A suspicious domain, account, listing, or copied brand asset is a lead, not a finding. Compare it with verified brand references, check whether the use is authorized, document what you observed, and keep unresolved points visible before escalating. Similarity alone does not establish misuse.
Use this checklist to sort a possible brand-protection issue from legitimate use or a mistaken match. It is a triage process, not a determination of legal rights.
A five-step checklist for reviewing a suspected brand signal
- Record what triggered the review. Note whether the signal is a domain, social account, marketplace listing, or asset. Save the exact public URL, the date and time you observed it (including time zone), and a screenshot that shows the surrounding page or profile. Do not bypass access controls to collect material.
- Compare it with official brand sources. Navigate to the organization’s known website or verified account independently rather than relying on links in the suspicious material. Compare the domain or handle, profile links, brand name, logo, product, campaign, and the claims made about the relationship. Check the approved asset library for current logos and campaign variants; a familiar color, word, or similar-looking mark by itself is weak evidence.
- Check permission and context. Review partner, reseller, distributor, affiliate, agency, licensing, sponsorship, and campaign records. A partner name alone does not confirm that this specific use is authorized: the World Intellectual Property Organization describes a license as permission for another party to use intellectual property and notes that agreements can be adapted to the parties’ needs. Check the actual record and scope, including the relevant dates, region, account, marketplace, and permitted use. WIPO: IP assignment and licensing. Ask the internal team responsible for that relationship when records are unclear. A missing or outdated entry is an open question, not proof that permission does not exist.
- Verify the source and the use. For a domain, compare its spelling and destination with official references; do not assume a similar name identifies the operator. For an account or listing, inspect its public profile, linked destination, seller details, and surrounding claims. For a copied asset, compare the actual logo or creative with approved versions, not just a general resemblance.
- Separate observations from conclusions. Write down exactly what you saw, where you saw it, and what remains unknown. Record whether the observations support further review, point to a possible explanation, or remain unresolved; this is a triage status, not a finding of misuse. Do not turn a match alert or visual similarity into an allegation.
ScoreDetect’s guide to checking suspected stock-photo use makes the same caution for image matches: check context and licensing before escalating. Brand signals also need checks against official sources and partner or licensing records.
What to include in the evidence log
Keep a concise record that another reviewer can understand without repeating the search. Preserve the original capture separately from any marked-up copy, and follow your organization’s rules for access, retention, and personal information.
| Record | What to note |
|---|---|
| Observed source | Exact public URL, account or seller name, domain, listing ID if visible, and when you accessed it. |
| Evidence captured | Capture date and time with time zone, screenshot or permitted saved copy, and the visible surrounding context. |
| Official comparison | The independently reached official page, verified account, or approved asset used as a reference; note the specific differences and similarities. |
| Authorization check | Which partner, license, campaign, region, account, or use records you checked, and who confirmed them. |
| Uncertainty and next step | Missing or conflicting information, what would resolve it, the reviewer or team to consult, and the current status. |
How to choose the next review step
| What you found | Useful next step |
|---|---|
| A similar logo or name, with no authorization check yet | Check the current asset and partner records. Keep the case unresolved until you can compare the exact use and context. |
| A known partner or agency, but the region, date, or channel is unclear | Ask the relationship owner to confirm whether the specific account, listing, or campaign falls within the approved scope. |
| A domain or profile presents itself as official and requests credentials or payment | Preserve the public evidence and use the organization’s established security or fraud process. If the concern came through a message, verify it using a website or phone number you already know is real—not links or contact details in that message; the FTC recommends this approach for suspected phishing. Do not use links in the suspicious page to verify it. |
| Records conflict or the source cannot be confirmed | Mark what is unknown, seek review from the team that owns the relevant account, asset, or partner relationship, and avoid public claims while the facts remain unclear. |
A suspected match can justify a closer look without proving unauthorized use. Keep the language in internal notes proportionate to the evidence, and use your organization’s established platform, security, and legal review processes for decisions about external action.
