Navigating social media compliance can feel like walking a tightrope.
Missteps can lead to hefty fines and damaged reputations. And the rules seem complex and ever-changing.
Thankfully, a solid compliance strategy can safeguard your new business.
Let’s take a closer look at what social media compliance is, the benefits of implementing a social media compliance strategy, and how to create one.
What is social media compliance?
Social media compliance means following legal and regulatory standards when using social media platforms. This includes respecting data privacy laws, following advertising guidelines, and making sure all content is appropriate and lawful.
What is a social media compliance strategy?
A social media compliance strategy is a structured social media marketing plan that outlines how your business will follow relevant laws and regulations on social media.
It helps prevent legal issues by setting clear guidelines for content creation, posting, and engagement.
Let’s review why having a social media compliance strategy is essential.
Benefits of implementing a social media compliance strategy
Following a compliance strategy can help keep your social media business profiles from getting reported or banned.
Here are some other benefits of having a social media compliance strategy:
- Avoid legal penalties and fines: Prevent costly mistakes that can lead to legal action.
- Protect your business’ reputation: Maintain public trust by following ethical standards.
- Maintain consistent and compliant messaging: Streamline your communication across platforms.
- Safeguard customer data and privacy: Build consumer confidence by protecting their information.
- Enhance trust with your target audience: Show your ideal customers that your business is responsible and credible.
- Streamline internal processes: Improve internal workflows and stay consistent across channels.
- Build stronger partnerships: Strengthen relationships with business partners and influencers.
That said, let’s go over some of the most well-known data protection regulations you’ll likely need to follow.
8 data protection regulations to pay attention to
Data protection regulations emphasize the need to avoid sending unsolicited messages and always inform users when collecting and storing their personal data. It’s also pivotal to secure and use their data responsibly.
Here are eight data protection regulations to consider when building your policies:
1. GDPR (General Data Protection Regulation)
This one is a European regulation that governs data protection and privacy for people in the EU. If your social media audience includes people browsing from Europe, you’ll need to follow it.
It requires businesses to protect personal data and uphold data subject rights.
Upholding data subject rights means respecting and enforcing the rights people have over their personal data under privacy laws. This includes making sure they can access, correct, delete, or limit the use of their data.
You should also provide them with the option to object to data processing or withdraw consent when applicable. For example, if they head to your website from your social media profile, make sure they check the box to accept cookies before tracking their data.
2. CCPA (California Consumer Privacy Act)
This US regulation provides California residents with rights over their personal data. If your social media audience includes people browsing from California, you’ll need to follow it.
It requires businesses to disclose data collection practices and allows users to opt-out.
3. COPPA (Children’s Online Privacy Protection Act)
This US law protects the privacy of children under 13. Parental consent is required before personal information is collected from minors.
4. CAN-SPAM Act
This US law regulates commercial email. It mandates that emails must include opt-out options and truthful subject lines.
If you use email lead magnets in your social media campaigns, don’t forget about this regulation.
5. FTC (Federal Trade Commission) Guidelines
This US regulation oversees advertising and endorsements.
If you run ads or work with influencers, you must disclose your paid partnerships.
For instance, in the following post, the influencer uses the hashtag “#ad” to let the audience know it’s a paid collaboration.
The content in these campaigns must also represent your products or services truthfully.
6. CASL (Canada’s Anti-Spam Legislation)
This Canadian law regulates commercial electronic messages. It requires consent before sending emails and mandates clear opt-out options.
If your social media audience includes people browsing from Canada, and you use email lead magnets in your social media campaigns, you’ll need to follow it.
7. FERPA (Family Educational Rights and Privacy Act)
This US law protects student education records. It forbids disclosing student information without their consent.
If you’re in the education space, make sure to keep all student data safe and tucked away. If you need to use it for a social media marketing campaign, reach out to the student to get permission first.
8. HIPAA (Health Insurance Portability and Accountability Act)
Similar to FERPA, this US law protects patient health information. It restricts sharing personal health details without explicit consent.
If you work in healthcare, you must protect patient data. If you need to use it for a social media marketing campaign, first get permission from the patient.
Now that you’re clear on some of the basics, let’s take a look at how to create your social media compliance strategy.
How to develop a social media compliance strategy for your new business
Follow these steps to create a social media compliance strategy for your new business.
Step 1: Learn the regulations
Research the specific regulations that apply to your industry and location. And your target audience’s location(s).
For example, if you collect personal data, make sure to comply with GDPR (Europe) and CCPA (California). You must also understand FTC guidelines for disclosing paid partnerships and endorsements.
Aside from compliance considerations on a federal and international level, make sure to also learn about state-level regulations. For example, registering an LLC in Ohio means your business will be subject to the Ohio Personal Privacy Act, which includes detailed notification requirements to the consumer.
Step 2: Conduct a compliance audit
Audit your current social media campaigns and activities. Identify any past compliance issues and assess how your current practices measure up against legal requirements.
This baseline assessment will help you understand where improvements are needed so you can establish a foundation for your strategy.
