Anti-Spam Policy

1. Policy Purpose & Zero-Tolerance Stance

QHR Digital AI Private Limited (“QHR Digital AI”) enforces a strict, zero-tolerance policy against spam, phishing, unsolicited bulk electronic communications, and abusive candidate outreach across all platform communication channels, including Email, WhatsApp Business API, and SMS gateways.

As an enterprise Applicant Tracking System (ATS), our platform is designed to foster professional, transparent, and consensual talent relationships between hiring organizations and job applicants. Any misuse of our communication microservices to transmit unsolicited promotional spam or deceptive job advertisements is strictly forbidden.

2. Definition of Spam in Recruitment Context

In the context of the QHR Digital ATS, “Spam” is defined as any automated message, email, WhatsApp ping, or SMS sent to a candidate or prospective applicant where:

• The recipient has not submitted an application, joined your talent community, expressed verifiable interest in employment, or consented to recruiter contact.
• The message was transmitted to scraped, purchased, or third-party harvested email lists or phone directories.
• The sender’s identity, company name, or contact details are obscured, misleading, or falsified.
• The message promotes products, services, get-rich-quick schemes, or multi-level marketing (MLM) under the guise of a legitimate employment opening.
• The communication lacks a working, frictionless one-click opt-out or unsubscribe mechanism.

3. Mandatory Requirements for Recruiters & Employers

Every employer, hiring manager, and staffing agency utilizing QHR Digital AI messaging and email integration tools must strictly adhere to the following standards:

A. Email Compliance (CAN-SPAM, GDPR & CASL)

• Clear Sender Identification: The “From,” “To,” and “Reply-To” email routing information must accurately reflect the recruiting organization and the sending recruiter. Verified custom domain DKIM and SPF records must be configured.
• Truthful Subject Lines: Subject headers must clearly relate to a real job requisition, active candidate stage update, or interview schedule (e.g., “Interview Invitation: Senior Frontend Engineer at Acme Corp”).
• Mandatory Physical Postal Address: All automated outgoing email templates must include the hiring organization’s legitimate physical street address.
• One-Click Opt-Out: Every talent network broadcast or automated job alert must contain an automated unsubscribe link. Opt-out requests are processed instantaneously and prevent future batch mailings.

B. WhatsApp Business Recruitment Rules

QHR Digital integrates with the official Meta / WhatsApp Business API. To protect candidate trust:

• Consent Verification: Recruiters may only initiate WhatsApp conversations with candidates who have explicitly opted in (e.g. checked a WhatsApp notification box on your career portal or application form).
• Approved HSM Templates: Initial outreach and interview reminders must utilize pre-approved WhatsApp message templates complying with Meta’s Business Messaging policies.
• Instant STOP Handling: Candidates who reply with “STOP,” “UNSUBSCRIBE,” or similar opt-out commands are automatically excluded from automated candidate pipelines.

C. SMS Notification Guidelines

SMS messaging through QHR Digital is strictly restricted to time-sensitive recruitment notifications, such as interview confirmations, reminder alerts 1 hour prior to video calls, and offer status updates. Promotional marketing blasts via SMS are prohibited. All SMS dispatch respects local Do-Not-Disturb (DND) registries, including TRAI regulations in India.

4. Automated Spam Prevention & Bounce Monitoring

QHR Digital AI utilizes automated real-time deliverability and reputational monitoring engines:

• Hard Bounce Throttling: Accounts experiencing hard bounce rates exceeding 4% are temporarily paused for automated list sanitation review.
• Spam Complaint Thresholds: Accounts receiving spam complaints exceeding 0.08% (8 complaints per 10,000 sent emails) trigger immediate investigation by our deliverability compliance team.
• Rate Limiting: Staggered sending queues and intelligent warm-up protocols are enforced to maintain ISP reputation and prevent mail server blacklisting.

5. Account Suspension & Termination for Violations

If an account is determined to have violated this Anti-Spam Policy:

• First Infraction / Minor Spike: Immediate suspension of bulk email and messaging privileges pending list origin verification and remediation.
• Gross Violation / Scraped Lists: Immediate, non-refundable termination of the customer’s QHR Digital subscription and workspace account.
• Legal Escalation: We reserve the right to report unlawful spam operations or fraudulent job phishing to relevant telecommunication authorities and law enforcement agencies.

6. How to Report Spam or Unsolicited Contact

If you have received an unsolicited or abusive email, WhatsApp message, or SMS purporting to originate from an organization using the QHR Digital ATS platform, please forward the message details and full headers to our dedicated abuse response desk: