The Practical Roadmap for SMB Compliance
Designed for businesses focused on revenue and operations. This timeline shows you exactly which compliance actions correspond to real business milestones, from first sale to international scale.
Don't Watch the Calendar. Watch the Milestone.
Compliance isn't a race. Move forward only when you hit the specific business gate (e.g., First Employee, First Online Sale).
SMB Compliance Timeline
Who this is for: Small and mid‑size businesses focused on running and growing (not raising money or selling the company).
How to use it: Move forward when you hit the business milestone (e.g., first online sale, first employee), not a calendar date.
Quick Jargon Decoder (Click to View)
Privacy Notice: Your public page explaining what data you collect, why, and people’s choices.
DPA: Contract with a vendor that handles your customer data.
DSAR: A way for people to see, correct, or delete their data.
PCI DSS: Security rules if you accept card payments.
ADA/WCAG: Web accessibility standards (make your site usable for everyone).
SCCs/UK IDTA: Standard forms/risk checks to legally send EU/UK data to other countries.
0. Formation
+
Do now:
- Put founder/contractor intellectual property & confidentiality in writing.
- Choose a secure data home (cloud region) and keep sensitive data to a minimum.
- Start a one‑page Data Map (what you collect, why, where it lives, who you share it with).
- Turn on password manager + multi-factor authentication for email and key apps.
- Create a Compliance Evidence folder (save policies, screenshots, logs).
Advance when: Company is formed, intellectual property assigned, multi-factor authentication on, and a one‑page Data Map exists.
1. Website / Online Presence
+
Do now:
- Publish Privacy Notice and Terms; add a simple Cookie Policy.
- Use HTTPS only; set up regular backups.
- Do a quick accessibility check (aim for WCAG 2.1 AA basics).
- If you’ll have EU/UK visitors, plan a cookie banner and consent controls.
- Keep marketing claims fair, clear, and true.
Advance when: Policies are live, site is secure and backed up, claims reviewed, cookie plan ready.
2. First Sales / Invoicing
+
Do now:
- Set a simple records & retention plan (how long you keep invoices, emails, etc.).
- If you use Stripe/Square/Shopify, complete PCI SAQ A (or platform’s checklist); never store raw card data.
- Add clear refund/returns/cancellation terms.
- Check sales‑tax nexus and settings in your platform.
- Use business email/domain for receipts; keep consent logs if you add people to newsletters.
Advance when: You can show receipts, refunds, and consent logs; PCI box checked; tax settings verified.
3. First Employee / Regular Contractors
+
Do now:
- Correct worker classification; complete required forms & notices.
- Have confidentiality/intellectual property terms in employment/contractor docs.
- Turn on least‑privilege access; remove access when roles change.
- Onboarding security & privacy training (1 hour) and keep a training log.
- Confirm workers’ comp and basic cyber insurance requirements.
Advance when: Policies signed, access set right, training logged, insurance in place.
4. Payments / Ecommerce / Subscriptions
+
Do now:
- Use the platform’s Payment Card Industry (PCI DSS) features; avoid touching card data yourself.
- For ACH, follow National Automated Clearing House Association (NACHA) rules; get proper authorization.
- If you sell subscriptions, follow auto‑renewal rules and make cancellation easy.
- Add a short incident plan (who does what if accounts are compromised); test password resets.
- Update Terms for shipping/returns/service levels.
Advance when: PCI/NACHA steps done, auto‑renewal/cancellation is clear, incident plan tested.
5. Marketing Ramp
+
Do now:
- Email: follow CAN‑SPAM (identify sender, physical address, one‑click unsubscribe).
- SMS: get express consent; log it; include STOP/HELP; watch TCPA and Florida FTSA rules.
- Ads & social: be honest; keep substantiation for claims; follow Federal Trade Commission (FTC) endorsements rules.
- Contests/sweepstakes: write simple official rules; keep eligibility/prize details.
- Vet lead‑gen vendors; sign Data Processing Agreements; keep list of sub‑processors.
Advance when: You can show consent logs, unsubscribe logs, claim backup, and vendor agreements.
6. Multi‑State/Growth & Vendors
+
Do now:
- Check if state privacy laws apply (CA/CO/CT/VA/UT and others); even if not, keep a basic Data Subject Access Request (DSAR) inbox.
- Keep records of processing (simple spreadsheet is fine) and a retention schedule.
- Run a 30‑minute incident tabletop; confirm you can notify customers if needed.
- Review vendor risk yearly (do they still protect your data?).
- Add multi-factor authentication/SSO to more apps; turn on device encryption for laptops/phones.
Advance when: DSAR works, records/retention exist, tabletop done, yearly vendor checks logged.
7. Regulated Data or Sectors
+
Do now:
- Health (HIPAA): sign Business Associate Agreements (BAA); limit Protected Health Information (PHI); use secure portals.
- Finance (GLBA/PCI): add controls around financial data; avoid storing card data.
- Kids (COPPA): age‑gate; get parental consent.
- Biometrics/Location: check state laws; collect only if necessary.
Advance when: Extra agreements are signed and sensitive data is minimized.
8. International
+
Do now:
- Update Privacy Notice for GDPR basics; choose a lawful basis (often “contract” or “consent”).
- Set up SCCs/UK IDTA + TIA for cross‑border data transfers.
- Localize cookie banner and honor choices.
- Be ready to answer access/deletion requests within one month.
- Consider an EU/UK representative and assess Data Protection Officer (DPO) need.
Advance when: Transfers paperwork done, banner localized, DSAR timeline met.
📂 Evidence to Keep
Save these ideally in one place:
- Policies (versioned)
- Data map & vendors/sub‑processors
- Consent, unsubscribe & STOP logs
- Data Subject Access Request (DSAR) tracker
- Incident plan & tabletop notes
- PCI/NACHA artifacts
- Accessibility checks
- Training logs
- Marketing claim backup
- Transfer addenda (SCCs/IDTA/TIA)
⚡ "Advance When" Triggers
- Website live: Policies published, HTTPS, backups, accessibility check, cookie plan.
- Accepting payments: PCI/NACHA steps complete; refunds/cancellations clear.
- Sending SMS: Consent captured & logged; STOP/HELP active (TCPA/FTSA).
- Hiring: Intellectual Property/Confidentiality signed; access set; training logged.
- EU/UK users: SCCs/IDTA/TIA; localized banner; DSAR within one month.
How Aetos Helps
We provide support at every growth stage:
- ✓ Website Compliance: policies, accessibility basics, cookie plan.
- ✓ Payments & Subscriptions: PCI/NACHA checklist, auto‑renewal review.
- ✓ Marketing Pack: email/SMS templates, consent logging, contest rules.
- ✓ DSAR + Incident Response: inbox/workflow, retention schedule, tabletop drill.
- ✓ EU/UK: transfers (SCCs/IDTA/TIA) and banner localization.
We Handle the Rules. You Run the Business.
Website Compliance: We draft your policies, accessibility plans, and cookie banners so you look professional Day 1.
Payments & Subscriptions: We provide the PCI checklist and review your auto-renewal terms to prevent chargebacks and fines.
Marketing Compliance Pack: We give you the templates for Email/SMS consent, influencer rules, and contest guidelines.
Incident & Data Requests: We set up your DSAR inbox and Incident Response plan so you aren't scrambling during a crisis.
Ready for the next milestone?
Don't let a missing policy stall your next milestone.