directory
• Public business directories and trade association listings
• Company websites (where the business has one)

We do not purchase email lists from third-party data brokers.

5. Email Content Standards

• Subject lines are honest and clearly describe the email's purpose
• Emails are concise and relevant to the recipient's trade
• We do not make false or exaggerated claims about results
• Pricing is transparent and clearly stated
• Every email includes our contact details and unsubscribe option

6. Frequency

• We send a maximum of one initial email per business
• We may send one follow-up email after 7 days if we receive no response
• We do not send more than two cold emails to any single business
• If a business responds (positive or negative), we stop cold emailing and switch to normal correspondence

7. Opt-Out and Suppression

• Unsubscribe requests are added to our suppression list immediately
• Suppression list entries are retained indefinitely to prevent future contact
• Recipients can also opt out via our unsubscribe page
• We honour opt-out requests within 10 business days (typically immediately for automated unsubscribes)

8. Data Used in Cold Emails

For each business we contact, we store:

• Business name
• Trade type
• Email address
• Phone number (if available)
• Website status (has website / no website)
• Service area / location
• Source of the data
• Contact status (not contacted / emailed / responded / opted out)

9. Review and Audit

This policy is reviewed quarterly. We monitor unsubscribe rates and complaint rates to ensure our cold email practices remain proportionate and compliant.

10. Contact

For questions about our cold email practices: dakota.vale@webdonenow.com

This Cold Email Policy is provided as a starting point and should be reviewed by a legal professional before relying on it for regulatory compliance.