Email Policy

Last updated: January 2025

1. Overview

East Coast Precast, LLC ("East Coast Precast," "we," "us," or "our") is committed to responsible email practices. This Email Policy describes what email you may receive from us, how we obtain and manage email addresses, how we handle unsubscribes and complaints, and how we comply with the U.S. CAN-SPAM Act (15 U.S.C. § 7701 et seq.), the Canadian Anti-Spam Legislation ("CASL"), and the EU General Data Protection Regulation ("GDPR") as they relate to commercial and transactional email.

This policy applies to all email sent from any domain or subdomain controlled by East Coast Precast, including eastcoastprecast.com.

2. Types of Email We Send

• Transactional email. Quote confirmations, order confirmations, shipping and delivery notifications, invoices, statements of account, project schedule updates, safety data sheet (SDS) delivery, and account maintenance messages sent to active customers. Transactional email is triggered by a specific customer interaction and is not marketing email under CAN-SPAM.
• Operational communications. Production status updates, delivery coordination messages, load-list confirmations, and project logistics communications sent to identified project stakeholders — general contractors, project managers, engineers, architects, and site superintendents — during an active engagement.
• Product bulletins and technical notices. Occasional notifications about new products, product specification changes, engineering advisories, safety recalls, and technical updates. Subscribers must have opted in explicitly and confirmed via double opt-in before we send any bulletin.
• Regulatory and compliance notices. Safety data sheets, product certifications, mill and material test reports, and regulatory disclosures required by law or by trade specification (for example, VDOT or DOT project documentation requirements).

We do not send bulk marketing email to purchased, rented, appended, or scraped email lists.

3. How We Obtain Email Addresses

Email addresses in our systems come from one of the following sources:

• Customer relationship. Customers who submit quote requests, place orders, execute contracts, or otherwise engage our services provide their email address directly to us in the course of that engagement.
• Explicit opt-in via web form. Subscribers who use a subscription form on our website to request product bulletins or safety notices. Opt-in is confirmed via a double opt-in confirmation email; addresses that do not confirm within seven (7) days are discarded.
• Business card and trade-show exchange. Contacts made at trade shows, industry conferences, association meetings, and job-site meetings where a business card or contact information is exchanged in person and where East Coast Precast's identity is disclosed at the time.
• Referrals. Contacts introduced to us by an existing customer, vendor, or industry partner. Referred contacts are treated as prospects until they engage with us; they are not added to any subscription list without their own opt-in.

We do not purchase, rent, harvest, scrape, or append email addresses from third-party lists, data brokers, or public web sources.

4. Unsubscribe and Opt-Out

• Every marketing, bulletin, and non-transactional email we send includes a functional one-click unsubscribe link in the footer.
• Unsubscribe requests are processed within ten (10) business days, in compliance with the CAN-SPAM Act's 10-business-day requirement. In practice, our systems honor unsubscribes automatically within one hour of the request.
• To unsubscribe from all non-transactional email, visit our unsubscribe page or email unsubscribe@eastcoastprecast.com with "UNSUBSCRIBE" in the subject line, from the address you want removed.
• Transactional and operational messages relating to an active project or account cannot be unsubscribed while the project or account is active. These are not commercial messages under CAN-SPAM and are required for the performance of the underlying contract. Once the project is closed and any final invoices are settled, transactional email ceases automatically.
• Unsubscribing from one list unsubscribes you from all non-transactional lists we maintain. We do not require you to opt out of each list separately.

5. Sender Identification

All commercial email sent by East Coast Precast includes:

• A clear and accurate identification of East Coast Precast, LLC as the sender, in both the "From" line and within the message body
• A truthful, non-deceptive subject line that accurately describes the content of the message
• Our physical postal address: 10101 Superior Way, Amelia, VA 23002
• A working, monitored reply-to address
• A functional one-click unsubscribe link
• A clear disclosure that the message is an advertisement or promotion where required by CAN-SPAM

We do not use deceptive header information, false or misleading sender identities, forged domain names, or misleading subject lines. We do not send email from a "no-reply" address that ignores replies from recipients — every reply-to on our commercial mail is monitored.

6. Complaint Handling

• Abuse complaints and spam reports may be sent to abuse@eastcoastprecast.com (monitored in accordance with RFC 2142) or to postmaster@eastcoastprecast.com.
• All abuse complaints are reviewed within twenty-four (24) hours of receipt on business days.
• Feedback loop ("FBL") complaints from major mailbox providers — including Yahoo, Microsoft (Outlook.com and Hotmail), AOL, Comcast, and other participating providers — are processed automatically. A complaint results in immediate suppression of the complaining address from all non-transactional email streams.
• A complaint against a transactional message will be reviewed manually to distinguish between a genuine consent issue and a misdirected complaint against a legitimate business record. If the complaint is valid, the address is removed from all streams and the underlying business relationship is reviewed.

7. Data Retention for Email Records

• Consent records — including source of opt-in, opt-in timestamp, originating IP address, and the specific form or interaction used — are retained for the life of the subscription plus three (3) years, in accordance with the evidentiary requirements of GDPR and CASL.
• Unsubscribe records are retained indefinitely on our permanent suppression list so that unsubscribed addresses are not re-added inadvertently.
• Complaint records, including FBL complaints and direct abuse reports, are retained for five (5) years for compliance-audit and provider-relations purposes.
• Message-level delivery logs (message ID, timestamp, delivery status, bounce class) are retained for at least twelve (12) months.

8. Authentication

• We publish and maintain SPF, DKIM, and DMARC DNS records for the eastcoastprecast.com domain and for any subdomain used for outbound mail.
• Our DMARC policy is configured to align with our authentication posture, with aggregate ("rua") reports delivered to a monitored mailbox.
• A summary of our current SPF, DKIM, and DMARC configuration is available on request via postmaster@eastcoastprecast.com.
• DMARC aggregate and forensic reports are received and monitored at dmarc@eastcoastprecast.com.

9. Third-Party Email Service Providers

We may use third-party email service providers — for example, SendGrid, Mailgun, Amazon SES, Postmark, or a comparable transactional email service — for delivery of transactional and operational email. Our current providers are selected based on deliverability posture, compliance record, and data-protection commitments.

• All providers are bound by written data processing agreements consistent with GDPR (where applicable) and the California Consumer Privacy Act, with SCCs or equivalent transfer mechanisms in place where personal data is processed outside the recipient's home jurisdiction.
• Provider selection is reviewed at least annually, and we retain the right to migrate providers with no impact on the substantive terms of this policy.
• Providers act as processors on our behalf; they do not receive rights to use subscriber data for their own marketing or profiling purposes.

10. Contact for Email Concerns

• Postmaster (technical mail issues): postmaster@eastcoastprecast.com
• Abuse reports (RFC 2142): abuse@eastcoastprecast.com
• Unsubscribe: unsubscribe@eastcoastprecast.com or our unsubscribe page
• Privacy inquiries: privacy@eastcoastprecast.com
• Phone: 1-866-524-3820
• Physical address: East Coast Precast, LLC, 10101 Superior Way, Amelia, VA 23002, United States