The purpose of this policy is to establish guidelines for LAC Healthcare Solutions’ use of mass text messaging and email systems to communicate with customers and users. This policy aims to ensure compliance with international communication regulations, protect user privacy, and minimize legal risks associated with opt-in and opt-out errors.
2. Scope
This policy applies to all LAC Healthcare Solutions employees, contractors, and third-party service providers involved in the management and execution of mass communication campaigns via text message or email, regardless of the location of the recipients.
3. Definitions
Mass Text Messaging: Sending text messages to multiple recipients simultaneously.
Mass Email: Sending emails to multiple recipients simultaneously.
Opt-In: The process by which a user gives explicit consent to receive communications.
Opt-Out: The process by which a user withdraws consent to receive communications.
4. Opt-In Requirements
Explicit Consent: Users must provide explicit consent before being added to any communication list. Consent can be obtained through:
Online forms with a checkbox for consent.
Text message keywords (e.g., texting "START").
Written or verbal consent documented and stored securely.
Confirmation: After opting in, users will receive a confirmation message (email or text) summarizing their consent and providing a clear option to opt out immediately if they have changed their mind.
Clear Disclosure: All opt-in requests must clearly disclose:
The type and frequency of communications users will receive.
Any charges or costs associated with receiving messages.
Links to the privacy policy and terms of service.
5. Opt-Out Mechanisms
Easy Opt-Out: Users must be able to easily opt out at any time by:
Clicking an unsubscribe link in emails.
Replying "STOP" to text messages.
Updating preferences on the user account page.
Immediate Processing: All opt-out requests must be processed immediately to ensure no further communications are sent to the user.
Confirmation of Opt-Out: After opting out, users will receive a confirmation message (email or text) indicating that their request has been processed and no further communications will be sent.
6. Data Management
Accurate Records: Maintain accurate records of user consent, including timestamps and methods of consent.
Regular Audits: Conduct regular audits of the communication lists to ensure compliance with opt-in and opt-out requirements.
Data Security: Store all communication data securely and ensure that access is restricted to authorized personnel only.
7. Legal Compliance
Regulatory Adherence: Ensure compliance with all applicable international regulations, including but not limited to:
General Data Protection Regulation (GDPR) for EU residents.
CAN-SPAM Act for U.S. communications.
Telecommunications Consumer Protection Act (TCPA) for U.S. text messaging.
Privacy and Electronic Communications Regulations (PECR) for UK residents.
Local laws applicable in other regions.
User Rights: Respect and uphold the rights of users to access, correct, and delete their personal information as outlined in the privacy policy.
Third-Party Compliance: Ensure all third-party service providers involved in mass communications comply with this policy and relevant legal requirements.
8. Communication Content
Relevance: Ensure that all communications are relevant and valuable to the recipients.
Identification: Clearly identify the sender of the communication and provide contact information for queries or concerns.
Accuracy: Ensure all information in communications is accurate and up-to-date.
9. Training and Awareness
Employee Training: Provide regular training for employees involved in mass communications on compliance requirements and best practices.
Policy Updates: Regularly review and update this policy to reflect changes in regulations and business practices.
10. Violations and Penalties
Reporting Violations: Encourage employees to report any violations of this policy to the compliance team.
Consequences: Violations of this policy may result in disciplinary action, including termination of employment or contract, depending on the severity of the violation.
11. Review and Approval
This policy will be reviewed annually and updated as necessary to ensure ongoing compliance and effectiveness.
Contact Information: For questions or concerns regarding this policy, please contact the Compliance Team at compliance@lac.us.
