Newsletter mailings and e-mail marketing are a fixed part of the online marketing universe. GDPR will apply to how personal data, including email addresses, is processed, while PECR gives further … Use this opportunity to tailor email forwarding rules exactly to your requirements. The GDPR does not apply to personal data that has been anonymised. GDPR and Email Security. “…It is clear from these findings that businesses need to do more to educate their employees on the laws surrounding GDPR and data protection. If you are a Microsoft MVP, you can get free licenses for CodeTwo products. The second action blocks the message to prevent a possible data breach. Businesses are risking penalties by failing to adhere to GDPR Office 365, Exchange, Windows Server and more – a spam-free diet of tested tips and solutions. The Microsoft Partner status indicates that CodeTwo holds significant technical expertise in the development of innovative and reliable software solutions for Microsoft platforms. You can block saving cookies to your hard drive at any time, by changing the settings of your web browser. 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. 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. Given This is because the worker in question will have unwittingly forwarded sensitive personal customer information and/or their own employer’s Intellectual Property to a third party outside of the corporate network. “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. type of the message (new email, reply, forward, etc. Fill out the contact form - we will get back to you within 24 hours. If any recipient asks for their email address to be removed from a mailing list, you need to do it immediately. notion of innocence would likely be deemed irrelevant if it came to a legal judgement over How advanced email forwarding can help you stay GDPR-compliant, Email signatures and disclaimers for Office 365, Email signatures and disclaimers, email flow and attachment control, autoresponders, DLP and more for Exchange on-prem, Email signatures and disclaimers for Exchange on‑prem, Backup and recovery for Exchange Online, SharePoint Online and OneDrive for Business, Backup and recovery for Exchange and SharePoint on‑prem, Folder synchronization for Exchange on‑prem, User photo management in Active Directory, Admin Panel - CodeTwo Email Signatures for Office 365, What to do if you cannot create an app password in Microsoft 365, How to send an HTML message in reply to a plain text email, How to create and manage Microsoft 365 security groups, How to set up out of office replies in Office 365, End of Mainstream Support for Exchange 2016, Exchange 2019, 2016, 2013, 2010 mailbox backup by export to PST (PowerShell), How to find and change Exchange attachment size limit, How to export Office 365 mailboxes to PST using eDiscovery, How to sync local Active Directory to Office 365 with DirSync, whether the message contains specific keywords in its body or subject (such as name, address, date of birth, etc. A survey of 1,002 UK workers in full or part-time employment, carried out by technology services provider Probrand.co.uk, has revealed that an incredible 64% of people admitted to having forwarded a customer email to their personal email account in … ... What kind of information should I not send via email? Team up with us to become our reseller, consultant or strategic partner. All the info you need about our conference appearances, webinars, product demos, Q&As, contests and more. It might, therefore, be worth considering informing employee subscribers of the data used to send employee communications, and the purpose of that data. Do you need to buy from a local reseller? the workers who admitted to forwarding customer GDPR and email security Compliance with GDPR prevents you from being fined up to 20,000,000 EUR or 4% of the company’s total revenue globally. Worryingly, according to the data, 84% of Email forwarding can be a very powerful feature when it comes to the GDPR. This article is more than 2 years old. that earlier research from the company found that more than half (55%) of all UK Prepare for GDPR. The second action blocks the message to prevent a possible data breach. By using CodeTwo Exchange Rules Pro, you can set up a rule that will forward particular emails to such mailbox, i.e. Now, you can create an exception to this rule, because you don’t want to forward any such emails sent by your DPO or members of your Data Security group. emails sent by users outside of your company that contain specific keywords in the body or subject of the message. By continuing to browse you consent to our use of cookies. Office 365, Exchange, Windows Server and more - a spam-free diet of tested tips and solutions. Read about our awards, accreditations & partnerships. Designed by Elegant Themes | Powered by WordPress, UK Workers Are Risking GDPR Penalties By Forwarding Work Emails To Personal Accounts. Purchase new maintenance contracts, extend existing ones and discover the benefits of having a valid support agreement for your CodeTwo product. This website uses cookies for web analytics and marketing purposes. Visit the pricing page to learn more. ), whether the message contains (or not) attachments. And since emails are sent in both directions, to and from your company, it would be beneficial to be able to manage the flow of all messages in your organization. Employers should put in place policies and procedures to assist with GDPR compliance when processing data in emails, including in relation to storage, security and data subject rights. The law goes into force on May 25, 2018, but it’s already having deep impact on companies around the world. Free Secure Email. Hi Susan, CodeTwo Exchange Rules Pro doesn’t have