It is important to have a functioning website (websites under construction are not compliant) in order to proceed with the TCR process. These websites should contain as much information as possible to avoid being categorized as invalid. While it is not strictly necessary, it is recommended to include details such as: what the company does, what services it offers, its background, location, values, achievements, goals, mission, vision, and so on.

Additional Information to Consider:

• Access and editing of the website:
  If a customer cannot edit their website, they may not be in direct compliance. Therefore, customers should have a website that allows them to make changes and updates if they are not compliant.
• Farmer’s Insurance websites should be managed independently, as they generally cannot edit the provided website. Creating a social media account solely for TCR compliance is not permitted. https://www.farmers.com/
• Franchisees usually cannot edit their websites since they are linked to the main franchise’s website. In these cases, it is typically not legal for them to create their own website. The available option is to either create their own independent website or persuade the parent franchise to update the websites of all the franchise locations.
  
  

1. SMS Terms & Conditions

The Terms of Service related to SMS communication must either be included in the privacy policy or be a stand-alone document. Note: If the customer has a Terms and Conditions page, this information should be included there, and not in the privacy policy. The document must include the following:

SMS Terms & Conditions

1- SMS Consent Communication:

The information (Phone Numbers) obtained as part of the SMS consent process will not be shared with third parties for marketing purposes.

2- Types of SMS Communications:

If you have consented to receive text messages from [Company Name], you may receive messages related to the following (provide specific examples):

• Appointment reminders
• Follow-up messages
• Billing inquiries
• Promotions or offers (if applicable) {If you see the customer selected a conversational use case, do not add this reference to your email thread, instead, make sure the customer adds the matching use cases to this portion of the Terms info}.
  
  

Example: “Hello, this is a friendly reminder of your upcoming appointment with Dr. [Name] at [Location] on [Date] at [Time]. You can reply STOP to opt out of SMS messaging from (Brand Name) at any time.”

3- Message Frequency:
Message frequency may vary depending on the type of communication. For example, you may receive up to [X] SMS messages per week related to your [appointments/billing, etc.].

Example:
“Message frequency may vary. You may receive up to 2 SMS messages per week regarding your appointments or account status.”

4- Potential Fees for SMS Messaging:

Please note that standard message and data rates may apply, depending on your carrier’s pricing plan. These fees may vary if the message is sent domestically or internationally.

5- Opt-In Method:

You may opt-in to receive SMS messages from [Company Name] in the following ways (This is an example. Please include the method used.)

• Verbally, during a conversation
• By submitting an online form
• By filling out a paper form
  
  

6- Opt-Out Method:

You can opt out of receiving SMS messages at any time. To do so, simply reply “STOP” to any SMS message you receive. Alternatively, you can contact us directly to request removal from our messaging list.

7- Help:

If you are experiencing any issues, you can reply with the keyword HELP. Or, you can get help directly from us at (insert the link)

Additional Options:

• If you do not wish to receive SMS messages, you can choose not to check the SMS consent box on our forms.

8- Standard Messaging Disclosures:

• Message and data rates may apply.
• You can opt out at any time by texting “STOP.”
• For assistance, text “HELP” or visit our [Privacy Policy] and [Terms and Conditions] pages.
• Message frequency may vary
  
  

Note: Please note that the following is a template. It is essential to customize these terms and conditions to align with your specific business requirements and legal obligations. Do not replicate this example verbatim.

2. Privacy Policy

A. A privacy policy needs to inform customers about how the company collects, uses, and shares their customer’s information.

B. The privacy policy should be easy to find and linked to all pages (footer or header).

C. The privacy policy needs to be on a single page or pop-up window.

D. The privacy policy’s sharing section must explicitly state: “SMS opt-in and phone numbers collected for SMS communication purposes will not be shared with any third party and affiliates for marketing purposes“

Additional Considerations:

– Please refrain from providing examples of full privacy policies.

-The privacy policy cannot be vague or simple; it needs to take all aspects of use, collection, and sharing into consideration.

A company can share information as long as it does not share SMS consent or phone numbers for SMS by providing the disclaimer; it will be compliant.

– PDF files are generally acceptable for privacy policies when they are easily accessible and include the required SMS statement.

3. Opt-in Language

If a customer uses a contact form on the website to collect consent, incorporate a checkbox with the following statement “By checking this box, you agree to receive SMS messages from (company name) related to (SMS Use Case). You may reply STOP to opt-out at any time. Reply to HELP to (phone number) for assistance. Messages and data rates may apply. Message frequency will vary”

Learn more on our privacy policy page and Term & Conditions