Members, under data protection legislation, have a right to see all the information we keep about them. As part of that includes the notes we might write as part of moderating our groups, it is sensible to:
- Make sure notes are fair, factual and polite
- Don't write anything that you wouldn't want the member to read
- Check the notes regularly to see if they are still relevant and appropriate - delete those that are not
You can find a list of members with notes on Modtools - Members > Approved > Select Community you want>With Notes (the default is All members).
There are some notes made automatically. An example might be “Last active: 4 years ago - won’t send mails“
We stop sending emails to people after they have been inactive (haven’t visited the site, haven’t done anything by email) for six months. If they come back to the site then we’ll start again.
There are a lot of mailbox providers (Google, Microsoft, Yahoo etc) who take old inactive mailboxes and turn them into spam honeytraps - if you’re sending email to them, you’re probably a spammer who’s using an email list they got in a security breach. So sending mails to inactive mailboxes damages your spam reputation and makes it more likely that your mails to active users will go to spam.