a monthly fee – the license for the software is perpetual. Basically, the principle that processing is prohibited but subject to the possibility of authorisation also applies to the personal data which is used to send e-mails. What’s in this article? Therefore, you intend to keep all emails containing personal data, as well as consents and requests pertaining to this type of data, in one place. © Copyright 2020 CodeTwo. We use cookies to allow us and selected partners to improve your experience and our advertising. Latest news straight from the horse's mouth: events, software releases, updates, Outlook help and more. What kind of information should I not send via email? Email forwarding can be a very powerful feature when it comes to the GDPR. Next, below the first action you should add another one – Block message. With an appropriate tool in place, you can rest assured that all emails are always sent to the appropriate recipient and that no email containing sensitive data leaves your organization. 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. It also demonstrates our extensive know-how in the area of cloud technologies and ongoing commitment to the implementation and development of solutions for Office 365 and Microsoft Azure. You can understand more and change your cookies preferences here. wrong (as there was no malicious intent behind Also, if an individual requests that any data stored … We believe email privacy should be available to all. The first one forwards the original message to your DPO to verify if the email can leave your company. The GDPR did not set out to be anti-business, just pro-consumer. For all the convenience of email, it doesn’t offer a much in the way of security. If the conditions are met, you now want the program to forward these messages to a specific mailbox; however, at the same time, you don’t want them to reach the original addressee. Many firms have the required consent already; others don’t have consent to send a request. You need to make sure that no personal data leaves your organization without your knowledge. These problems are the reason many organisations still use fax machines. 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. With email proving to be the first point of entry for many cyber attacks, data loss prevention and other security measures are crucial when it comes to data protection. Processing is only allowed by the General Data Protection Regulation (GDPR) if either the data … Continue reading Email Marketing 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. Your email address will not be published. Most GDPR emails unnecessary and some illegal, say experts. ... GDPR does not oblige users to store data on servers inside the EU. 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. surprising. HR News is managed and published by Codel Software Ltd. 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.. Posted on Jan 15, 2019. Tips, tricks, solutions to known issues, troubleshooting articles and general information related to CodeTwo software. Office hours, holidays, phone numbers, email, address, bank details and press contact information. Implementing CodeTwo Exchange Rules Pro to centrally manage the flow of incoming and outgoing emails can help you stay compliant with GDPR. We'll put you in touch with them. Meet the CodeTwo team, find out why you should choose our software, and see the companies that already did. Under the EU GDPR (General Data Protection Regulation), data breaches can incur significant fines (€20 million or 4% of annual global turnover – whichever is greater) and result in reputational damage. One of these features is advanced email forwarding. One of the main requirements of the GDPR is to keep personal data safe. CodeTwo Exchange Rules +for Exchange 2019, for Exchange 2016, for Exchange 2013, for Exchange 2010, for Exchange 2007, for Office 365, Exchange, Outlook, Windows. As for email marketing, the GDPR does not ban email marketing by any means. Seemingly innocent actions could have substantial repercussions. Read about career opportunities available at CodeTwo. That way, the original addressee will not receive the email with sensitive content. GDPR: how can I email data securely to comply with the new regulations? By continuing to use this website without disabling cookies in your web browser you agree to saving cookies to your hard drive. The European Union’s new General Data Protection Regulation (GDPR) is the world’s most significant piece of data protection legislation. You can support the project by … Additionally, it is possible to create another condition that will forward all replies to emails sent by your employees in which they are asking for consent to process personal data. All that’s left to do is to add another condition that will apply to emails that have at least one attachment. We’re also holding the Microsoft Partner status with the following competencies: Gold Application Development, Gold Cloud Platform, Silver Cloud Productivity, Silver Datacenter and Silver Small and Midmarket Cloud Solutions. Under GDPR, people have the right to erasure, otherwise known as the right to be forgotten. Robert is often required to email sensitive data. However, in the email area, compliance also implies other business benefits. You also need to know exactly where this data is stored at all times. 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. On the Actions tab, you need to add two actions: Forward message and Block message. Personal data is information that relates to … The technolo… 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.”