Effective Date: July 1, 2025

Audience: All Staff, Contractors, and Representatives

🔹 Purpose

To ensure all communications—phone, email, SMS, chat, and social media—are professional, compliant, and respectful of client privacy.

📞 Phone & Call Center

Calls may be recorded or monitored.

Agents must state: “This call may be recorded. Info provided is not legal or professional advice.”

Immediately Terminate abusive or non-compliant calls.

📧 Email

Include footer disclaimer: “This message is for informational purposes only and does not constitute legal advice.”

Use secure channels for sensitive data.

Marketing emails must include opt-out and follow CAN-SPAM/GDPR.

📱 SMS (Text Messages) Opt-in required.

Confirmation message: “Msg & data rates may apply. Reply STOP to opt out.”

No legal advice or guarantees via SMS

💬 Chat (Bot & Live)

Chatbot disclaimer: “This chat may be recorded. Info is not legal advice.”

Live agents must repeat disclaimer.

Secure storage of transcripts required.

📢 Social Media & Marketing

Include disclaimer on posts: “Content is informational. Results may vary. Mentions ≠ endorsement.”

Bio disclaimer: “Info shared is not legal advice. See Privacy Policy.”

🔐 Privacy & Consent

Comply with HIPAA, GDPR, CCPA.

Obtain consent before collecting data.

Refer clients to Privacy Policy.

🛡️ Enforcement

Non-compliance may result in disciplinary action including immediate termination of all contracts as applicable.

Regular audits will be conducted.

✅ Quick Reference Checklist

Channel Disclaimer Required Consent Needed Recording Allowed

Phone Calls ✅ Yes ⚠️ If personal data ✅ Yes

Emails ✅ FooteR ✅ Yes ✅ Yes

SMS ✅ Opt-in Msg ✅ Yes ❌ No

Chat ✅ Bot & Agent ✅ Yes ✅ Yes

Social Media ✅ Posts & Bio ⚠️ If collecting data ❌ No