EMAIL & DIGITAL COMMUNICATION POLICIES

9. Email Marketing and CAN-SPAM Compliance Policy

Applies to:

All official Chamber communications, including newsletters, announcements, and event invitations sent through Constant Contact, Wix Email Marketing, or other approved systems.

Purpose

This policy ensures that all Easton Chamber of Commerce email communications comply with the CAN-SPAM Act of 2003, the Massachusetts Consumer Protection Act (M.G.L. c. 93A), and accepted best practices for responsible digital marketing.

Collection and Consent

• Email addresses are collected voluntarily through membership applications, event registrations, and newsletter sign-ups at www.easton-chamber.com.
• The Chamber does not buy, rent, or share email lists.
• Each form clearly states how information will be used and links to the Privacy Policy.
• Recipients must actively opt in before receiving marketing or promotional messages.

Required Content in Every Email

1. Accurate sender identification: The “From” field must clearly display “Easton Chamber of Commerce”.

2. Truthful subject line: Must reflect message content.

3. Physical address:
    Easton Chamber of Commerce
    50 Main Street, Building 9
    North Easton, MA 02356

4. Unsubscribe option: Must be visible and functional.

5. Contact information: A valid reply address or direct link for questions.

6. Privacy Policy link: Example – “Read our Privacy Policy at www.easton-chamber.com/privacy.”
    

Opt-Out Procedure

Unsubscribe requests are processed automatically; manual requests must be completed within 10 business days. Re-subscription requires explicit consent.

Prohibited Practices

• No deceptive subject lines or false headers.
• No hidden tracking pixels or third-party tracking without notice in the Cookie Policy.
• No external mailing lists without documented consent from each recipient.

Compliance Reviews

The Chamber reviews its email templates semi-annually to confirm:
• Footer language and unsubscribe links function correctly.
• Contact details and branding are current.
• All content meets legal and ethical standards.

Questions or concerns may be directed to info@easton-chamber.com.

 

10. Email Signature and Legal Disclaimer

All Chamber staff, board members, and volunteers must use the approved email signature for all official Chamber communications (business emails sent from @easton-chamber.com accounts).

The legal disclaimer must appear directly beneath the signature block in every outgoing message.

SIGNATURE BLOCK EXAMPLE:

First Last Name
Title | Easton Chamber of Commerce
50 Main Street, Building 9, North Easton, MA 02356
📞 (508) 238-2225 ✉️ [name]@easton-chamber.com
🌐 www.easton-chamber.com

Follow us on social media:
LinkedIn: https://www.linkedin.com/company/easton-chamber-of-commerce-ma
Facebook: https://www.facebook.com/EastonChamberMA/
Instagram: https://www.instagram.com/eastonchamber/

Legal Disclaimer (to appear directly under the signature)

CONFIDENTIALITY NOTICE: This email, including any attachments, is intended only for the individual or entity to whom it is addressed and may contain confidential or privileged information. If you are not the intended recipient, please notify the sender immediately, delete this email, and do not copy or distribute it. Unauthorized use or disclosure may be unlawful.

DISCLAIMER: The opinions expressed in this communication do not necessarily reflect the official policy or position of the Easton Chamber of Commerce. The Chamber is not responsible for loss or damage resulting from email transmission errors, malware, or unauthorized alteration.

 

Best Practices for All Chamber Emails

• Send business communications only from official Chamber accounts.
• Do not transmit sensitive personal or payment data through unencrypted email.
• Keep communications professional and aligned with Chamber values.
• Review and update signature blocks quarterly.
• Ensure the above disclaimer appears automatically in outgoing emails.

 

SOCIAL AND COMMUNITY POLICIES

 

11. Social Media and Digital Conduct Policy

Purpose

This policy outlines expectations for how the Easton Chamber of Commerce manages and participates in online platforms, including Facebook, Instagram, LinkedIn, and other digital spaces representing the Chamber. It ensures that all posts, comments, and interactions reflect the Chamber’s mission and maintain a positive community presence.

General Guidelines

• The Chamber’s social media channels exist to promote local businesses, community events, and Chamber programs.
• Posts must align with the Chamber’s mission to support economic growth and community development in Easton, Massachusetts.
• Comments, messages, and shared content must remain respectful and nonpartisan.
• Only authorized individuals may publish or edit official Chamber posts.
• Personal opinions expressed by staff or members should never appear to represent the Chamber’s official stance.

Conduct and Moderation

The Chamber reserves the right to remove or hide comments, posts, or messages that include:
• Offensive, discriminatory, or threatening language.
• Misinformation, spam, or solicitation unrelated to Chamber activities.
• Commercial promotions for non-member organizations.
• Political campaigning or lobbying.
• Content that violates privacy or copyright laws.

Repeat violations or abusive behavior may result in being blocked from Chamber pages.

Accessibility and Inclusion

Whenever possible, Chamber posts will include alt-text for images and use accessible design features to ensure readability for all audiences.

Privacy and Image Use

Event attendees may be featured in photographs or videos shared on social media. Anyone wishing to opt out may contact info@easton-chamber.com, and reasonable efforts will be made to remove or replace content upon request.

Monitoring and Security

The Chamber’s designated administrators monitor comments and messages regularly. Suspicious activity or account misuse must be reported immediately to [communications lead name or title]