Overview: Navigating Robo-Adviser Compliance
Robo-advisers represent one of the most dynamic sectors in fintech, offering automated, algorithm-driven financial planning services with minimal human intervention. While the technology is cutting-edge, the regulatory framework is decidedly traditional: robo-advisers are investment advisers subject to the full scope of SEC and state regulation.
This comprehensive checklist walks through every major compliance requirement for robo-advisers, from initial RIA registration through ongoing operational compliance. Whether you're launching a new platform or auditing an existing one, this guide provides a systematic framework for building a defensible compliance program.
⚠ Critical Understanding
The SEC does not recognize a separate regulatory category for "robo-advisers." You are subject to the same Investment Advisers Act requirements as traditional RIAs, with heightened scrutiny on algorithm governance, performance claims, and disclosure adequacy.
RIA Registration Requirements for Robo-Advisers
Before launching your robo-adviser, you must determine whether SEC or state registration is required, and complete the registration process properly.
Pre-Registration Assessment
First, confirm that you meet the definition of an investment adviser under Section 202(a)(11) of the Investment Advisers Act. Robo-advisers typically satisfy all three prongs:
- Advice about securities: Your algorithm recommends portfolios of stocks, ETFs, or other securities
- In the business of: You hold yourself out as providing investment advisory services
- For compensation: You charge fees (subscription, AUM-based, or performance fees)
💡 The "Pure Software" Myth
Many founders believe that offering "just software" avoids investment adviser registration. The SEC has consistently rejected this distinction. If your software provides personalized investment recommendations, you are providing investment advice.
SEC vs. State Registration
Your registration jurisdiction depends primarily on assets under management (AUM):
| AUM Level | Registration Required | Notes |
|---|---|---|
| Under $25 million | State registration only | Register in states where you have clients |
| $25M - $100M | State (with exceptions) | May register with SEC if state doesn't require registration |
| $100M - $110M | May choose SEC or state | Buffer zone - either is permissible |
| Over $110 million | SEC registration required | Must register with SEC via Form ADV |
Registration Checklist
📋 RIA Registration Steps
Form ADV Robo-Specific Disclosures
Form ADV is your primary disclosure document. For robo-advisers, certain sections require special attention and robo-specific language.
Item 5: Fee Schedule and Compensation
Robo-advisers must clearly disclose their fee structure. Common models include:
- AUM-based fees: Typically 0.25% - 0.75% of assets under management annually
- Subscription fees: Monthly or annual flat fees (e.g., $5-$50/month)
- Tiered pricing: Different fee levels based on account size or services
- Freemium models: Free basic service with paid premium features
⚠ Hidden Fees
You must disclose ALL fees clients will pay, including ETF expense ratios, trading costs, and any revenue sharing arrangements. Clients should understand the total cost of investing through your platform.
Item 8: Methods of Analysis and Investment Strategies
This is critical for robo-advisers. You must describe:
- The investment methodology your algorithm uses (e.g., Modern Portfolio Theory, factor-based investing)
- Asset classes included in recommended portfolios
- How portfolios are constructed and rebalanced
- Any tax optimization strategies (e.g., tax-loss harvesting)
- Risks associated with your investment approach
📋 Algorithm Disclosure Checklist
Item 10: Financial Industry Activities and Affiliations
Disclose any conflicts of interest, including:
- Proprietary ETFs or mutual funds in recommended portfolios
- Affiliated broker-dealers used for execution
- Custodian relationships and any economic benefits received
- Third-party referral arrangements
Form CRS (Customer Relationship Summary)
Since June 2020, RIAs must provide Form CRS to retail clients. This four-page summary must explain:
- Services offered and account minimums
- Fee structure in plain language
- Standard of conduct (fiduciary duty)
- Conflicts of interest
- Disciplinary history
Algorithm Disclosure Requirements
The SEC has issued specific guidance on algorithm-based investment advice. Proper disclosure and governance are essential.
What Clients Must Understand
Your disclosures must enable clients to understand:
- How the algorithm works: Investment approach in understandable terms
- Limitations: What the algorithm cannot do or account for
- Human oversight: Level of human review and intervention
- Data inputs: What information the algorithm uses to generate recommendations
- Changes: How and when the algorithm may be updated
- Performance expectations: Realistic expectations, not guarantees
💡 SEC Guidance: IM Guidance Update 2017-02
The SEC's 2017 guidance on robo-advisers emphasizes that automated advice must be suitable for each client. Your questionnaire must gather sufficient information to make appropriate recommendations, and your algorithm must use that information properly.
