Client Scribe Messaging Policy

Last Updated: January 2025

1. About Client Scribe

Client Scribe (clientscribe.io) is a multi-tenant SaaS platform that enables creative businesses—including photographers, designers, agencies, and similar service providers—to request feedback from their clients on project deliverables via SMS.

Client Scribe is the platform, not the sender. SMS messages sent through Client Scribe contain secure links to feedback forms where clients can review deliverables and provide notes, comments, or approvals. Messages are sent by our customers (creative businesses) to their customers (end recipients).

2. Permitted Message Types

SMS messages sent through Client Scribe are strictly limited to feedback and review requests for active projects. Specifically, messages contain:

Secure links to feedback forms for reviewing project deliverables
Requests for client input on proofs, designs, or work-in-progress
Links to note collection forms for gathering project requirements
Reminders to complete pending feedback or review requests
Transactional notifications directly related to the feedback collection process

The primary purpose is to facilitate easy feedback collection. Messages contain time-limited, secure links where clients can submit notes, comments, approvals, or other feedback without requiring account creation.

General marketing messages, promotional campaigns, mass marketing, and unrelated project updates are strictly prohibited. Client Scribe's platform is designed exclusively for collecting client feedback on deliverables through secure web forms.

3. Required Consent Standard

All businesses using Client Scribe must obtain prior express written consent from their customers before sending SMS messages through the platform.

Required Consent Clause

Businesses must include language substantially similar to the following in their contracts, intake forms, or onboarding agreements:

"By providing your mobile phone number, you agree to receive SMS feedback requests from [Business Name] via Client Scribe. Messages will contain secure links to review and provide feedback on project deliverables. Message frequency varies based on project activity. Message and data rates may apply. Reply STOP to opt out at any time. Reply HELP for assistance. For more information, see [Business Name]'s privacy policy or contact us at [business contact]."

Consent Collection Methods

Acceptable consent collection methods include:

Signed service agreements or contracts containing the consent clause
Written intake forms with the disclosure prominently displayed
Digital acceptance during online onboarding (with clear checkbox and full disclosure)
In-person acknowledgment with documented consent (e.g., signed waiver)

Important: Consent must be obtained at or before the time of the customer's first interaction with the business. Pre-checked boxes are not acceptable. Consent must be a clear, affirmative action.

4. Required Disclosures

All consent requests and SMS messages must include the following disclosures:

Brand Identification

Messages must clearly identify both the creative business and Client Scribe (e.g., "From [Business Name] via Client Scribe").

Message Frequency

State that message frequency varies based on project activity or provide an estimated range.

Message & Data Rates

Include "Message and data rates may apply" or similar language.

STOP/HELP Instructions

Clearly state that users can reply STOP to opt out and HELP for assistance.

Contact Information

Provide a way for recipients to contact the business or Client Scribe for support.

5. Message Content Requirements

All messages sent through Client Scribe must:

Include sender identification in the first message of any conversation
Be relevant to an active project or service relationship
Not contain prohibited content (spam, fraud, illegal activity, adult content)
Respect opt-out requests immediately
Comply with TCPA, CTIA guidelines, and carrier-specific requirements

Co-Branding Requirement

Initial messages in any conversation should identify both the creative business and Client Scribe. Example: "Hi [Name], this is [Business Name] via Client Scribe. Please review your project and share feedback: [secure link]"

6. STOP/HELP Keyword Handling

STOP Keywords

When a recipient replies with STOP, CANCEL, UNSUBSCRIBE, QUIT, or similar opt-out keywords, Client Scribe automatically:

Ceases all future messages to that number
Sends a confirmation: "You have been unsubscribed from [Business Name] via Client Scribe. No more messages will be sent. Reply HELP for support."

HELP Keywords

When a recipient replies with HELP or INFO, Client Scribe responds with: "Client Scribe help: This is a project messaging service for [Business Name]. Reply STOP to opt out. For support: support@clientscribe.io"

7. Proof of Consent & Record Retention

Businesses using Client Scribe are solely responsible for obtaining, documenting, and retaining proof of consent.

Each business must:

Maintain records of how and when consent was obtained for each recipient
Retain signed agreements, intake forms, or digital consent logs
Produce proof of consent upon request from Client Scribe, carriers, or regulators
Keep records for a minimum of 4 years from the date consent was obtained

Important: Failure to provide proof of consent upon request may result in immediate suspension or termination of messaging services.

8. Enforcement & Compliance

Client Scribe monitors messaging activity and enforces this policy to ensure compliance with applicable laws and carrier requirements. Violations may result in:

Immediate suspension of messaging capabilities
Requirement to provide proof of consent for all recipients
Termination of service for repeated or egregious violations
Reporting to carriers or regulatory authorities as required

9. Related Resources

For additional information, please review:

SMS Terms for Client Scribe Recipients - Terms of service for message recipients
Client Scribe Privacy Policy - How we handle data
SMS Consent Language & Examples - Templates and sample messages for businesses

Contact: For questions about this policy, contact compliance@clientscribe.io

Legal Disclaimer: This messaging policy provides general information and requirements for using Client Scribe's SMS services. It does not constitute legal advice. Businesses are responsible for ensuring their messaging practices comply with all applicable federal, state, and local laws, including the Telephone Consumer Protection Act (TCPA), CAN-SPAM Act, and state-specific regulations. We recommend consulting with legal counsel to ensure compliance with all applicable requirements.