Do You Need Email Compliance Software?

Talking about any form of compliance makes me imagine a 1984-esque dystopia and itch to rebel. I have to keep my inner teenager in check and remember that email compliance is a good thing. It saves my inbox from a barrage of pornography and marketing and keeps my data safe. On the other end of the sender-receiver relationship, compliance helps me maximize email deliverability and get messages where I want them to go.

Email compliance is the practice of obeying the government's regulations regarding all things email—how emails are sent, received, stored, and archived. As a whole, these requirements protect the privacy of users and defend them from unwanted solicitations.

Regulations differ between countries, and some areas also have local or state laws to take into account. Email compliance software helps publications navigate these laws, but there are also measures you can take without specialized compliance tools. Find the solution that makes the most sense for you, your audience, and your peace of mind.

What Is American Email Compliance?

The United States has several laws governing email compliance. The most prominent is the Controlling the Assault of Non-Solicited Pornography And Marketing (CAN-SPAM) Act of 2003, which sets out rules for commercial email messages. CAN-SPAM mandates include requirements for senders to:

• Include their physical address in all emails

• Provide recipients with a way to opt out of receiving further messages from them

• Refrain from using deceptive subject lines or false headers in their messages

Local or state regulations may also apply to your publication. For example, California has its own set of rules regarding email marketing, including opt-in consent requirements for commercial emails.

Note that many email services automatically include compliance-related elements. For example, beehiiv's email templates offer recipients a link to unsubscribe. We also recommend highlighting this option in your welcome email, ensuring your messages find an eager audience.

What Is GDPR Email Compliance?

The General Data Protection Regulation (GDPR) protects personal data in Europe. It applies to any company that processes personal data about individuals located in Europe, regardless of where they are based.

Under GDPR, companies must obtain explicit consent before collecting any personal data from individuals located in Europe. They also need to provide individuals with access to their personal data upon request and delete it if requested by the individual. If they work with third parties, companies are further responsible for ensuring that these associates are also compliant.

How Do I Make My Email GDPR-compliant?

Worried that you may be breaking international laws without even realizing it? (Well, you probably are now that I've phrased the question in such a dramatic way. My apologies.)

Here are measures you can take to ensure GDPR compliance.

1. Only send emails to people who have consented to receive them

2. Explain your legitimate interest in contacting people and any other information you collect

3. Make it easy to unsubscribe

4. Keep content accurate and back up any claims you make

5. Encrypt sensitive information to protect customer data from potential breaches or hacks

In addition to safeguarding your compliance, these tips are generally good practices for any email newsletter to follow.

Email Compliance Software

If you handle sensitive information or otherwise require more robust compliance solutions, you may want to investigate email compliance software. These applications ensure that emails are securely archived and managed in accordance with legislation, protecting your brand and reducing the risk of data loss. You can use them to handle in-house communications as well as your email lists.

Best Email Compliance Software Options

With many strong options out there, you want to find one that fits your budget and comes with the features you require. Here are some popular platforms to investigate:

• Mimecast. A comprehensive protection solution that offers advanced features, such as data loss prevention and malware detection. It’s known for its sophisticated threat detection and management. While designed for larger businesses with at least 100 seats, Mimecast also offers plans for smaller organizations, but you’ll have to contact sales for more information. Otherwise, prices start at $4.50/seat a month.

• N-able Mail Assure. A solution designed for small businesses that include real-time monitoring of emails sent from the organization to ensure compliance. Also offers long-term archiving and unlimited storage. You can sign up for a free trial or request a quote.

• MailMeter. An email management and compliance platform that allows users to easily store emails in accordance with legislation. Extensive search features allow you to target specific documents or filter a set as needed, and the software integrates with both Office 365 and Gmail. Contact the business for a quote.

• Presults. An email marketing compliance software that helps businesses monitor third-party activities and identify and resolve potential issues with list-scrubbing tools. It facilitates the process of compliance reviews and email account audits. You’ll have to request a quote, but Presults prides itself on month-to-month contracts designed to lower your initial commitment (and stress).

Email compliance has only grown more important over the years, and the right platform can save you a lot of headaches.

Be Vigilant

With this introduction to email compliance and email compliance software, you can make sure that your emails meet the regulations that apply. American and European laws are most relevant to most of beehiiv's pool of talented creators, but pay attention to the legislation of other countries as you turn your brand into a global phenomenon.

Compliance is such a passive term–but your approach shouldn't be. Be vigilant about scrubbing your lists and safeguarding your subscribers' information.

Your credibility also requires compliance. Stay out of that spam folder, and learn more about how to protect your sender reputation.