Questionnaire Design Requirements
Your client questionnaire must elicit information about:
- Investment objectives (growth, income, preservation)
- Time horizon
- Risk tolerance and risk capacity
- Financial situation (income, assets, liabilities)
- Liquidity needs
- Investment experience
- Tax situation (if relevant to recommendations)
📋 Algorithm Governance Checklist
Custody Rule Compliance
The Custody Rule (Rule 206(4)-2) is one of the most complex areas of robo-adviser compliance. Most robo-advisers use third-party qualified custodians, but you must still comply with specific requirements.
Custody Rule Basics
You have "custody" if you:
- Hold client funds or securities
- Have authority to withdraw funds or securities from client accounts
- Act as trustee or in any capacity that gives you legal ownership
Most robo-advisers have custody due to fee deduction authority or discretionary trading authority over accounts held at custodians.
Qualified Custodian Requirement
Client assets must be maintained with a qualified custodian:
- FDIC-insured bank or savings association
- Registered broker-dealer
- Registered futures commission merchant
- Foreign financial institution meeting certain requirements
Surprise Examination Exception
If you have custody solely due to fee deduction authority, and you meet all of the following conditions, you are exempt from the surprise examination requirement:
- Client assets are held by a qualified custodian
- You have written authorization from the client to deduct fees
- You send the client an invoice or fee calculation each time a fee is deducted
- The qualified custodian sends account statements directly to clients at least quarterly
✓ Best Practice
Structure your platform to use a qualified third-party custodian (like Apex, DriveWealth, or Folio) that sends account statements directly to clients. This avoids the surprise examination requirement and significantly reduces compliance costs.
📋 Custody Rule Compliance Checklist
Marketing Rule & Performance Advertising
The SEC's Marketing Rule (Rule 206(4)-1), which took effect in November 2022, governs all advertising and performance claims by RIAs. For robo-advisers, performance advertising is particularly scrutinized.
What Constitutes "Advertising"
The Marketing Rule broadly defines "advertisement" to include:
- Website content
- Social media posts
- Mobile app screenshots and descriptions
- Email campaigns
- Blog posts about investing
- Performance dashboards shown to prospects
- Testimonials and endorsements
General Prohibitions
Your marketing cannot include:
- Untrue statements of material fact
- Material omissions that make statements misleading
- Unsubstantiated claims of specific investment outcomes
- References to specific profitable recommendations without disclosing all recommendations
- Performance results of a subset of clients without fair basis
- Portability of prior performance without meeting strict requirements
Performance Advertising Requirements
If you show performance results, you must:
- Include all accounts: Show performance for all client accounts in the same strategy
- Net of fees: Display performance net of advisory fees, unless clearly labeled as gross
- Consistent methodology: Use consistent calculation methodology
- Reasonable period: Show performance for at least one year (or since inception if less)
- Include disclosures: Material facts about calculation methodology and risks
⚠ Common Violation: Cherry-Picked Performance
Showing only the best-performing portfolios or time periods is prohibited. The SEC has brought enforcement actions against robo-advisers for selectively displaying favorable results.
Backtested and Hypothetical Performance
Many robo-advisers use backtested performance in marketing. This is permissible only if you:
- Provide sufficient information for an investor to understand the limitations and key assumptions
- Clearly and prominently label the performance as backtested or hypothetical
- Adopt and implement policies and procedures reasonably designed to ensure the backtested performance is relevant
- Maintain records substantiating the methodology and assumptions
📋 Marketing Compliance Checklist
Cybersecurity & Data Protection
Robo-advisers handle sensitive client data and financial accounts, making cybersecurity a critical compliance obligation under both SEC rules and state privacy laws.
SEC Cybersecurity Guidance
The SEC's 2015 cybersecurity guidance and 2024 final rules require:
- Written cybersecurity policies and procedures
- Risk assessments identifying cybersecurity threats
- Access controls limiting employee access to client data
- Data encryption for data in transit and at rest
- Incident response plan for addressing breaches
- Vendor management for third-party service providers
- Employee training on cybersecurity threats
Regulation S-P Privacy Rule
SEC Regulation S-P requires investment advisers to:
- Provide initial and annual privacy notices to clients
- Implement safeguards to protect customer records and information
- Dispose of consumer report information properly
- Provide opt-out rights before sharing nonpublic personal information with nonaffiliated third parties
State Privacy Laws
If you have clients in certain states, you may be subject to additional privacy requirements:
- California (CCPA/CPRA): Consumer rights to access, delete, and opt out of sale of personal information
- Virginia, Colorado, Connecticut, Utah: Similar comprehensive privacy laws
- State breach notification laws: Requirements to notify clients of data breaches
📋 Cybersecurity Compliance Checklist
Best Execution for Automated Platforms
As an RIA, you owe clients a duty of best execution derived from your fiduciary obligations. For robo-advisers, this applies to both security selection and trade execution.
