Best Practices for Using Member Email Addresses

Reporting is one of the most important parts of the NetGalley platform. It gives clients valuable insight into how a title is performing, as well as other key data points: Response to covers, reasons for request, and more, including whether members will recommend to their audiences.

We encourage clients to use NetGalley reports to follow up with members regarding their NetGalley activity. NetGalley clients must comply with all local laws and statutes related to the protection and legal use of members’ personal information (such as GDPR, CAN-SPAM, CCPA, etc).

Using member email addresses visible in NetGalley

The Detailed Activity Report, the Feedback Report, and the Opinions Report provide clients with the names of members who have interacted with that specific book, including their email address if the member has opted to make it visible to publishers. Members can make their email addresses private (not visible to clients) within their account settings, or delete their account at any time. Clients should always download and use the most recent reports.

Clients may use visible email addresses to contact members directly; however, communications to these members must ONLY relate to that member’s NetGalley activity. If you will be emailing multiple members at the same time, remember to use BCC so those email addresses are not visible.

Examples include:

  • Following up with members to remind them to download an approved book, or to submit or share feedback for an approved book.
  • Inviting a member to request or download (via widget link) another book they may enjoy on NetGalley, while clearly acknowledging that the invitation is based on their prior activity.
  • Contacting members who have downloaded a title which has been reported as having errors to inform them that an updated file is now available.

Please note that members can also opt in to receive an automated Weekly Checklist email, which will prompt them to download, submit feedback on NetGalley, and share reviews to retail sites.

Members should NOT be contacted regarding anything unrelated to NetGalley activity, unless explicit consent is granted by the member outside of the NetGalley platform.

This includes but is not limited to:

  • Retail offers or generic marketing messaging
  • Appeals to vote for a title/author in a prize
  • Invitations to join mailing lists. You may, however, invite them to join other mailing lists as an aside in a NetGalley-related follow-up (i.e. include a link to opt in as part of your signature or footer of the email). 

Sharing member contact information with third parties is prohibited under EU GDPR law unless expressly approved by the member. Clients should not add NetGalley members to any internal marketing/publicity lists or databases without additional, explicit consent from those members.


Best Practices: Using NetGalley member email addresses

  • Always use the up-to-date reports by downloading immediately prior to sending your follow-up emails. Do not keep member data in external saved files or databases.
  • Always offer an unsubscribe option from your follow-up emails, and maintain a list of members who do not wish to receive follow-ups from you.
  • Always ensure that the main NetGalley contact for your publisher/imprint is aware of any communication being sent to multiple members.
  • Always use the BCC function when sending emails to multiple NetGalley members, to maintain the member's privacy.
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