Practice Statement E-mail

EasyPost supports and provides companies with services that allow them to optimise their administrative business communication. EasyPost offers its corporate clients E-mail as a service (as part of the EasyPost Connect services) thereby enabling them to automate and centralise their outgoing administrative business communications within one central system.

The documents to be sent through this service can be supplied through our platform or other supply channels, such as e-mail, SFTP or via API. 

Data that is transmitted and received by E-mail can be used as evidence in legal proceedings throughout the EU Member States. It cannot be rejected as proof purely on the basis that it was transmitted electronically. 

EasyPost has been ISO-27001 certified since 25/4/2022.

This Practice Statement is subject to Belgian law. Only the courts of Ghent, division(s) Ghent, will have jurisdiction in the event of a dispute.

Should you have any questions or requests, please feel free to e-mail us at: support.connect@easypost.eu. 

3.1 Practice Statement: This Practice Statement can be consulted at any time.

EasyPost is free to amend this Practice Statement at any time. It is therefore important that you go through the document on a regular basis. The website will always feature the most recent version. Any amendments will be communicated through the website, by e-mail or through other electronic channels.

3.2 General Terms & Conditions EasyPost: Easypost’s General Terms and Conditions govern the legal relationship between EasyPost and the Client and are applicable to every EasyPost Service, including the E-mail and transmission Services. The Client and its Users shall take note of these General Terms and Conditions and accept their applicability before the E-mail and transmission Services can be used.

EasyPost’s General Terms and Conditions can be consulted on the website at any time.

3.3 Special Terms and Conditions: In addition to EasyPost’s General Terms and Conditions, the Special Terms & Conditions regarding E-mail are also applicable to (the use of) the E-mail Services. The Client and its Users shall take note of these Special Terms & Conditions and accept their applicability before the E-mail Services can be used.

The EasyPost Special Terms & Conditions regarding E-mail can be consulted on the website at any time

3.4 Privacy Policy: EasyPost’s Privacy Policy describes the processing of personal data in the context of the E-mail Services and contains all the information required by articles 13-14 of the General Data Protection Regulation (GDPR).

The Privacy Policy can be consulted at any time.

3.5 Information Security Policy: EasyPost’s Information Security Policy describes all the technical and operational requirements and procedures to implement and manage the appropriate measures for risk management.

EasyPost implemented an ISMS in accordance with ISO27001:2013. The scope of the ISMS covers all the services provided by EasyPost, including the E-mail and transmission Services, and relates to the management of information and all the EasyPost business processes that support these Services.

4.1 Configuring E-mail tasks

E-mail tasks are easy to configure through the EasyPost Connect portal. To do so, please click the ‘Workflow’ tab. As a Client you can add an E-mail task to a new or existing workflow. You can consult the procedure for creating a workflow in the manual. 

Within the workflow, Users need to select the task ‘E-mail’. Next, all fields to configure the E-mail task must be completed. Below you will find an overview of the mandatory and the optional fields:

• Name*
• Description
• Sender of the E-mail*
  
  The EasyPost Connect e-mail address is entered here by default (support.connect@easypost.eu). The Client can change this e-mail address to his/her own e-mail address, linked to his/her department. Underlying, the DNS settings are organised.
• Expiration time*
  
  The expiration time indicates at what point in time the User wants to mark the task as unsuccessful if the Recipient did not take any action within that period of time. 
• Subject*
• Display name*

Next, the E-mail template that corresponds to the transmission can easily be configured via the template tool. 

4.2 Sending an E-mail 

Once the workflow with an E-mail has been created, it can be used to send documents. 

The documents to be transmitted can be supplied by the Client and its Users through the following channels: 

• Mail (The size of the file cannot exceed 5MB)
• EasyPost Connect Portal
• SFTP 

The Client can choose the supply channel at his own discretion. The Client is not limited to one supply channel only but can use all channels interchangeably. To guarantee the security and integrity of the documents to be transmitted, the documents should ideally be supplied through SFTP, the EasyPost Connect portal and/or, in the near future, the API (not supported yet). 

A detailed description by supply channel can be consulted in the manual. 

Below, you will find a description of how it works:

• The User uploads the order through the appropriate supply channels. 
• To transmit the order trough an E-mail task, the text layer of the PDF must contain an e-mail address.
• Pre-processing ensures that - where relevant - the order is split over several transmissions. This is determined at workflow level.
• The document to be transmitted (PDF) is added to the E-mail template configured through the workflow. 
• Once the E-mail has been sent, we receive a transmission status notification through the SNS AWS push notifications Service. This ensures that the User knows whether the E-mail has arrived at the Recipient’s e-mail server. Depending on the Recipient’s e-mail server, it can be seen whether the Recipient opened the E-mail (see 4.3 E-mail follow-up). 

4.2.1 File requirements

• File type: EasyPost Connect E-mail only supports the processing of PDF files. 
• In addition, the PDFs transmitted must meet a number of minimum technical requirements. Please refer to our E-mail Service’s Special Terms & Conditions for further information.