Security Selection
Your choice of ETFs, mutual funds, or other securities for client portfolios must be in clients' best interests:
- Expense ratios: Consider lower-cost alternatives
- Liquidity: Ensure securities can be traded efficiently
- Tracking error: For index ETFs, evaluate how closely they track their benchmark
- Conflicts: If using proprietary funds, heightened duty to demonstrate suitability
Broker Selection and Monitoring
If you select the broker-dealer for execution, you must:
- Conduct due diligence before selecting a broker
- Evaluate execution quality, cost, and reliability
- Monitor execution quality on an ongoing basis (at least annually)
- Document your evaluation process and conclusions
Trade Execution Practices
For robo-advisers executing trades for clients:
- Batch trading: Ensure fair allocation of execution prices across client accounts
- Market impact: Consider how large trades may move markets
- Timing: Execute trades at consistent times to avoid preferential treatment
- Rebalancing: Document rebalancing frequency and triggers
💡 Best Execution Documentation
Maintain a Best Execution Policy that describes your process for selecting securities and brokers. Conduct annual reviews comparing execution quality and costs across available options. Document your conclusions.
Suitability vs Fiduciary Standards
As an RIA, you are held to a fiduciary standard, which is higher than the suitability standard applicable to broker-dealers. Understanding this distinction is essential for robo-adviser compliance.
Fiduciary Duty Components
Your fiduciary duty has two main components:
- Duty of Care: Provide advice in the client's best interests based on the client's financial situation and objectives
- Duty of Loyalty: Place client interests ahead of your own; fully disclose and mitigate conflicts of interest
Suitability for Robo-Advisers
Even with automated advice, you must ensure recommendations are suitable for each client:
- Gather sufficient information through your questionnaire
- Use that information to generate appropriate portfolio recommendations
- Disclose material limitations of automated advice
- Provide a mechanism for clients to update their information
- Periodically prompt clients to review and update their profiles
⚠ "One Size Fits All" Risk
Robo-advisers with limited portfolio options must be especially careful. If you only offer five model portfolios, you must be able to demonstrate that each client is placed in the appropriate one based on their individual circumstances.
Conflicts of Interest Management
Common conflicts for robo-advisers include:
- Proprietary products: Using affiliated ETFs or funds
- Custodian incentives: Revenue sharing or other economic benefits from custodians
- Third-party payments: Referral fees or other compensation
- Cross-trading: Trading between client accounts
For each conflict, you must:
- Identify and document the conflict
- Disclose it to clients in Form ADV Part 2A
- Implement controls to mitigate or eliminate it
- Monitor compliance with those controls
Compliance Manual Requirements
Rule 206(4)-7 requires every RIA to adopt and implement written policies and procedures reasonably designed to prevent violations of the Advisers Act. Your compliance manual is the foundation of your compliance program.
Required Policies
At a minimum, your compliance manual must address:
- Portfolio management processes
- Trading practices (allocation, best execution)
- Proprietary trading and personal trading by employees
- Accuracy of disclosures (Form ADV)
- Safeguarding client assets (custody)
- Marketing and advertising
- Valuation of client holdings
- Recordkeeping
- Business continuity planning
Robo-Specific Policies
For robo-advisers, additional policies should cover:
- Algorithm governance: Testing, monitoring, and change management
- Questionnaire design: Ensuring adequate information is gathered
- Cybersecurity: Data protection and incident response
- Vendor management: Third-party service provider oversight
- Error correction: Handling algorithm errors or malfunctions
- Client communications: Automated emails and notifications
Chief Compliance Officer
You must designate a Chief Compliance Officer (CCO) responsible for:
- Administering the compliance program
- Conducting annual compliance reviews
- Reporting to senior management and board
- Staying current on regulatory developments
For small robo-advisers, the founder/CEO often serves as CCO. Larger firms may hire a dedicated compliance professional or outsource to a compliance consultant.
