Email Compliance Regulations & Best Practices

The majority of professional and business communication takes place through emails. As a result, most businesses and individuals are familiar with the significance of implementing best practices of email to ensure their deliverability.

Yet, many people tend to fully realize the significance of email compliance to ensure they are following the relevant regulatory compliance.

The goal of this article is to discuss all the key aspects of email compliance and why it is important to make your business more safe and secure.

Email Compliance: Everything You Should Know

Email compliance is a comprehensive process that ensures your organization's email practices are by the relevant regulatory requirements. It includes following different data privacy laws and regulatory standards that are dependent on varying factors.

For example, some of the regulatory standards can be industry-specific, like HIPAA in the healthcare industry or PCI in the credit card industry. Similarly, email compliance protocols can also be region-specific, like GDPR in Europe.

Source:https://dataprivacymanager.net/

Importance of Email Compliance

Security and data privacy are more important than ever before due to the increasing complexity of modern technologies. Proper regulations like email compliance standards play an integral role in protecting the data of both senders and recipients.

By following email marketing laws and compliance rules, it can be made sure that the private information of the users shared via emails remains safe and secure. Otherwise, it can make the email communication vulnerable to external threats.

Email compliance ensures the protection of users' private information as well as the protection from hacking or scamming your data. Not complying or following leads to the downfall of your business's reputation and even getting hefty fines over lawsuits.

Who is Responsible for Email Compliance?

The following are the key individuals responsible for email compliance in an organization:

Overall, email compliance is a multifaceted concept that everyone in an organization should take seriously to maximize its effectiveness.

Does email compliance have an impact on email deliverability rates?

Many different factors affect email deliverability rates, and email compliance is one of them. It affects your email deliverability due to the following factors:

• Non-compliant emails can have a poor sender reputation that can send the emails straight to spam.
• Lack of email compliance can also trigger filters that will cause your email to be sent to the spam folder.
• An organization can also face fines and other legal consequences by not following email compliance regulations.

Overall, following the relevant email compliance rules and standards is crucial for business to increase their deliverability rates and win over their subscribers' trust by giving importance to their privacy.

Email Compliance: Key Regulations and Laws

There is a wide range of email laws and compliance regulations in varying industries and regions. Let's discuss some of the most prominent ones:

1. GDPR Email Compliance

GDPR Act was enacted in 2018. It applies to all the countries in the European Union. Many other organizations around the world also follow GDPR email compliance to ensure maximum privacy and security.

The key regulatory standards in this Act are:

• Organizations must get consent for opt-in requests and keep their records.
• Companies have to remove the users' information and data if they request it.
• All companies have to implement a high level of IT security in their communication protocols.

The lack of compliance with GDPR email laws can result in a fine of 20 million euros or 4% of the company's global turnover.

2. CAN-SPAM Act

The Controlling the Assault of Non-Solicited Pornography And Marketing (CAN-SPAM) Act is another prominent legal act passed in the USA. It has become a gold standard to handle commercial emails around the world.

The CAN-SPAM Act is quite comprehensive and deals with many different aspects of an email to ensure its compliance:

• Don't add any kind of false or misleading information.
• Make the subject lines clear and relevant to the email's content.
• If your email is meant to promote or advertise something, you must disclose it within the content.
• Provide a way of opting out of promotional emails.
• Companies must fulfill the user's request to opt out of emails.
• Organizations that rely on third-party marketing tools or sources must have some sort of monitoring mechanism over them to ensure compliance.

An interesting aspect of the CAN-SPAM Act is that it does not make it necessary for companies to get consent before sending emails. However, every email must have an opt-out mechanism to remain in compliance with the Act.

3. HIPAA Act

Email Marketing Compliance Checklist

We've discussed the key email marketing laws and compliance standards till now. But if you truly want to bring robust security to your email marketing campaigns and communication, you should follow this checklist:

Use a Reliable Email Engagement Platform✔

Gone are the days when companies had to send marketing emails to every subscriber manually. Now, various marketing tools and engagement platforms are available to help companies send emails to a large list while staying compliant.

EngageLab is a reliable email engagement platform. It allows you to run effective and successful marketing campaigns. Since it is specifically meant to send marketing emails to a wide base of target audiences, you can make sure that your emails are delivered to the inboxes instead of going to spam.

Moreover, EngageLab itself has strong security protocols in place. So, you should use EngageLab to run a successful email marketing campaign as it follows all the relevant email marketing laws.

Data Collection✔

Collecting data securely and transparently is an important part of email marketing laws, such as GDPR email compliance.

It ensures that you can give more clarity and control to users. So, marketers need to create clear call-to-action and data collection forms to ensure maximum transparency.

You can choose a suitable template within EngageLab to welcome a user or customer who recently bought a product from you. Encourage them to subscribe to a newsletter for regular emails.

Relevant Subject Lines and Content✔

Sending emails with relevant subject lines and appropriate content is another important part of ensuring optimum email compliance. The subject lines of your emails must be in line with the purpose and content of the email.

You can set up different types of emails with relevant content and subject lines to send them to the users accordingly.

Provide a clear opt-out method✔

As discussed before, providing a way to opt out of marketing emails is critical to comply with major regulations like CAN-SPAM and GDRP. It is a way of making sure your target users have a clear and reliable way to opt out of marketing emails they don't want to receive.

The good thing is that EngageLab has a separate section where you can add, design, and customize the unsubscription option.

You can also customize the unsubscription page in EngageLab.

Best Tools for Email Compliance

There are different tools and email marketing solutions available on the internet to help you ensure maximum email compliance. Some of these key tools are:

NeverBounce

NeverBounce is a popular email management platform. It helps you clean the email lists and make sure you are sending your marketing emails to a relevant target audience. The software is also capable of detecting fake or dubious emails to generate alerts and help you boost email deliverability.

However, NeverBounce lacks the advanced features needed to ensure complete email compliance.

Emailable

Emailable is another efficient tool you can use to make sure you are complying with the best practices of writing emails and they are ready to be sent to your email list. The simple and user-friendly interface of Emailable makes it easy for everyone to set up their email lists and follow the relevant email laws.

Hyperproof

Hyperproof is a comprehensive compliance and risk management solution. It is meant for medium and large-scale businesses. The features of Hyperproof deal with different types of compliances, including the implementation of email best practices and regulatory frameworks, especially GDPR.

EngageLab

EngageLab is a customer engagement platform that allows you to send emails to a comprehensive email list through its built-in compliance features. Other solutions like NeverBounce or Emailable are too limited in their functions. Even if you use that software, you will have to use another platform for email creation and marketing.

On the other hand, EngageLab has combined the features of a compliance platform and marketing software under the dashboard.

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The goal of EngageLab is to make sure your emails are reaching the target audience anywhere in the world with maximum speed and deliverability. As a result, it has strong compliance features within its email-sending protocols.

You can easily set up full-fledged email marketing campaigns that comply with the email laws in EngageLab to grow your business.

Conclusion: Making Email Compliance Easier

Getting familiar with the different email compliance protocols and regulations might seem a little overwhelming at first. However, with a reliable platform like EngageLab, you don't have to worry about following any complicated steps or doing manual configurations to make your emails compliant with industry standards.

Instead, you can fully rely on EngageLab's functions and built-in email compliance protocols to ensure your emails are reaching the target email list.

So,sign up for a completely free trial of EngageLab today and explore its features to maximize your email deliverability.

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