Key Considerations for HTML Emails

Key Considerations for HTML Emails


Protecting personal information

With the personalized nature of HTML email communication, it is important to remember that as a public organization, UBC is responsible for adhering to the latest policies and laws mandated by privacy and anti-spam legislation.

If you are planning on creating and distributing e-newsletters, please familiarize yourself with UBC’s policies to ensure that you are following all of the guidelines, policies, and legislation that apply to your situation.

Learn more about Canadian Anti-Spam Legislation (CASL), Freedom of Information and Protection of Privacy Act (FIPPA), and your responsibilities for protecting personal information.

Sending emails to students

Any service used for sending emails to students, where there is no reasonable option for students to opt out, must be able to confirm that data is not moving outside of Canada (in accordance with FIPPA). Learn more about FIPPA from University Counsel's Fact Sheets.

Mass mailing tool for the university

The Communications portfolio is sponsoring a project with UBC IT to help identify and secure a mass mailing solution for UBC that addresses the varied needs of UBC communicators through a solution provider that meets FIPPA requirements. At this point in time, the project is being reviewed for prioritization. Until this project moves forward, there is no preferred solution for the university. For more information on the mass mailing project, visit UBC Mass Email Tool.

Useful links and resources