Pseudonym Policy

Understanding Our Email Communication

1. Introduction
PTN Events Private Limited (“PTN Events,” “we,” “us,” or “our”) is committed to conducting ethical and transparent business practices while respecting client privacy. This policy outlines the guidelines for our use of pseudonyms in B2B interactions, specifically email marketing.
2. Reasons for Using Pseudonyms (with Legal Considerations)

We understand that using pseudonyms can be seen with skepticism. However, there may be legitimate reasons for us to do so, while ensuring we comply with all relevant laws and regulations:

  • Protecting Employee Privacy (CAN-SPAM Act): The CAN-SPAM Act allows us to use pseudonyms to protect our employees from email overload. When sending a high volume of event promotion emails, using a pseudonym for the sender name helps prevent our employees from being bombarded with direct replies or out-of-context follow-ups. However, we must clearly disclose PTN Events Private Limited and our contact information in the email signature or footer to comply with the CAN-SPAM Act’s identification requirements.
  • Brand Differentiation (Trademark Law): We may create campaign-specific pseudonyms for targeted marketing initiatives. This allows us to tailor messaging and branding to resonate with specific audience segments while maintaining PTN Events’ overall brand identity. We will ensure that any pseudonyms used do not infringe on existing trademarks or create a likelihood of confusion for the recipient.
  • Client Preference (General Data Protection Regulation (GDPR) and California Consumer Privacy Act (CCPA) Considerations): In some cases, a client may request us to use a pseudonym for their event due to privacy concerns or other reasons. We will always respect client preferences whenever possible. However, under regulations like GDPR and CCPA, clients have the right to know who is collecting their data. Therefore, we will maintain a clear record linking the pseudonym to PTN Events Private Limited to comply with data subject access requests.
3. Additional Legal Considerations
  • Misrepresentation: We will never use pseudonyms to misrepresent our company, services, qualifications, or affiliation with PTN Events. All information provided will be truthful and accurate. This aligns with general consumer protection laws and ethical business practices.
  • Anti-Spam Laws (CAN-SPAM Act, CASL): We will comply with all applicable anti-spam laws and regulations, including obtaining verifiable consent before sending marketing emails. We will also provide clear unsubscribe options in all our emails, in accordance with CAN-SPAM and similar laws like Canada’s Anti-Spam Legislation (CASL).
4. Ethical Business Practices
  • Honesty and Integrity: Honesty and integrity are core values at PTN Events. We are committed to ethical communication in all our interactions, even when using pseudonyms.
  • Client Relationships: Building trust with our clients is paramount. We strive to achieve this through transparency, clear communication, and exceptional service.
  • Avoiding Deception: We will never use pseudonyms to deceive or mislead clients about our offerings or intentions.
5. Transparency
  • Disclosure Policy: We have a clear disclosure policy. We will disclose the use of pseudonyms upon request from a client and proactively whenever it might be beneficial to avoid confusion.
  • Accessibility of Information: Our company website, marketing materials, and email signatures will prominently display our legal company name, PTN Events Private Limited, contact information, and relevant legal details. This ensures clients have easy access to complete and accurate information about our company.
6. Code of Conduct
  • Employee Training: Our employees are required to undergo training on this pseudonym policy and the importance of ethical communication practices. This training emphasizes transparency and responsible use of pseudonyms, along with compliance with relevant laws and regulations like CAN-SPAM and GDPR.
  • Following Guidelines: All employees who engage in client communication, including email marketing, are expected to follow the outlined guidelines in this policy.
7. Client Relationships
  • Building Trust: We prioritize building trust with our clients through open communication and clear expectations. We believe transparency regarding pseudonym use fosters a stronger client relationship.
  • Responsiveness: We are committed to being responsive to client inquiries and concerns. If a client has questions about a pseudonym used in an email, we will respond promptly and transparently.
8. Privacy and Security
  • Client Data Protection (GDPR and CCPA): We comply with all applicable data protection regulations regarding client information collected through email marketing. We take client privacy seriously and have robust measures in place to safeguard data, as mandated by regulations like GDPR and CCPA. These regulations also provide clients with certain rights regarding their data, and we will ensure we uphold those rights.
  • Data Security: We implement and maintain appropriate security measures to protect client data from unauthorized access, disclosure, alteration, or destruction. This aligns with best practices and can help mitigate potential legal risks associated with data from unauthorized access, disclosure, alteration, or destruction.
9. Department Communications
  • Internal Communication: We maintain clear communication channels within PTN Events regarding the use of pseudonyms. This helps avoid confusion and ensures all departments are aligned with this policy. For example, the marketing team will inform the sales team about any pseudonym-based campaigns to ensure consistent messaging across departments.
  • Record Keeping: We will maintain clear records of pseudonym usage for internal reference and potential client inquiries. This record-keeping will be done following data privacy regulations. These records will link the pseudonym back to PTN Events to comply with data subject access requests under regulations like GDPR and CCPA.
10. Industry Standards
  • Research: We stay updated on industry best practices regarding pseudonym use in B2B communication. We actively research and adapt our policies to align with evolving standards set by event planning or marketing associations. This ensures we maintain a professional and ethical approach within the industry.
  • Compliance: We strive to comply with any relevant industry standards or guidelines set forth by event planning or marketing associations. This demonstrates our commitment to responsible marketing practices within the industry.
11. Review

This policy will be reviewed periodically to ensure its effectiveness and compliance with evolving legal, ethical, and industry standards. We are committed to continuous improvement and will update this policy as needed. This review process helps us adapt to changing regulations and best practices.

By following this policy, PTN Events Private Limited can ensure the ethical and responsible use of pseudonyms in our B2B interactions while maintaining transparency and building trust with our clients.