SMB Compliance Timeline:
A practical roadmap tied to real SMB milestones
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 (you’ll see these terms)
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 (email platform, analytics, etc.).
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 + TIA: Standard forms/risk checks to legally send EU/UK data to other countries.
Typical Timing Bands
These are flexible - we’ve included months and years as an average example, but these are event-bound milestones, not a firm timeline.
Months 1–2: Website/Online Presence
Months 3–9: Payments/Ecommerce
Stages with Plain‑English Compliance Actions
0) Formation (Pre‑seed): Company set‑up, basics in place
Do now:
Put founder/contractor IP & 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 + MFA for email and key apps.
Create a Compliance Evidence folder (save policies, screenshots, logs).
Advance when: Company is formed, IP assigned, MFA on, and a one‑page Data Map exists.
1) Website / Online Presence: You’re discoverable
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 — Money starts flowing
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: People ops begin
Do now:
Correct worker classification; complete required forms & notices.
Have confidentiality/IP 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: Online checkout is live
Do now:
Use the platform’s PCI DSS features; avoid touching card data yourself.
For ACH, follow 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 (Email/SMS/Social/Ads): Lead gen turns on
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 FTC endorsements rules (disclose paid/affiliate posts).
Contests/sweepstakes: write simple official rules; keep eligibility/prize details.
Vet lead‑gen vendors; sign DPAs; keep list of sub‑processors.
Advance when: You can show consent logs, unsub logs, claim backup, and vendor DPAs.
6) Multi‑State/Cross-Border Growth & More Vendors: Complexity increases
Do now:
Check if state privacy laws apply (CA/CO/CT/VA/UT and others); even if not, keep a basic 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 MFA/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 (if applicable): Extra rules may kick in
Do now:
Health (HIPAA): sign BAAs; limit 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: You sell or market to people abroad
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 DPO need based on scale/type of data.
Advance when: Transfers paperwork done, banner localized, DSAR timeline met.
Minimal Evidence to Keep (ideally in one place):
Policies (versioned)
Data map & vendors/sub‑processors
Consent, unsubscribe & STOP logs
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 → IP/Confidentiality signed; access set; training logged.
EU/UK users → SCCs/IDTA/TIA; localized banner; DSAR within one month.
How Aetos Helps
Website Compliance: policies, accessibility basics, cookie plan.
Payments & Subscriptions Setup: PCI/NACHA checklist, auto‑renewal/cancellation review.
Marketing Compliance Pack: email/SMS templates, consent logging, influencer/UGC rules, contest rules.
DSAR + Incident Response Planning: inbox/workflow, retention schedule, tabletop drill.
EU/UK: transfers (SCCs/IDTA/TIA) and banner localization.