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Best Practices Checklist



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Best Practices Checklist

While different networks, systems and sites have different needs and models mandating different best practice standards, this is typically what a general audience game site would need if it does not specifically target to preteens in the US.

Law Enforcement:

  • Create a law enforcement policy that determines what information is available to law enforcement and under what circumstances.
  • Create, and share with law enforcement agencies, a dedicated phone number, fax number, and email address to be used for law enforcement inquiries.
  • Appoint a law enforcement liaison to oversee law enforcement inquiries.
  • Articulate information along with sample forms and instructions in a “Law Enforcement Investigators Guide.”

Data Management:

  • Create a data map of all information collected, stored, and utilized by the company.
  • Appoint a “data czar” to oversee all data management issues.
  • Store data with the requisite level of security and regulate access to that data.
  • Determine data retention policies that comply with legal requirements and your business needs.
  • Inventory contractual data management obligations as well as outward-facing policy disclosures and tag data appropriately.

Privacy:

  • Give advance notice of changes to the Privacy Policy.
  • Provide notice in the Privacy Policy of your right to disclose data under exigent or other safety or security circumstances.
  • Match privacy policies to user data practices, articulate the policies to staff, and enforce the policies internally.
  • Ensure international data management legal compliance, as applicable.

Moderation:

  • Properly vet, train, and supervise moderation staff.
  • Create escalation policies and procedures and appoint escalation managers.
  • If using volunteers, appoint a volunteer management supervisor.
  • Provide written instructions for moderators on how to respond to the most common abuses that occur on the network.
  • Monitor moderators’ activities on third party sites when they have identified themselves as moderators.
  • Create cyber self-defense information and workplace safety policies for moderators.
  • Contract with providers of stress management services for moderators.
  • Own or control all hardware used in performing moderator services and monitor all communications.
  • Ensure a policy is in place to deal with moderators providing services to other networks.

Underage Users:

  • Determine a policy for terminating underage user accounts based upon the site’s age policies.
  • Create systems and policies to address COPPA issues, if applicable.
  • Review applicable international laws relating to usage of the online networks by minors (e.g. Spain – users under 14).
  • Determine special security measures to restrict communications between adults and minors (optional).

Advertising and Marketing:

  • Ensure that advertising and marketing policies comply with the Privacy Policy.
  • Only permit CARU and EU compliant and age appropriate ads to minors.
  • Require all ad suppliers to adhere to your written advertising and brand policies.
  • Consider a policy prohibiting the use of sensitive information in profile marketing.
  • Ensure the integrity of permitted downloads and require that users be notified of all adware and spyware features in marketed downloads.

Brand Management:

  • Own and protect all corporate brands, URLs and logos against unauthorized internal or external use.
  • Create a policy for celebrity and VIP users and their fans.
  • Manage any outward-facing statements by agents or employees of the networks.
  • Create alerts for use of the brand name and track known troll groups and competitors.
  • Purchase and control all brand bashing URLs, Twitter accounts, etc.
  • Purchase and control misspelled versions of the URLs to prevent cybersquatting and typosquatting.
  • Create policies for enforcement of brand logo or name usage on fan and bashing sites.
  • Protect founders and key executives’ reputations by tracking their names.

Terms of Service:

  • Provide effective date and advance notice of changes.
  • Game sites should include a separate code of conduct.
  • Articulate all other material policies within the Terms of Service.
  • Incorporate the Privacy Policy by reference in the Terms of Service.
  • Explain consequences of Terms of Service violations.

Abuse Reporting:

  • An abuse report link must appear on all pages.
  • The abuse reporting system must triage abuse reports for efficient handling.
  • Users must be informed what to report as well as how and where to report it.
  • Terms of Service violations and disciplinary actions should be articulated.
  • Provide procedures to address commonly encountered and high-risk issues.
  • Create pre-approved language for responding to commonly encountered and high-risk abuses.

 
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