📋 Compliance Manual Checklist
Annual Compliance Review Checklist
Rule 206(4)-7 requires you to conduct an annual review of your compliance program to assess its adequacy and effectiveness. The CCO must prepare a written report.
Annual Review Scope
Your annual review should examine:
- Effectiveness of existing policies and procedures
- Changes in business activities requiring policy updates
- Regulatory developments and new requirements
- Compliance incidents and how they were addressed
- Results of compliance testing and monitoring
- Adequacy of compliance resources
📋 Annual Compliance Review Checklist
SEC Examination Focus Areas
Understanding what the SEC looks for during examinations helps you prepare proactively. The Division of Examinations publishes annual examination priorities highlighting areas of focus.
Robo-Adviser Specific Examination Areas
When examining robo-advisers, the SEC focuses on:
| Focus Area | What Examiners Review | Common Issues Found |
|---|---|---|
| Algorithm Disclosure | Form ADV, client disclosures, algorithm documentation | Inadequate disclosure of how algorithm works, limitations not explained |
| Suitability | Questionnaires, recommendation logic, client profiles | Insufficient client information gathered, inappropriate recommendations |
| Performance Claims | Website, app, marketing materials, backtests | Misleading performance, cherry-picked results, inadequate disclosures |
| Conflicts of Interest | Form ADV, affiliated products, custodian relationships | Undisclosed conflicts, inadequate mitigation measures |
| Custody | Custodian agreements, client statements, fee deduction | Improper fee deduction, missing client authorizations |
| Cybersecurity | Written policies, risk assessment, incident response | Outdated policies, no risk assessment, weak access controls |
| Marketing Rule | All advertising, testimonials, performance presentations | Prohibited claims, missing disclosures, inadequate substantiation |
| Form ADV Accuracy | Part 1A and 2A for accuracy and completeness | Stale information, missing disclosures, inaccurate descriptions |
SEC Priorities for 2025
Recent SEC examination priorities relevant to robo-advisers include:
- AI and Predictive Analytics: Use of artificial intelligence in investment advice
- Digital Engagement Practices: Gamification and behavioral prompts
- ESG Claims: Environmental, social, governance investment strategies
- Crypto Asset Advisory Services: Compliance when offering crypto exposures
- Standards of Conduct: Fiduciary duty and conflicts management
💡 Exam Preparation
Review the SEC's annual examination priorities when published (typically in February). Conduct a self-assessment of your compliance program against stated priorities and address any gaps before examination.
Common Violations and Enforcement Actions
Learning from others' mistakes is valuable. Here are notable robo-adviser enforcement actions and the lessons they teach.
⚠ Notable Robo-Adviser Enforcement Actions
Penalty: $1.25 million fine.
Lesson: Backtested performance must include prominent disclosures and reasonable assumptions.
Penalty: $850,000 fine.
Lesson: Custody Rule compliance requires strict adherence to all conditions.
Penalty: $500,000 fine.
Lesson: Form ADV must provide clear, complete disclosure of how your service works and material conflicts.
Penalty: $2 million fine plus disgorgement.
Lesson: Broker selection must be based on best execution analysis, not convenience or affiliate relationships.
Penalty: $750,000 fine.
Lesson: Marketing Rule requires strict compliance with testimonial and performance advertising requirements.
⚠ Enforcement Trends
The SEC has increased enforcement activity against robo-advisers. Common themes include misleading marketing, inadequate disclosure, and compliance program deficiencies. Penalties often exceed $1 million. Proactive compliance is far less expensive than enforcement defense.
Cost Estimates for Compliance Program
Building a compliant robo-adviser requires investment in legal, technology, and personnel resources. Here are realistic cost estimates for different stages.
Initial Launch Costs
Startup Compliance Budget (Pre-Launch)
Ongoing Annual Costs
Annual Compliance Operating Budget
Budget Optimization Strategies
- Use compliance technology: Automated compliance tools can reduce manual work
- Outsource selectively: Fractional CCO or compliance consultant may be more cost-effective than full-time hire initially
- Leverage custodian services: Some custodians provide compliance support as part of their platform
- Join industry groups: Organizations like SIFMA or FPA provide compliance resources and education
- Start state, migrate to SEC: If launching small, state registration may have lower initial costs
✓ Investment Perspective
While compliance costs are significant, they are substantially less than enforcement penalties, litigation costs, or reputational damage from compliance failures. View compliance as risk management investment, not just overhead.
Master Implementation Checklist
This comprehensive checklist consolidates all major compliance requirements for launching and operating a robo-adviser.