. For that reason, you intend to forward all emails that could lead to a possible data breach to your DPO. A good marketing email should ideally provide value to the recipient and be something they want to receive anyway. Technical documentation, manuals, articles and downloads for all CodeTwo products. Guides and infographics showing how CodeTwo products can help Office 365 and Exchange on-prem admins. based businesses were breaching GDPR laws by not having an official process or MANY UK protocol for disposing of obsolete IT equipment, this news is perhaps less No problem. 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. 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 They are an existing customer who previously bought a similar service or product and were given a simple way to opt out. You can forward emails to specific recipients based on many different factors, for example: Take a look at the following examples of use for email forwarding feature in relation to the GDPR and see how easy it is to implement automatic and controlled processing of personal data. GDPR Security Tips for Sending Personal Data Over Email. To do so, you can use the Forward message action to redirect all messages to a designated mailbox. A robust email security service is absolutely necessary to enhance protection and maximize compliance with GDPR. Find out how we comply with ISO, GDPR, PCI and other norms and regulations. 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. All rights reserved. More secure email systems counteract hacker attacks. The GDPR requires that all matters related to personal data are handled promptly. ), who is the sender of the message (specific email address, email address included (or not) in your Active Directory, the message comes from outside of your company, etc. emails to their personal accounts didn’t feel they were doing anything The first one forwards the original message to your DPO to verify if the email can leave your company. 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. It is referred to as an example of an “appropriate measure” to keep personal data secure, it ensures “data protection by design” covered in Article 25, and it mitigates your liabilities in the event of a data breach under Article 34. Of course, those users who are appointed to process such data should be able to do so without any restrictions. That's why our code is open source and basic ProtonMail accounts are always free. 64% of UK workers admitted to breaching rules by forwarding work emails to their personal email accounts in the months following the introduction of GDPR; MANY UK Businesses are risking penalties by failing to adhere to GDPR legislation. CodeTwo is recognized as 2020 Microsoft Partner of the Year Customer Experience Award Finalist and 2019 Microsoft ISV Partner of the Year. This will allow you to react swiftly whenever you receive a request to update or delete personal details or need to prove the validity of received consent, etc. 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. You decided that it would be best to automatically redirect all emails containing consents and personal data to a specific mailbox, accessible only by your Data Protection Officers (DPO) or any person designated to process that type of data. 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. With the General Data Protection Regulation (GDPR), the European Union’s new privacy law, coming into effect on May 25th, 2018, now is the time for email marketers to ensure that their programs are compliant. UK Workers Are Risking GDPR Penalties By Forwarding Work Emails To Personal Accounts. Log in to the Reseller Panel to manage licenses of your clients, access marketing materials and other partner benefits. Log in to the Admin Panel of CodeTwo Email Signatures for Office 365 to manage your tenants, subscriptions and signatures. And CodeTwo Exchange Rules Pro is just that kind of tool. 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. Under GDPR 22 organisations can’t send marketing emails without active, specific consent. 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. GDPR Compliant Email Encryption is a key data protection component of the GDPR. A key reason for the fine was the lack of knowledge and training of staff relating to sending bulk emails. We all need to be mindful when sharing personal information, whether it is our own or that of others. Experts often compare sending emails to posting letters: you compose a message and a delivery address, and then hand it off to someone else to deliver. Learn more in our Privacy Policy. Companies can only send email marketing to individuals if: The individual has specifically consented. Ask questions, submit queries and get help with problems via phone or email. A survey of 1,002 UK workers in full or part-time employment, carried out by technology services provider Probrand.co.uk, has revealed that an incredible 64% of people admitted to having forwarded a customer email to their personal email account in the four months following the introduction of GDPR. Only send email marketing to individuals if: the individual has specifically consented where this data stored... Or not ) attachments having deep impact on companies around the world Microsoft! Sensitive content you can understand more and change your cookies preferences here be anti-business, just pro-consumer (., otherwise known as the right to be removed from a local reseller and be something they want receive! That reason, you can Block saving cookies to your DPO to if! Such data should be available to all are an existing customer who previously bought a similar or! Law goes into force on May 25, 2018, but it s... Be a very powerful feature when it comes to the reseller Panel to your... To add two Actions: forward message action to redirect all messages a! Be removed from a mailing list, you can get free licenses for CodeTwo products good marketing should... Finalist and 2019 Microsoft ISV Partner of the message contains ( or not attachments. Business involves sending email, it ’ s probably an issue for too... Been anonymised Panel to manage your tenants, subscriptions and Signatures very powerful feature when it comes to the requires. 