Simple Effective Marketing - Fax Broadcast - Policies Regarding Broadcast Fax

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Policies Regarding Broadcast Fax

In Canada, the rules governing fax solicitation are set by the CRTC and enforced by the telephone companies. They cover situations of any attempt to sell the recipient anything, where there is no relationship between the parties. (Soliciting votes does not seem to count, nor do public service announcements, etc).

Simple Effective Marketing follows the rules rigorously. When providing services to associations & Companies who supply and maintain their own lists, we make arrangements with the client to ensure their database is adequately maintained.

Senders must identify the person on behalf of whom the fax is being sent

Senders must print the originating fax number, name, address, and telephone number on the fax

Senders must display the originating number or alternative number where they can be reached, unless number display is not available for technical reasons.

Senders must remove a recipient’s name and telephone number from the calling lists within 7 days of the recipient’s request (which will remain in effect for 3 years)

Faxes for the purposes of solicitation may be sent only between 9:00 a.m. and 9:30 p.m. Monday to Friday, and 10:00 am and 6:00 p.m. Saturday and Sunday.

Avoiding Junk Fax:

If you wish to avoid unsolicited calls, try setting your fax to answer on the 7^th ring, as most of the automated systems used for fax broadcasting will abandon the call after 5 or six rings.

If you are receiving faxes on a voice line (you’ll hear the distinctive fax tone when you pick up) you can transfer the call to a fax machine (*71, then the fax number) so you can trace the sender, or try last call return to see the ID display.

A fax switch is the ultimate solution. It can detect an incoming fax before you hear the ring and can be set to ask the sender to punch in an extra number (press 1 to send a fax) before it will accept a fax. Automated broadcast systems can’t do that.

Bothersome ringing can be avoided with a distinctive ring switch. Distinctive ring is a service that gives you a different number, with a different ring, on an existing line. The switch, properly set up, routes the call before you hear the first ring.

How To Get Off A List:

Some people have difficulty getting off a faxlist. Regulations in Canada require removal within 7 days, for a period of 3 years. Sometimes you’re still on due to an error. Sometimes the provider may want to maintain a bigger list and that’s a problem. For better or worse recipients have to build a case before the Telecom provider can take action because the action available (cutting off service) is very serious and must be justified. A calm, reasoned approach helps all concerned.

Follow the instructions for removal shown on the fax. If it asks for a faxback, ensure your number is shown clearly. If you get voicemail, speak clearly. Some people get so excited, they mumble, leave out an area code. Some don’t even leave a number. If you get an IVR System (one that asks you to key in your number), don’t feel you’re getting shortchanged by automation. This is the most reliable method – no errors.

Keep a copy of the fax you received. Mark it with the date you called in. Bell allows 7 days for removal. After 7 days, if another fax is received, ensure it is from the same service provider and try the process again – it may just be an error. Save that fax also.

If you receive a third transmission after the second 7 day deadline, save the fax and call the telecom business office.

If you receive a fax from that provider after some lapse, you’ve arrived back on the list. Send the latest and previous faxes to your telecom business office.

If you get a fax with no removal information, call the advertiser. Normally, the advertiser doesn’t have your fax number (and is not a reliable party to ask for removal), but he will certainly be able to give you the provider’s name. This may have been a one-shot error – save the fax. If you get more, send them to your Providers business office (Keep copies).

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