Home
»
Features

Manage newsletter contacts: organised & GDPR-compliant

With rapidmail, you benefit from a wide range of flexible options for importing, organising and maintaining your contact lists for newsletter campaigns – helping you establish a professional and long-lasting connection with your audience, always 100% GDPR-compliant.

Start for free now
What our customers say about us
5 stars
Bettina
on OMR Reviews

Super-fast account setup.

Contact lists, even from my online store, are imported with just a few clicks.

5 stars
Matthias
on OMR Reviews

Easy contact management

Newsletters are quick and easy to build and can be sent to individual segments from the contact list.

5 stars
Helga
on OMR Reviews

The coolest newsletter software

Easy import of email addresses from our database. Newsletters can be created, scheduled and sent in no time.

Organize your contacts easily and an in one place

Contact lists compliant with the GDPR

GDPR-compliant contact management

Data protection is our top priority: all contact data is processed in accordance with the GDPR. Working with our external data protection partner Keyed, we ensure full compliance – so you can focus on your email marketing.

Automatic
double opt-in

Delete contacts
GDPR-compliant

Cross-list blacklist
management

Easily import and export contact data

Upload your contacts into rapidmail from CSV, Excel, TXT files or via copy & paste. You can just as easily export contact lists – including all associated data – for use in other tools.

Custom fields
for contacts

Easy synchronisation
with shop contacts

Segment your contacts and send targeted campaigns

Not all contacts have the same interests or exhibit the same purchasing behaviour: Divide your contact lists into segments with rapidmail and send targeted newsletter content.

Keyword management
for contacts ("tagging")

Interest query
during signup

Try for free now

Frequently asked questions

When adding contacts to your newsletter tool, ensure your file is correctly formatted and includes all relevant contact details. Depending on how many audiences you are targeting, you can work with a single large contact list or create separate recipient lists for each group. Within a list, you can further segment contacts by location, age, or other info stored in custom fields. Grouping by tags is also possible – allowing you to deliver tailored content to different audiences.

A contact may have different recipient statuses in your newsletter account: active (confirmed double opt-in), unconfirmed (no confirmed double opt-in yet), bounced (failed delivery), unwanted (if marked as spam) or unsubscribed. With rapidmail, you can filter and view contacts by status at any time.

When subscribers unsubscribe from your newsletter, they no longer wish to receive emails. In rapidmail, their status is switched from "active" to "unsubscribed". Personal data such as postcode or birthdate is deleted, while the email address is retained in the list as unsubscribed – ensuring you don’t email them again by mistake. Under GDPR’s ‘right to be forgotten’, contacts can request full deletion of their personal data. rapidmail provides the function 'Delete and forget contacts (GDPR-compliant)' for this purpose. See our blog for more on GDPR-compliant unsubscribing.

Yes – under GDPR, subscribers must be able to withdraw consent at any time. Including an unsubscribe link in your emails is the simplest and safest way to ensure your newsletters remain compliant.

A 'bounce' refers to emails that could not be delivered. If the issue is temporary (e.g. full inbox), it is a soft bounce. If the address no longer exists, it is a hard bounce.

rapidmail automatically removes hard-bounced addresses from your active list and categorises them as 'bounced' to prevent repeatedly emailing invalid addresses, which could damage your sender reputation and negatively affect deliverability. That is why removing hard bounces promptly is essential.

Make one last effort to win back inactive contacts and convert them into active subscribers. Use rapidmail’s segmentation to filter and target them with a reactivation email – offering discounts, coupon codes, '2 for 1' promos, or free shipping. If they do not engage, it is best to remove them from your contact list.

Blacklisting specific email addresses or domains is safer than a standard unsubscribe: It ensures those contacts are never emailed again – even if they are in a different list.

This is particularly useful if you manage multiple recipient lists or import new ones regularly. Blacklisting helps prevent re-sending to unsubscribed users without consent, supporting legally sound email marketing.

GDPR-compliant / Servers located in Europe / External data protection officer