Spam Policy

Anti-Spam & Acceptable Email Marketing Policy: KPL Distribution

Entity: KPL Distribution (New Zealand)

Governing Regulation: New Zealand Unsolicited Electronic Messages Act 2007 (UEMA) & Privacy Act 2020

Contact for Abuse / Compliance Inquiries: abuse@kpldistribution.co.nz | compliance@kpldistribution.co.nz

1. Executive Statement & Purpose

KPL Distribution maintains a zero-tolerance stance toward unsolicited commercial electronic messages (spam). As a legitimate New Zealand distributor, we strictly prohibit the use of deceptive headers, address harvesting, purchased mailing lists, or unverified contact data.

This document serves as our operational mandate and official assurance to Internet Service Providers (ISPs), email receiving networks, DNSBLs, and reputation/anti-spam monitoring agencies that our electronic communications are permission-based, transparent, and fully compliant with New Zealand law.

2. Statutory Compliance (Unsolicited Electronic Messages Act 2007)

All outbound commercial communications authorized or transmitted by KPL Distribution must comply with the three core requirements of the Unsolicited Electronic Messages Act 2007 (Sections 9, 10, and 11):

Consent (Section 9): Messages are never sent without explicit, verifiable consent from the recipient.
Sender Identification (Section 10): Every message clearly discloses KPL Distribution as the sender, including legal company name, physical business address in New Zealand, and valid contact telephone/email details.
Functional Unsubscribe (Section 11): Every commercial message contains a prominent, clear, and functional one-click or low-barrier unsubscribe facility that remains operational for at least 30 days after sending.

3. Permissible Audience & Consent Acquisition

KPL Distribution only communicates with parties where an established permission baseline exists:

Express Consent: Explicit opt-in via website newsletter subscription forms, account creation portals, or direct written requests. KPL Distribution utilizes double opt-in (confirmed opt-in) verification where technically applicable.
Existing Commercial Relationship (Inferred Consent): B2B partners, registered retail accounts, trade account holders, and active customers who have procured products or services from KPL Distribution, where communications directly relate to that trade relationship.
Deemed Consent (B2B Context): Limited strictly to situations where an electronic address has been conspicuously published in an official business capacity without an accompanying statement declining unsolicited contact, and the message content relates strictly to the individual’s professional role or function.

Prohibited Data Practices

No Purchased / Rented Lists: KPL Distribution strictly prohibits the acquisition, leasing, or utilization of third-party email lists, directory scrapes, or broker databases.
No Address Harvesting Software: In adherence to Section 13 of the UEMA, address harvesting bots, spiders, and scrapers are explicitly banned.
No Cold Consumer Marketing: We do not engage in untargeted consumer bulk email campaigns.

4. Message Construction & Technical Standards

To maintain inbox deliverability, protect network infrastructure, and eliminate spoofing risks, KPL Distribution adheres to industry technical sender standards:

Authentication Records: Outbound mail servers and commercial mail agents sending on behalf of kpldistribution.co.nz must pass:
- SPF (Sender Policy Framework): Explicit authorized IPs and sending services.
- DKIM (DomainKeys Identified Mail): Cryptographically signed payloads verifying message integrity.
- DMARC (Domain-based Message Authentication, Reporting, and Conformance): Strict enforcement policies (p=quarantine or p=reject) with alignment checks.
Header Integrity: Transmission of false, altered, or misleading headers, sender addresses (From:), envelope addresses (Return-Path:), or subject lines is strictly forbidden.
RFC Standards: All mail adheres to RFC 5321 (SMTP) and RFC 5322 (Internet Message Format) specifications, including List-Unsubscribe headers (one-click unsubscribe support).

5. Opt-Out & Unsubscribe Management

Processing Timeline: All unsubscribe requests are honored immediately via automated mechanisms, and in all instances within 5 business days (exceeding the statutory UEMA requirement of 5 working days).
Zero Cost: The unsubscribe mechanism is completely free to the recipient and requires no more than entering an email address or confirming via a single landing page.
Suppression Lists: Addresses that opt out are permanently placed on an internal Global Suppression List to ensure they are excluded from future marketing dispatches across all marketing platforms.

6. Incident Investigation & Blacklist Remediation

If an IP address or domain belonging to KPL Distribution is listed on an anti-spam blacklist or DNSBL:

Immediate Delivery Suspension: Any marketing campaigns originating from the flagged channel are halted immediately pending log inspection.
Root-Cause Analysis: Server logs, bounce reports, and list origin records are audited to isolate whether the listing was triggered by a rogue bounce, spam trap hit, or false-positive report.
List Scrubbing: Any compromised or invalid records are purged immediately from the mailing infrastructure.
Cooperation with Network Operators: KPL Distribution’s IT and Compliance team will supply sending logs, consent timestamps, and proof of corrective measures directly to blacklist administrators upon request.

7. Policy Enforcement & Governance

Every employee, contractor, and third-party marketing agency acting on behalf of KPL Distribution is required to review and adhere to this policy.
Any marketing partner or internal user found violating these guidelines or attempting to dispatch unverified bulk communications faces immediate contract termination or disciplinary action up to dismissal.