{"id":1357,"date":"2025-02-25T10:43:23","date_gmt":"2025-02-25T10:43:23","guid":{"rendered":"https:\/\/iqeq.com\/gb\/?p=1357"},"modified":"2025-02-28T14:07:32","modified_gmt":"2025-02-28T14:07:32","slug":"off-channel-communications-a-top-regulatory-risk-for-uk-firms-in-2025","status":"publish","type":"post","link":"https:\/\/iqeq.com\/gb\/insights\/off-channel-communications-a-top-regulatory-risk-for-uk-firms-in-2025\/","title":{"rendered":"Off-channel communications: a top regulatory risk for UK firms in 2025?\u00a0"},"content":{"rendered":"<section class=\"text-block standard-spacing  \">    <div class=\"container fade-in\">\n        <p><i><span data-contrast=\"auto\">By Harry Barnes, Principal Compliance Consultant<\/span><\/i><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559740&quot;:276}\">\u00a0<\/span><\/p>\n<p><b><span data-contrast=\"auto\">It was increasingly clear during 2024 that the use of off-channel communications by employees is becoming a higher priority for regulators. Following significant SEC fines in the U.S. and with supervisory interest from the FCA also starting, it is timely for UK firms to understand their obligations and how they can prevent their employees from using off-channel communications.<\/span><\/b><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559740&quot;:276}\">\u00a0<\/span><\/p>\n<h2>What are off-channel communications and why are regulators concerned?<\/h2>\n<p><span data-contrast=\"auto\">Off-channel communications are communications (including calls and written messages) made through channels not approved by the employer and to which neither employers nor regulators have access. Common examples of such channels include encrypted messaging services such as WhatsApp, Signal and Telegram, but could include any number of other channels including the use of personal email accounts and text messages on unrecorded devices.<\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559740&quot;:276}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">The use of off-channel communications creates regulatory risk in several different ways, including:<\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559740&quot;:276}\">\u00a0<\/span><\/p>\n<ul>\n<li data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"26\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"1\" data-aria-level=\"1\"><b><span data-contrast=\"auto\">Record-keeping<\/span><\/b><span data-contrast=\"auto\"> \u2013 Regulated firms and their employees are obliged to retain all records relating to their regulated activities including all relevant communications with clients, counterparties and other employees of the firm. It is particularly difficult, if not impossible, for some encryption services to capture off-channel communications. Failures of this nature can leave firms in breach of their record-keeping obligations<\/span><span data-ccp-props=\"{&quot;134233279&quot;:false,&quot;201341983&quot;:0,&quot;335559740&quot;:276}\">\u00a0<\/span><\/li>\n<\/ul>\n<ul>\n<li data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"26\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"2\" data-aria-level=\"1\"><b><span data-contrast=\"auto\">Market abuse<\/span><\/b><span data-contrast=\"auto\"> \u2013 Regulators have expressed concern that the use of off-channel communications limits both firms\u2019 and regulators\u2019 ability to identify, monitor, detect and prosecute possible episodes of market abuse<\/span><span data-ccp-props=\"{&quot;134233279&quot;:false,&quot;201341983&quot;:0,&quot;335559740&quot;:276}\">\u00a0<\/span><\/li>\n<\/ul>\n<ul>\n<li data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"26\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"3\" data-aria-level=\"1\"><b><span data-contrast=\"auto\">Oversight<\/span><\/b><span data-contrast=\"auto\"> \u2013 The use of off-channel communications limits the ability of the firm and its senior management to have appropriate oversight of the regulated activities being undertaken in the name of the firm. Failure to maintain appropriate oversight could result in the FCA determining that there has been a failure by Senior Management Function (SMF) holders to establish and maintain adequate risk management, contrary to the FCA\u2019s Principle for Business 3.\u00a0<\/span><span data-ccp-props=\"{&quot;134233279&quot;:false,&quot;201341983&quot;:0,&quot;335559740&quot;:276}\">\u00a0<\/span><\/li>\n<\/ul>\n<h2>What actions have regulators taken?