. GDPR: how can I email data securely to comply with the new regulations? Ask questions, submit queries and get help with problems via phone or email. Prepare for GDPR. Additionally, you don’t want to allow any message including one or more attachments to leave your company without your knowledge, as these attachments can also contain personal data. Team up with us to become our reseller, consultant or strategic partner. Read about career opportunities available at CodeTwo. You also need to know exactly where this data is stored at all times. Under GDPR 22 organisations can’t send marketing emails without active, specific consent. Since the program comes with many sensitive content dictionaries which can be used to detect certain phrases in emails, it would be a good idea to use one of them as a rule condition to make it possible to detect personal data. GDPR and Email Security. GDPR presents an opportunity to ensure your organisation handles personal data responsibly and securely, and forward-thinking organisations will recognise that measures taken to protect personal data can also be applied to corporate data such as intellectual property, financial reports, contracts and business strategy documents. Read about our awards, accreditations & partnerships. The first one forwards the original message to your DPO to verify if the email can leave your company. Recital 26 explains that: “…The principles of data protection should therefore not apply to anonymous information, namely information which does not relate to an identified or identifiable natural person or to personal data rendered anonymous in such a manner that the data subject is not or no longer identifiable. All rights reserved. The GDPR requires that all matters related to personal data are handled promptly. A survey of 1,002 UK workers in full or part-time employment has revealed that a whopping 64per cent of people admitted to having forwarded a customer email to their personal email account in the four months following the introduction of GDPR. GDPR will apply to how personal data, including email addresses, is processed, while PECR gives further … That way, the original addressee will not receive the email with sensitive content. By using CodeTwo Exchange Rules Pro, you can set up a rule that will forward particular emails to such mailbox, i.e. Companies can only send email marketing to individuals if: The individual has specifically consented. When it comes to electronic communication, you need to use every means possible to ensure that this type of data is not disclosed or accessed by any unauthorized persons, including your employees as well as people outside your organization. CodeTwo Exchange Rules Pro is an email signature and email flow manager for Exchange that is packed with many features that can help you process, protect, and monitor personal data exactly as you want. Hi Susan, CodeTwo Exchange Rules Pro doesn’t have a monthly fee – the license for the software is perpetual. Office 365, Exchange, Windows Server and more - a spam-free diet of tested tips and solutions. The second action blocks the message to prevent a possible data breach. CodeTwo’s ISO/IEC 27001 and ISO/IEC 27018-certified Information Security Management System (ISMS) guarantees maximum data security and protection of personally identifiable information processed in the cloud and on-premises. Robert is often required to email sensitive data. When it comes to using a business email address for marketing purposes, it is the Privacy and Electronic Communications Regulations (PECR) that sit alongside current data protection legislation, which govern how an organisation can use email addresses for marketing by email, telephone, text or fax. This website uses cookies for web analytics and marketing purposes. One of the most useful tools for lead qualification is email tracking, but like your prospects’ personal data, under GDPR you need explicit permission to track any EU resident’s emails, whether they’re prospects or customers. These problems are the reason many organisations still use fax machines. No problem. A GDPR breach can result in fines that potentially run into the millions – this financial impact along with the knock on effects this can have for businesses, including reputational damage, the loss of customer loyalty and trust, can be hugely damaging for companies in the long term.”. The US Federal Bureau of Investigation (FBI) says that it is getting more common for cyber-criminals to use email forwarding rules in order to disguise themselves inside hacked email accounts.. All the info you need about our conference appearances, webinars, product demos, Q&As, contests and more. And if your business involves sending email, it’s probably an issue for you too. Newsletter mailings and e-mail marketing are a fixed part of the online marketing universe. Designed by Elegant Themes | Powered by WordPress, UK Workers Are Risking GDPR Penalties By Forwarding Work Emails To Personal Accounts. You can also modify this dictionary, adding custom words and phrases that are used in your company. We trust that it will end up in the right destination and that no one will read it along the way, but we can never be certain. Latest news straight from the horse's mouth: events, software releases, updates, Outlook help and more. More secure email systems counteract hacker attacks. is therefore materially different from the possibly familiar “delivery receipt” or “read receipt” offered by Exchange or Outlook services: the latter is permissions based and requires the recipient to opt-in before a read confirmation is delivered to the sender Most GDPR emails unnecessary and some illegal, say experts. surprising. One of the principles of the GDPR is that personal data should be kept for no longer than is necessary for the purposes for which it is being processed. protocol for disposing of obsolete IT equipment, this news is perhaps less “Of course, in the vast majority of cases this will have been done with the best intentions, with the employee simply planning to pick up their work at home – but given the amount of publicity around GDPR it is perhaps surprising that more workers (and employers) are not aware of the basics of what is required for GDPR compliance. legislation. emails sent by users outside of your company that contain specific keywords in the body or subject of the message. The Microsoft Partner status indicates that CodeTwo holds significant technical expertise in the development of innovative and reliable software solutions for Microsoft platforms. The European Union’s new General Data Protection Regulation (GDPR) is the world’s most significant piece of data protection legislation. Terms and Conditions of Sales and Services, Privacy Policy and other regulations relevant to CodeTwo's operations. Next, below the first action you should add another one – Block message. Purchase new maintenance contracts, extend existing ones and discover the benefits of having a valid support agreement for your CodeTwo product. © Copyright 2020 CodeTwo. If any recipient asks for their email address to be removed from a mailing list, you need to do it immediately. However, in the email area, compliance also implies other business benefits. They are an existing customer who previously bought a similar service or product and were given a simple way to opt out. Your email address will not be published. The technolo… All that’s left to do is to add another condition that will apply to emails that have at least one attachment. A core principle of GDPR is that data subjects be informed of the existence and purpose of data processing operations – such as storing and processing email addresses. The number of possible combinations of conditions and exceptions is virtually unlimited. This article is more than 2 years old. Matt Royle, marketing director at Probrand comments: “What may seem like an innocent and even helpful action of workers trying to catch up on work out of hours is actually a clear breach of GDPR laws. We'll put you in touch with them. What the GDPR does is clarify the terms of consent, requiring organizations to ask for an affirmative opt-in to be able to send communications. Use this opportunity to tailor email forwarding rules exactly to your requirements. By continuing to use this website without disabling cookies in your web browser you agree to saving cookies to your hard drive. Fill out the contact form - we will get back to you within 24 hours. 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