Step 3: Define your compliance goals
Set clear and achievable goals for your compliance strategy based on your audit and research.
For example, aim to fully adhere to FTC guidelines and make sure all customer data collection complies with GDPR. These goals will guide your strategy and help measure its success.
Step 4: Set up user controls
Use social media management tools to assign roles and permissions.
For example, you can grant access based on roles, such as “Content Creator” or “Approver.” This can prevent unauthorized posts and help you control your social media presence.
Step 5: Develop a crisis response plan
Prepare for potential compliance breaches with a crisis response plan.
Outline the steps to take if a compliance issue arises — such as removing content or issuing public apologies. Having a plan in place can help you pivot quickly and minimize brand damage.
Step 6: Establish a review and approval process
Create a formal review process for all social media content before it goes live. Assign a dedicated compliance officer or team to review posts for legal and ethical compliance.
Use a tool like Bulkly to manage content approvals and make sure every piece of content passes through a compliance check.
Utilizing tools like a proofreader can be invaluable in this process. Proofreading helps maintain accuracy and consistency in your posts and ensures that all content meets regulatory standards.
This extra step helps catch errors or potential compliance issues your team might’ve missed. Proofreading can make sure that your messaging is consistent and professional, reinforcing your brand’s credibility.
Step 7: Track your social media activity in real-time
Set up automated alerts and use monitoring tools to track your social media channels. Tools like Mention or Brandwatch can help you monitor brand mentions and find potential compliance issues — like false advertising claims or unauthorized product endorsements.
For example, in the following Story post, influencer Noelle Downing alerts the audience that a company is using her content to endorse products without her permission.
Be sure to regularly review your social media feeds for any user-generated content that might need moderation or response.
Step 8: Create a pre-approved content repository
Develop a collection of pre-approved content that meets compliance standards. Include posts, images, and responses that align with your brand’s voice and legal requirements. Make sure to label these as “pre-approved.”
For instance, an investment company might pre-approve content that avoids making guarantees or offering financial advice.
Organize your library by topic or campaign to make it easy for your team to find and use compliant content quickly.
Step 9: Create acceptable content use policies
Develop social media compliance guidelines and park them somewhere where all social media marketing team members can see them.
Make sure to include:
A data usage policy
Clearly state how you collect, use, and protect user data from social media interactions.
A social media strategy guide
Include rules for creating and sharing social media content, approval processes, and compliance checkpoints.
Influencer guidelines
Provide detailed rules for influencers working with your brand. Include requirements for disclosing partnerships and a checklist to make sure they follow your content standards.
Interaction standards
Set guidelines for handling comments and messages to minimize risks from public interactions.
Step 10: Conduct regular training and updates
Provide ongoing training for your team about social media compliance. Regularly update them on new regulations and best practices.
Use real-world case studies to illustrate potential pitfalls and encourage interactive sessions.
Step 11: Archive all of your posts
Implement an archiving solution to store all social media interactions, including posts, comments, and direct messages. Use tools like Smarsh or CivicPlus to create a searchable database to provide records if you get audited.
This is especially important for regulated industries like finance or healthcare, where compliance documentation is mandatory.
For instance, if a user was upset about finance advice in the following post, the brand could pull up the caption to prove it had a disclaimer.
Wrap up on a Social Media Compliance Strategy
A solid social media compliance strategy can help you foster trust with your audience and protect your business from legal troubles.
Conduct audits, set clear goals, and respect data privacy rules and regulations to appear confident on social media.
*Pro-Tip: Consider using Bulkly to schedule and recycle pre-approved social media posts across your social media channels. Start for free now.
FAQs
1. What happens if my business violates social media compliance regulations?
Violations can result in fines, legal action, and damage your reputation. For instance, failing to disclose sponsored content can lead to FTC penalties.
2. Do all businesses need a social media compliance strategy?
Yes, regardless of size or industry, every business needs to navigate legal and ethical boundaries to avoid potential risks.
3. How often should I review my social media compliance strategy?
Review your strategy quarterly and update it whenever there are changes in regulations or your business operations.
4. Can I use copyrighted material on social media?
Only if you have the necessary permissions can unauthorized use lead to legal disputes and potential fines. Always verify the copyright status before sharing content.
5. How can I handle negative comments or complaints on social media while staying compliant?
Respond professionally and without disclosing sensitive information. Direct the conversation to private messages if needed and follow your company’s customer service and compliance policies.
6. What should I do if I notice a compliance issue on our social media channels?
Immediately flag the issue and escalate it to your compliance team. Remove or correct the problematic content — and review what led to the oversight to prevent it from happening again.
7. Is it necessary to disclose every partnership or sponsorship on social media?
Yes, transparency is a must.
Always disclose material connections with brands, whether financial or otherwise, to stay compliant with FTC guidelines and maintain trust with your audience.
8. How can I manage compliance across multiple social media platforms?
Use a centralized social media management tool to streamline the process.
Set platform-specific guidelines and make sure your team understands the unique rules and best practices for each platform.