Important updates on email campaigns and upcoming MLM training sessions

As part of our commitment to compliance with privacy regulations and effective email campaign management, we would like to remind you of important guidelines for using the Mass Mailing Management (MLM) system when sending emails to external recipients.

(1)  Guidelines for External Email Campaigns

When preparing Direct Marketing (DM) campaigns, please adhere to the following principles:

• Explicit Consent

Before importing email address lists of external recipients into the MLM system, ensure that explicit consent has been obtained from all individuals on the list. This is crucial for compliance and maintaining trust.

• Separate Campaigns

Please set up distinct campaigns for mass mailing to external recipients and for internal users, including PolyU staff, students, and alumni. This separation helps tailor our messaging appropriately.

• Opt-Out Options

When configuring mass mailing campaigns for external recipients, it is essential to provide opt-out options for all Direct Marketing types, except for those that recipients have consented to receive. This ensures that external recipients who choose to unsubscribe will not receive further messages from the same sender unit regarding other Direct Marketing types.

Here are a few steps for the “Opt-out option” procedure:

1. Import the list of external recipients as normal practice.
   
2. Re-import the same list of external recipients but choose the opt-out option and check all DM types except for the DM type intended for external recipients. This will appropriately update the subscribed campaign types for the external recipients.
   
   The user profile is updated with the appropriate DM campaign type selected.
   
3. Proceed to create new campaign and use the imported user list to setup the DM campaign.

• Privacy Compliance

It is important to note that PolyU may be perceived as non-compliant with the Privacy Ordinance if we enable all Direct Marketing types by default for external recipients who have not provided explicit prior consent.

(2)  Upcoming MLM Refreshment Training

To support our MLM administrators in effectively using the MLM system, we have arranged two training sessions.
Please see the details below and register before 10 June.

Should you need further information or assistance, please contact the IT HelpCentre (Tel: 2766 5900, WhatsApp/ WeChat: 6577 9669) or reach out to us via the IT Online ServiceDesk or MLM support (mlm.support@polyu.edu.hk).