CASL Compliance Policy

1. Policy Statement

TechZoned is fully committed to compliance with Canada’s Anti-Spam Legislation (CASL).

CASL regulates commercial electronic messages (CEMs) sent to or from Canada. TechZoned, located at Clover Bay Tower, Business Bay, Dubai, United Arab Emirates, ensures that all CEMs sent to Canadian recipients or using Canadian systems strictly adhere to CASL’s requirements for consent, content identification, and unsubscribe mechanisms.

This policy applies to all employees, contractors, affiliates, and third‑party vendors acting on behalf of TechZoned. We aim to build trust with our B2B audience through transparent and compliant communications.

2. Policy Details

This CASL Compliance Policy provides a comprehensive framework for TechZoned’s electronic communications. It covers:

• Obtaining and documenting consent for sending CEMs.
• Ensuring proper identification and contact information in CEMs.
• Providing clear and accessible unsubscribe mechanisms.
• Maintaining accurate records of consents and relationships.
• Ensuring third‑party compliance with CASL.

Internal procedures and training programs support this policy to maintain ongoing compliance.

3. Application and Scope

This policy applies to:

• All TechZoned employees, contractors, and representatives who send or authorize CEMs to or from Canada.
• All systems and platforms used to send CEMs, including email marketing tools (e.g., HubSpot, Mailchimp).
• Third‑party vendors or partners sending CEMs on behalf of TechZoned.

The policy covers all CEMs sent to Canadian recipients or originating from Canadian systems, regardless of the sender’s location.

4. Consent Requirements

Under CASL, TechZoned must obtain consent before sending CEMs, unless an exemption applies. Two types of consent are recognized:

• Express Consent: Explicit agreement (e.g., checking a box during webinar registration or newsletter sign‑up). Express consent must be:
  • Clear and affirmative (unchecked box, opt‑in form).
  • Separate from other terms (not bundled with website terms).
  • Verifiable (timestamped records in our CRM).
• Implied Consent: Applies in specific circumstances:
  • Existing Business Relationship (EBR): You have engaged with us (e.g., downloaded a whitepaper, attended a webinar) within the past 2 years.
  • Publicly Available Contact: Your business contact information is published online without restrictions on commercial use.
  • Inquiry‑Based Exemption: You contacted us with an inquiry, allowing CEMs related to that inquiry for up to 6 months.

Verbal consent (e.g., during a phone call) is documented with date, time, and context. All consent records are stored securely in our CRM for compliance verification.

5. Form and Content of Commercial Electronic Messages

Every CEM sent by or on behalf of TechZoned must include:

• Sender Identification: Clearly identify TechZoned as the sender.
• Contact Information: Our physical mailing address: Clover Bay Tower, Business Bay, Dubai, United Arab Emirates, plus a valid email or phone number.
• Unsubscribe Mechanism: A clear, free, and functional unsubscribe option (e.g., a clickable link) that remains active for at least 60 days after the message is sent.
• Purpose Clarity: The commercial purpose of the message (e.g., promoting a webinar or whitepaper).

We ensure all CEMs are truthful and comply with CASL formatting requirements.

6. Storage of Consent and Relationship Details

TechZoned maintains detailed records of all consents and business relationships to demonstrate CASL compliance. These include:

• Consent Details: Date, time, method (form submission, verbal agreement), and permissions granted.
• Relationship Details: Evidence of EBRs, such as content downloads, webinar registrations, or inquiries.
• Contact Information: Business email, phone, or other details provided.

Records are stored securely in our CRM and retained for a minimum of 3 years after the last interaction, unless a longer period is required by law. Inactive contacts are reviewed and anonymized or deleted after 3 years of inactivity.

7. Definition of Commercial Electronic Messages (CEMs)

A Commercial Electronic Message (CEM) is any electronic message (email, SMS, direct message) that encourages participation in a commercial activity, such as promoting TechZoned services, content, or events. Examples include:

• Invitations to register for webinars.
• Notifications about new whitepapers or case studies.
• Offers for sponsored or co‑branded content.
• Announcements of industry events or promotions.

Exempt Messages include:

• Transactional messages (e.g., content download confirmations).
• Customer support responses.
• Responses to direct inquiries from users.
• Messages required by law or regulation.

We carefully categorize messages to ensure only CEMs are subject to CASL’s consent and content requirements.

8. Third‑Party Compliance

Any third‑party vendors or partners (e.g., email marketing providers, event organizers) sending CEMs on behalf of TechZoned must:

• Sign a CASL‑compliant data processing agreement.
• Adhere to our consent and content requirements.
• Maintain accurate records of consents and communications.
• Provide unsubscribe mechanisms consistent with CASL.

We conduct due diligence and regular audits to ensure third‑party alignment with CASL standards.

9. Unsubscribe Mechanism

You can unsubscribe from our CEMs at any time.
To stop receiving marketing emails or other CEMs, use one of these methods:
→ Visit our Unsubscribe Page
→ Click the “Unsubscribe” link in any CEM
→ Email dpo@techzoned.com with subject “Unsubscribe”

Unsubscribe requests are processed within 10 business days as required by CASL. You may continue to receive transactional or non‑commercial messages (e.g., content download confirmations) unless you request complete data deletion (see our Privacy Policy).

10. Policy Administration

This CASL Compliance Policy is maintained by TechZoned’s Compliance Team, led by our Compliance Officer. Responsibilities include:

• Developing and updating internal CASL procedures.
• Training employees and contractors on CASL requirements.
• Monitoring compliance across all departments and systems.
• Addressing user inquiries or complaints related to CEMs.

The policy is reviewed at least annually to ensure alignment with CASL regulations and industry best practices.

11. Review and Approvals

The CASL Compliance Policy undergoes a formal review annually or whenever significant regulatory changes occur. Reviews are conducted by the Compliance Team with input from legal counsel specializing in Canadian privacy law.

Amendments require approval from TechZoned’s Board of Directors or an authorized executive committee. Approved changes are communicated to all relevant stakeholders, including employees, contractors, and third‑party vendors.

12. Enforcement and Audit Procedures

TechZoned enforces strict adherence to this CASL Compliance Policy. Violations may result in:

• Internal disciplinary action, up to and including termination.
• Contractual penalties for third‑party vendors.
• Reporting to regulatory authorities, if required.

We conduct regular audits of our email marketing practices, consent records, and third‑party compliance to ensure ongoing adherence to CASL. Audit findings are reviewed by the Compliance Team and addressed promptly.

13. Contact Information

For questions, concerns, or complaints regarding our CASL compliance or CEM practices, please contact:

Canadian residents may also contact the Canadian Radio-television and Telecommunications Commission (CRTC) to report suspected CASL violations.