Internal Policy Document
 Effective Date: January 9, 2026

 

1. Purpose

This policy ensures that all email communications from Bozeman Film Festival, Inc. comply with the CAN-SPAM Act of 2003 and best practices for nonprofit email marketing.

 

2. Scope

This policy applies to all:

• Mass email communications

• Newsletters

• Promotional emails

• Fundraising appeals

• Event announcements

 

3. Requirements for All Commercial Emails

Header Information

• "From" field must accurately identify Bozeman Film Festival

• "Reply-To" must be a monitored email address

• Routing information must be accurate

 

Subject Lines

• Must accurately reflect email content

• No deceptive or misleading subject lines

• Avoid excessive use of capital letters or symbols

 

Message Content

• Clearly identify message as promotional when applicable

• Include our physical mailing address in every email

• For mixed content (commercial and transactional), follow commercial email rules

 

Opt-Out Mechanism

• Include clear, conspicuous unsubscribe link in every email

• Honor opt-out requests within 10 business days

• Maintain suppression list of opted-out addresses

• Do not require login or personal information to unsubscribe

• Offer option to opt-out of specific types of communications

 

4. Consent and List Management

Express Consent Required

• Never add email addresses without explicit permission

• Use double opt-in for new subscribers when possible

• Document consent date, time, and method

List Hygiene

• Remove bounced addresses promptly

• Honor unsubscribe requests immediately

• Never share, sell, or rent email lists

• Segment lists based on subscriber preferences

 

5. Transactional Email Exemptions

The following are considered transactional and exempt from certain CAN-SPAM requirements:

• Donation receipts and acknowledgments

• Film submission confirmations

• Ticket purchase confirmations

• Account updates and password resets

 

However, we will still include unsubscribe options as a best practice.

 

6. Record Keeping

Maintain records of:

• Consent documentation

• Unsubscribe requests

• Email campaign metrics

• Compliance audits

 

7. Penalties for Non-Compliance

Staff members who violate this policy may face:

• Additional training requirements

• Suspension of email privileges

• Disciplinary action up to termination

 

8. Training and Oversight

• All staff with email access must receive CAN-SPAM training

• Marketing Director oversees compliance

• Annual compliance audits required