4.3 E-mail follow-up

The portal allows Users to track the status of the transmission. The following statuses can be consulted:

• Received: this status indicates when EasyPost received the document from the User. 
• Sent: this status indicates when the E-mail was sent to the Recipient 
• Opened*: the status opened indicates when the Recipient opened the E-mail. 

*The status “opened” is not 100 % guaranteed and does not have any impact on the success of the transmission. This status will only be displayed if the images in the E-mail template are downloaded through the Recipient’s e-mail box. By default, Microsoft Outlook has been configured in such a way that the automatic downloading of images is blocked. Some e-mail providers scan and download e-mails before the Recipient opens them to check whether they do not contain any viruses. In that case, the status “Opened” will not reflect reality. The Recipient’s security measures will also play an important role in this. 

The status of an E-mail is regarded as successful if it has been delivered to the Recipient’s mailbox. The delivery of an E-mail may be unsuccessful for one of the following reasons:

• Hard bounce: This is caused by a permanent error which prevents the E-mail from being delivered to the Recipient’s mailbox. 
• Soft bounce: This refers to a temporary problem with the Recipient’s server or some other temporary technical problem. 

EasyPost’s Information Security Policy describes all security requirements and operational procedures that are required to implement and manage the chosen measures for risk management. EasyPost implemented an ISMS in accordance with ISO27001:2013. The scope of the ISMS covers all services provided by EasyPost and relates to the management of information and all EasyPost business processes that support these Services.

6.1 Internal organisation: EasyPost works with a network of suppliers, partners who are checked for their reliability and compliance and meeting the highest standards. The services are subcontracted to reliable ISO27001 and/or ISO9001 certified partners.

EasyPost has appointed a CISO. EasyPost has also appointed a Data Protection Officer (privacy@easypost.eu).

6.2 HR/Personnel: The background of every employee and (independent) contractor and their training, skills, experience and qualifications are thoroughly checked and verified before they are hired. EasyPost has the necessary policies for these checks and verifications.

EasyPost ensures that its employees and contractors support the reliability and the security of the Services. 

EasyPost staff have the relevant expertise, reliability, experience and qualifications and are provided with plenty of training on the Services, information security and data protection.

6.3 Asset management: All relevant assets are identified and recorded in an inventory that comes with the appropriate safeguards in accordance with the risk management policy. 

EasyPost ensures that all the information and assets are given a suitable protection level.

All media and devices are handled in accordance with the information and data protection requirements. 

Further details can be found in the Information Security Policy.

6.4 Cryptographic checks: The latest state-of-the-art cryptographic techniques, depending on the intended use, are used and kept up to date. EasyPost guarantees the security of cryptographic keys and cryptographic devices throughout their useful life. Encryption is used where necessary or required. EasyPost has established procedures to manage the cryptographic control measures used in the context of the adequate protection of the information/data. 

Further details can be found in the Information Security Policy.

6.5 Physical and environmental security: EasyPost has implemented security measures to protects assets against loss, damage and compromise of assets and to prevent the interruption of business activities, and compromise or theft of information and information processing facilities. 

The physical and environmental safety is protected by a number of measures, among which:

• Physical and logical access control; 
• Protection of equipment against physical and environmental threats.

Further details can be found in the Information Security Policy.

6.6 Operational security: EasyPost has implemented the relevant operational security measures in accordance with ISO-27001.

Further details can be found in the Information Security Policy.

6.7 Netwerk security: EasyPost has implemented the relevant network security measures in accordance with ISO-27001.

Further details can be found in the Information Security Policy.

6.8 Incident management: EasyPost has implemented the relevant policy (ISMS and Data Breach Policy) to act swiftly and correctly in the event of an incident or calamity so that the consequences can be contained as quickly as possible. Incident management is designed to quickly and correctly repair the processes affected so that the Services will be available to the Clients within the shortest possible time.

Further information is available in the Information Security Policy, the Incident Management System and the Data Breach Policy.

6.9 Collection of E-mail evidence: All relevant information in relation to the data supplied and received by EasyPost is recorded and kept accessible for an appropriate period of time, inter alia to be used as evidence in legal proceedings and to guarantee the continuity of the Services.

6.10 Business Continuity Management: EasyPost ensures the continuity of the Services for all its clients. EasyPost acts systematically in the event of incidents, calamities or disasters to contain the possible consequences as swiftly as possible.

Further details can be found in the Information Security Policy, the Business Continuity Plan and the Disaster Recovery Plan.

7.1 Obligations incumbent on the Partners

7.2 Obligations incumbent on EasyPost: EasyPost shall be held liable in accordance with the Special Terms & Conditions of the E-mail Service, available on the EasyPost Connect client platform.

7.3 Obligations incumbent on Users and Recipients: The limitations, Terms of Use, obligations and liabilities applicable to Users and Recipients (Administrators included) have been set out in the Special Terms & Conditions of the E-mail Service, published on the EasyPost Connect client platform.

EasyPost shall comply with all relevant legislation governing the running of the E-mail Service, in particular with the GDPR legislation.