Renaissance Evolution's Email Policy

This policy defines how Renaissance Evolution uses its email list for bulk distribution.

I. List Sharing

Renaissance Evolution does not share email addresses collected on RenaissanceEvolution.org and ChiefCulturalOfficer.org without permission.

Renaissance Evolution does not share email addresses collected at training events or speaker series without permission.

Renaissance Evolution may include messages or news about other organizations or events in its newsletters and emails.

II. Subscription Methods for Renaissance Evolution's Email Lists

Users "Subscribe" (i.e. opt-in) to Renaissance Evolution communications by:

  • Registering for or attending any Renaissance Evolution event.
  • Submitting any digital forms on any websites created for or hosted by Renaissance Evolution.
  • Completing any paper form or list at or related to any Renaissance Evolution academy, event, or function.
  • Subscribing to any Renaissance Evolution electronic or paper publication.
  • Providing an email address to a Renaissance Evolution staff member, intern, or other agent via phone, postal mail, email, or in person.

III. Unsubscribing from Renaissance Evolution's Email Lists

At any time a user may unsubscribe from receiving email correspondence from Renaissance Evolution. To unsubscribe from Renaissance Evolution's email list:

  • Click the "Unsubscribe link" provided in all email messages.
  • Make a request by email, phone, or postal mail.

The user may be required to supply their email address for unsubscribing. Upon submission of the request, the email address will be removed from Renaissance Evolution's email list.

If the request is made online, unsubscribing will remove the email address from all Renaissance Evolution email lists and should take effect in less than 2 business days. If the request is made by phone or email, removal from the list will be effective no later than 5 business days. After successfully unsubscribing it may take up to two days for any email sent prior to the unsubscribe request to propagate to the recipient.

If the recipient chooses, they may subscribe again. (See Section II)

IV. Email Frequency

Renaissance Evolution attempts to limit the number of emails a contact receives to two or fewer per day.

V. Email Format and Content

All emails sent by Renaissance Evolution are formatted in text or HTML. The email will be sent from an email address that allows responses with the domain being renaissanceevolution.org. The sender may be a Renaissance Evolution staff member's individual email account or a departmental/Group/Event email account.

All email messages are scanned using up-to-date virus definitions before being sent. Any images contained in the message body will be either attached to the email or hosted on a Renaissance Evolution website. All attachments are scanned for viruses before being sent.

All emails will direct the recipient to Renaissance Evolution's website for unsubscribing and will contain Renaissance Evolution's mailing address and main phone number. Messages will contain information about, but not limited to personal correspondence, updates on events, and other related news about or relating to Renaissance Evolution. All subject lines will contain an accurate description or call to action relating to the message contents or purpose. Emails sent from Renaissance Evolution, shall not purposely contain obscene or offensive language.

All questions about an email's language should be reported to Renaissance Evolution's Director of Technology. All emails will be sent individually to each recipient. The recipient's email or other personal information will never be BCC (Blind Carbon Copied) or CC (Carbon Copied) in any email except for intra-office communication with Renaissance Evolution staff. It is Renaissance Evolution's policy never to exchange confidential data via email including credit card or other bank information.

VI. Removing and Verifying Email address

Renaissance Evolution verifies email addresses on an ongoing basis and reserves the right to remove any email address from the system. Email addresses will be removed for reasons including, but not limited to rejection, failure, "bounce," or repeatedly responding with automatic replies.

VII. Forwarding and Relaying

All email messages are intended only for the recipient and are not intended to be forwarded to other users or groups unless expressed by Renaissance Evolution. Renaissance Evolution is not responsible for any viruses, content changes, or other malicious activity that may occur from sending or receiving forwarded emails.

Renaissance Evolution email system does not allow forwarding or relaying of email messages through our mail servers.

Renaissance Evolution reserves the right to change this policy at any time and without prior notice.

Revised: 08/18/2020

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