PoliteMail: FAQ

Frequently Asked Questions & Answers About PoliteMail

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Email Tracking & Privacy Questions

Will I always know when my email gets opened?

Not always, and in fact no email marketing system can track opens all the time, for the following reasons.

Data is logged on internet servers when images or links in a message are referenced. If the recipient email software has images turned off (you see red X placeholders instead of images), or is blocking external links, then there is no reference made, no data logged, and therefore no open event is recorded, even though the recipient may have read the message.

You will always get notified of a link click (when external content is not blocked), and when images are displayed you will always receive an open notification. Some email clients, such as Outlook 2003 and 2007, have external images turned off as a default security setting and, if left with these default settings, will never trigger an open event. If the recipient adds you to their safe senders list, then no blocking occurs and you will receive response data. But rest assured, many people find these defaults too restricting, and will turn graphics and external links back on, which enables response data.

How does email tracking work?

PoliteMail simply collects readily accessible internet data using standard web methods and feeds that information back to you.

Tracking is accomplished using the standard internet methods such as cookies, web beacons and redirects. When you send an email message (plain text or HTML) it may contain some external content such as a link or image reference, and if not, then the system will embed a tiny, invisible image (sometimes called a web beacon).

When the recipient previews or opens a message, that external content is referenced and a few bytes of data are stored in a web log. More data is logged when links are clicks or attachments are opened. This data is collected over time and stored in a database, which PoliteMail presents to you as response information.

What about privacy issues and spyware?

Email tracking does not involve spyware, there is no malicious code involved.

PoliteMail simply collects readily available web log information and presents it in a simple, convenient and useful manner. The mechanisms used are first-party cookies, web beacons and redirects. No malware, secret code or scripts are ever installed on your or your recipient's computer.

Regarding your privacy policy, if it already states that your company may utilize tracking devices such as cookies and web beacon's (and most do, as they are common devices on websites) then you are not in violation of your privacy policy by using email marketing software.

How do I opt-out of email tracking?

If you do not wish your email activity to be tracked, then you must operate your email in text-only mode, with external content turned off, which includes blocking automatic picture download and external links.

With Microsoft Outlook, you can block or unblock images by:

On the Tools menu, click Options, and then click the Security tab.
Under Download Pictures, click Change Automatic Download Settings.
Clear or Check the Don't download pictures or other content automatically in HTML e-mail check box.
Click OK twice.

Will the recipient know the message is tracked?

Unlike read receipts, PoliteMail does not interrupt the recipient in order to track an open or a click.

The message appears completely normal. If the recipient hovers over a tracked link, they may notice a slightly longer URL, similar to links in most email newsletters.

Can file attachments be tracked with PoliteMail?

Yes. Using PoliteMail's SmartAttachment™ feature you receive attachment open and forward notifications.

Will I know if my message is put into the junk folder?

No. PoliteMail, like other email marketing systems, is unaware when email is automatically filtered into a spam folder.

Will I know if my message is undeliverable?

Yes. PoliteMail automatically manages undeliverable (bounced) messages and automatically flags the email address when this occurs.

With PoliteMail, undeliverable messages are conveniently routed to a special folder. There are many types of bounces, including "hard bounces" which are invalid addresses, and "soft bounces" which occur when the mailbox is full or the email server is unavailable. PoliteMail enables you to review returned messages and remove undeliverable email addresses from lists.

PoliteMail: FAQ

Frequently Asked Questions & Answers About PoliteMail

Email Tracking & Privacy Questions

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