Author
Vladislav Podolyako
Published
Aug 29, 2022
Reading duration
7m

The most popular method of communication for businesses is by far email. It is quick, practical, and essentially cost-free. Email is effective, which promotes productivity and business expansion. Despite these benefits, the Email program is, first and foremost, not secure because it is open to all, not just the intended audience. IT departments, law enforcement, and hackers can read messages not intended for them. Email is a marketing communications channel that communicates your company's message to its desired market.

In the business world, compliance ⚖️ can refer to various things, including adhering to internal company norms and external standards set by the state or industry. A service provider like Folderly helps establish control protocols that manage your compliance to emailing rules for posterity going forward. These compliance regulations demand that electronic data storage and communications be kept for a specific time while adhering to particular data security standards. A legal email marketing framework will prevent regulatory bodies from interrupting your business.

When you follow the rules, guidelines, and standards established by public authorities and ensure that the information in your emails complies with regulatory frameworks, you can declare that you maintain email compliance and that your emails comply with the law. Maintaining data security and privacy are other aspects of email marketing compliance. Although the laws in each jurisdiction are different, you should try to avoid any unfavorable outcomes.

Achieving email marketing compliance in 5 steps

1. Evaluation of your regulatory needs

You'd be astonished at how many firms begin implementing procedures without first examining their email and social media compliance requirements, even though we have discussed this apparent initial step. 💪 You must be familiar with data protection laws, such as the GDPR compliance for nations in the European Union.

You must be aware of what applies in each situation. Take into account the location of your recipients geographically. Find about the residences of your consumers, and you can contact your internet service provider for details because this will make it easier to choose which email compliance guidelines to use.

2. Establish compliance standards and train staff

After reviewing and comprehending your requirements, you must handle policy. Every employee should know from the top down their specific duties. The biggest compliance issue isn't a lack of regulations; instead, it's individual mistakes and a muddled understanding of duties. If you work for a small company, you should organize meetings or personally brief coworkers on the new policies to ensure that all key personnel knows them.

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The concepts of working with personal data, email compliance, information sharing, message archiving, and software used should all be regularly taught to the personnel. 💡 Avoid sending emails to clients without the proper information by using marketing automation solutions as much as you can. Integrate spam filters to help construct marketing content that reaches client mailboxes successfully. 

3. Observe market trends

Only locking the server room door won't protect your email campaigns or other data. Your security software needs to be monitored and updated by both your IT team and the management. This entails keeping track of trends and analyzing market changes. Email compliance is becoming more critical and more complex. For example, the usability and adaptability of the message for mobile devices play an essential role.

A user-friendly design can help you be more compliant and win the audience's loyalty. People will assume you are a scammer and choose to ignore your email marketing message if they cannot identify the sender.

4. Find and purchase a solution for information archiving.

Take the time to research 🔎 your archiving alternatives properly, compare different archiving plans, and essential features to take into account. Don't forget to review your data backups and prepare for emergencies. Don't assume that your data is completely protected in one place.

Email archiving is the process of automatically duplicating each incoming message without modifying the recipient's or sender's behavior. If clients wish to exercise their right to be forgotten, you can rapidly locate, recover, and securely erase the data using archiving technologies. Additionally, specialized solutions guarantee that your data is preserved securely and without loss.

5. Cooperate with the archiving services provider

The company that archives your data knows more about archiving technology, processes, and features than anyone else. 💬 Spend some time talking about your current strategy, considering ways to update, locating policy gaps, or highlighting the best practices. Remember that compliance is a general issue affecting all organizations and that you'll frequently need to modify your archiving plan.

Important email compliance laws to know

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  • The US's CAN-SPAM laws

⚡️ What is CAN SPAM? Its primary goal is to control email. It emphasizes the need for accurate and unbiased information on the offered goods, services, and businesses. The CAN SPAM Act mandates that the receiver have the option to unsubscribe. The CAN SPAM law does not forbid email distribution, provided your email is marked as an advertisement. Under the CAN SPAM compliance Act, the sender has ten days to stop sending those campaigns when the user opts out.

According to the CAN-SPAM Compliance Act, "sexually oriented material" must be mentioned in the subject heading for content unsuitable for children.

  • General Data Protection Regulation

The GDPR, General Data Protection Regulation for the European Union, went into effect on May 25, 2018. It defines data processing and privacy laws in one of the strictest ways possible. For transactions that occur within EU member states, it contains regulations that demand firms preserve the personal information and privacy of EU individuals.

The GDPR governs the export of personal data outside of the EU. Also, keep in mind 🧠 that each EU member state is free to enact laws that are more stringent than the GDPR. For instance, the German Act against Unfair Competition is regarded as the most challenging legal framework for business mailings.

  • Canadian Anti-Spam laws

Canadian Anti-Spam became law in July 2014. The law, except in cases where you can demonstrate your close relationship with the recipient, requires only direct permission for commercial sending. This goes a long way to prevent unsolicited messages in your business. To comply, you must clearly state who is sending the email or who you are sending it for. You should also give your contact information and mention an opt-out method, including a website link.

  • Australian Spam Act

Australian Spam Act, an email compliance rule adopted in 2003, is one of the most stringent rules governing email mailings. The sender's identity is supposed to be accurately disclosed in texts, and unwanted emails are not permitted. The recipient is not required to register or log in, and the sender has only five days to process opt-out requests. The use of address-collection software is also prohibited.

  • California Consumer privacy act

The act protects consumers by giving them more control over the personal information which businesses collect from them. This may include their general information and Personal health information. It secures privacy rights for California consumers, including the ability to delete information collected from them and know about the information being collected from them by email marketers.

✅ Other important email and regulation bodies include: the Federal Trade Commission (FDC) and the Health Insurance Portability act. The FDC protects consumers by enforcing laws protecting personally identifiable information. The commission also prevents unfair and fraudulent practices. The act protects sensitive patient data and health information from exposure without consent. These acts are essential, especially during implied consent, where users give you their emails for business purposes but have not stated they want to receive marketing emails.

Spam filtering

The practice of identifying any message that is undesired, unnecessary, or laced with harmful malware is known as spam filtering. Spam filters identify incoming emails from dangerous attackers. This method marks the message as spam and prevents it from reaching the recipients' inboxes. You can do an email spam test on Folderly, a software that helps email deliverability. Identify email deliverability issues that make it difficult for recipients to view your emails and lower your open and reply rates. 

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Observe email compliance guidelines if your business sends many marketing emails and learn how to send bulk emails; this will enable you to provide your audience with essential and helpful information and tailor your business emails to the needs of your recipients. ❗️ This is crucial to avoid having your emails marked as spam. To stay email compliant, conduct routine audits of your email services and mailing policies, including internal and promotional mailings. Your email subject line will determine whether they will be sent to the trash or opened during email communications. Compliance is essential because it will ensure the email is optimized for your clients. You will also save your business in the long run from regulatory bodies that deal with email compliance hence operations in your business will never be interrupted. The trust between your company and clients will also strengthen when you implement email compliance laws and regulations.

Vladislav Podolyako
Author:
Vladislav Podolyako
Founder & CEO
Vlad’s decades of entrepreneurial wisdom and business building experience have allowed him to successfully mentor a diverse group of business owners, entrepreneurs in growing their companies. A recognized expert in the areas of transforming organizational culture and leadership development, B2B Sales, Marketing, spent more than 10 years building technology products, with a background in communication networks and electronic device engineering.

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