Communications and Anti-Spam Policy

Last updated 6 September 2026  ·  Varnan Digital (OPC) Private Limited  ·  CIN U62090KL2025OPC096808

Varnan runs outbound business development, and we build outreach systems for clients. This policy sets the rules we hold ourselves to on email, phone, WhatsApp and social messaging, and the rules we require of clients whose campaigns we run.

1. How we contact businesses

We do business-to-business outreach. Where we contact someone who has not asked to hear from us, we rely on legitimate interest, and we accept the limits that come with it:

• We contact businesses about their business, using role-based or professional contact details found on company websites, public professional profiles and industry directories.
• Every message identifies Varnan by name, says why we are writing to that specific company, and gives a real way to reply and a way to opt out.
• We do not disguise the sender, spoof a domain, use a misleading subject line, or pretend a first contact is a reply to an earlier thread.
• We limit follow-ups. No more than three follow-ups after an initial message, spaced out, and then we stop whether or not you replied.
• A “no”, a “not now”, or silence after the sequence ends means we stop. We do not restart a sequence months later against a contact who never engaged.

2. What we never do

• Buy, rent, scrape or trade contact lists, or use one supplied to us by a client without evidence of a lawful basis.
• Email addresses harvested indiscriminately from websites, including generic addresses collected in bulk.
• Contact anyone who has opted out, or a domain that has asked to be suppressed.
• Send marketing messages to personal email addresses or personal phone numbers obtained outside a business context.
• Hide or complicate the unsubscribe route, or make opting out require a login or a phone call.
• Continue after a bounce or a spam complaint. Both trigger immediate suppression.

3. Indian telecom rules

For calls and SMS in India we follow TRAI’s Telecom Commercial Communications Customer Preference Regulations. We check numbers against the Do Not Disturb registry before dialling, use registered sender identifiers and templates for transactional and promotional SMS where required, and call only during permitted hours. We do not use automated dialling to make unsolicited promotional calls.

4. WhatsApp and social messaging

WhatsApp is a client communication channel for us, not a cold broadcast channel. Where WhatsApp is used for outreach, it is within Meta’s Business Messaging Policy, using approved templates where required, with opt-out honoured on the first request. We do not add people to broadcast lists or groups without permission, and we do not use unofficial automation tools that violate WhatsApp’s terms.

5. Marketing email to people who opted in

If you subscribe to something from us:

• The opt-in is separate and unticked. Subscribing is never a condition of downloading something or submitting an enquiry.
• We record the date, source and wording of the opt-in.
• Every message carries a one-click unsubscribe, our legal name and our postal address.
• Unsubscribing takes effect within 72 hours and removes you from all marketing, while leaving service messages about work in progress unaffected.
• We authenticate our sending domains with SPF, DKIM and DMARC so recipients can verify our mail is really ours.

6. Rules for client campaigns

When we run outreach or email marketing for a client, the client is the sender and the controller of the data. Before we run a campaign we require written confirmation that:

• The list was collected lawfully, with consent where consent is the basis, and the records exist.
• The list is not purchased, rented or scraped.
• Suppression and unsubscribe data has been provided to us and is current.
• The client’s privacy notice covers the intended use.

We will not send to a list that fails these checks, and we will say so rather than quietly proceeding. Sending anyway is not something a client can instruct us into; it is listed in the Acceptable Use Policy as work we decline.

7. Deliverability practice

Spam complaints are a compliance signal, not just a metric. We warm new sending domains gradually, keep list hygiene tight, remove hard bounces immediately, monitor complaint rates, and pause a campaign that crosses a complaint threshold rather than pushing volume through it. A campaign that needs deceptive tactics to land in the inbox is a campaign with the wrong offer.

8. Opting out or complaining

To stop hearing from us, do any one of these:

• Click unsubscribe in any email.
• Reply “stop”, “unsubscribe” or “remove me” on the channel you were contacted on.
• Email [email protected] with the address or number to suppress.

We action it within 72 hours and keep a minimal suppression record, your address or number and nothing else, so that we do not contact you again. That record is the one thing we keep after an opt-out, and it exists to protect you.

If we got it wrong, tell us and we will explain where your details came from and what we have done about it. If you are not satisfied, our Grievance Officer is Amal Jandheer, Director, at the same address, and you may escalate to the Data Protection Board of India or your own supervisory authority.

9. Enforcement inside Varnan

Everyone doing outreach for Varnan, employee or contractor, works from the approved sequences and the suppression list. Working outside them is a disciplinary matter and, for contractors, grounds for immediate termination.