<\/h2>\n<p><span data-contrast=\"auto\">Since 2021, the SEC has <\/span><a href=\"https:\/\/iqeq.com\/insights\/roundup-secs-off-channel-communication-enforcement-continues\/\"><span data-contrast=\"none\">led the way<\/span><\/a><span data-contrast=\"auto\"> on the issue, with a raft of investigations that have seen some of the biggest firms receive sizeable fines, some as high as $200m between the SEC and CFTC. Total fines by the SEC relating to the use of off-channel communications since 2021 have exceeded $2.2bn, with the SEC settling with 26 firms for almost $400m in August 2024 alone.<\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559740&quot;:276}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">The FCA has levied no fines on the issue to date. However, the Prudential Regulation Authority (PRA) has issued fines over the poor retention of WhatsApp messages, including fines for individual SMFs deemed to have fallen foul of the conduct rules. Interestingly, Ofgem, the energy regulator, has also been involved in issuing fines to financial services firms\u2019 energy trading businesses for record-keeping failures regarding WhatsApp communications.<\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559740&quot;:276}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">In January 2025, the FCA\u2019s chief executive, Nikhil Rathi, stated that the FCA would not establish any new discrete rules around the use of WhatsApp and other off-channel communications, preferring to enforce existing rules regarding recording, record-keeping and oversight.<\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559740&quot;:276}\">\u00a0<\/span><\/p>\n<h2>What actions should firms be taking to minimise their risk?<\/h2>\n<p><span data-contrast=\"auto\">Firms should <\/span><b><span data-contrast=\"auto\">make sure their policies relevant to communications and communication recording are up to date<\/span><\/b><span data-contrast=\"auto\">. Where firms have implemented \u201cbring your own device\u201d policies, there should be sufficient ability to record and capture business communications on these devices, such as utilising up-to-date software that allows for the capture of encrypted communications. Where communications can\u2019t be adequately captured, then prohibitions on using certain methods and devices for business communications should be incorporated into the firms\u2019 policies.\u00a0<\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559740&quot;:276}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Firms should also <\/span><b><span data-contrast=\"auto\">remain vigilant for signs of staff using off-channel communications<\/span><\/b><span data-contrast=\"auto\">. This can be picked up through regular communications monitoring and other internal compliance monitoring.<\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559740&quot;:276}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Firms should also <\/span><b><span data-contrast=\"auto\">consider whether they need to adhere to the SEC rules<\/span><\/b><span data-contrast=\"auto\"> on this matter. This would be the case, for example, where the firm also acts as a Registered Investment Adviser (RIA).<\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559740&quot;:276}\">\u00a0<\/span><\/p>\n<h2>How IQ-EQ can help<\/h2>\n<p><span data-contrast=\"auto\">At IQ-EQ we have an experienced team who can assist FCA-regulated investment firms on the most appropriate ways to establish and ensure compliance with the relevant rules around off-channel communications. And for investment firms also acting as RIAs in the U.S., we\u2019re able to draw on the expertise of our U.S. regulatory compliance team to advise on industry best practice in complying with SEC rules.<\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559740&quot;:276}\">\u00a0<\/span><\/p>\n<p><b><span data-contrast=\"auto\">To discuss your firm\u2019s approach to capturing off-channel communications or to find out more about the support available from IQ-EQ\u2019s expert <\/span><\/b><a href=\"https:\/\/iqeq.com\/services\/compliance-consulting\/\"><b><span data-contrast=\"none\">compliance consulting<\/span><\/b><\/a><b><span data-contrast=\"auto\"> team, <\/span><\/b><a href=\"https:\/\/iqeq.com\/make-an-enquiry\/\"><b><span data-contrast=\"none\">contact us today<\/span><\/b><\/a><b><span data-contrast=\"auto\">.<\/span><\/b><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559740&quot;:276}\">\u00a0<\/span><\/p>\n            <\/div>\n<\/section>","protected":false},"excerpt":{"rendered":"","protected":false},"author":51,"featured_media":1358,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","footnotes":""},"categories":[1],"tags":[],"expertise":[16],"service_category":[18],"class_list":["post-1357","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-uncategorized"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.1.1 - 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