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Fax machines showing how CodeTwo products, just pro-consumer events, software releases,,.: events, software releases, updates, Outlook help and more - a spam-free diet tested. Handled promptly e-mail marketing are a Microsoft MVP, you intend to forward all emails could! Marketing to individuals if: the individual has specifically consented that of others send via email find out why should. Data is stored at all times at all times erasure, otherwise known as the right to erasure otherwise! All messages to a possible data breach to your hard drive should choose our,..., address, bank details and press contact information these problems are the reason many still. For that reason, you intend to forward all emails that could lead to a possible data breach to DPO... Marketing email should ideally provide value to the recipient and be something they want to receive anyway of... Browser you agree to saving cookies to your DPO to verify if the email leave! Already did your web browser you agree to saving cookies to your hard.! Can get free licenses for CodeTwo products can help office 365, Exchange, Windows Server and more so. When it comes to the GDPR does not apply to personal Accounts two Actions: forward message action redirect... Marketing purposes is open source and basic ProtonMail Accounts are always free on May,. And published by Codel software Ltd disabling cookies in your web browser requests that any data stored UK. Codetwo products can help you stay Compliant with GDPR that no personal data Over email Elegant. To erasure, otherwise known as the right to erasure, otherwise known as the right be... Your hard drive can use the forward message and Block message another one – Block message monthly fee the... May 25, 2018, but it ’ s left to do is to keep personal data are handled.! Tech portals and customers rate CodeTwo products your hard drive users within your organization all CodeTwo products phone or.... Should I not send via email a much in the body or subject of the main requirements the... Fee – the license for the software is perpetual will not receive the email area, compliance also implies business! The original addressee will not receive the email area, compliance also implies other business benefits software.! Hr news is managed and published by Codel software Ltd way, the original message to requirements! Hr news is managed and published by Codel software Ltd Pro doesn ’ t send emails! You are a fixed part of the Year also implies other business benefits Signatures... May 25, 2018, but it ’ s probably an issue you..., GDPR, people have the right to erasure, otherwise known as the right to,... Emails to personal Accounts offer a much in the body or subject of the (. Forward all emails that could lead to a designated mailbox this data is stored all. Marketing email should ideally provide value to the GDPR users who are appointed to process data... Your web browser you agree to saving cookies to your DPO to verify if the email with content... Email Signatures for office 365, Exchange, Windows Server and more - a spam-free diet of tips. Is a key data protection component of the GDPR not oblige users to store data on inside!, tricks, solutions to known issues, troubleshooting articles and general information related to CodeTwo software and Block.. This data is stored at all times t send marketing emails without active, consent. Form - we will get back to you within 24 hours emails unnecessary and some illegal, say.... To centrally manage the flow of incoming and outgoing emails can help you stay Compliant with GDPR personal...., updates, Outlook help and more dictionary, adding gdpr forwarding emails words and phrases that are used in your browser! Innovative and reliable software solutions for Microsoft platforms of your web browser you agree to saving cookies your! Outgoing emails can help office 365 to manage licenses of your web browser for products! Many firms have the required consent already ; others don ’ t have consent to use! And phrases that are used in your web browser you agree to saving cookies to hard... Securely to comply with the new regulations leaves your organization Pro is just that kind of information should not... New regulations blocks the message ( new email, address, bank details and press contact information action! A mailing list, you can set up a rule that applies to messages sent by within! Can understand more and change your cookies preferences here preferences here send a request –. Webinars, product demos, Q & as, contests and more, software releases, updates, help! Company that contain specific keywords in the body or subject of the main requirements of the Year should ideally value. That ’ s probably an issue for you too to use this website without disabling cookies your! Find out why you should choose our software, and see the gdpr forwarding emails that already.. Key data protection component of the message contains ( or not ) attachments hi Susan, CodeTwo Rules... Forward all emails that have at least one attachment email marketing to individuals if: the individual has consented! Unnecessary and some illegal, say experts – a spam-free diet of tested tips and.. Local reseller use fax machines with GDPR - a spam-free diet of tested tips and solutions blocks the (... Rules Pro doesn ’ t send marketing emails without active, specific consent,... Saving cookies to your DPO to verify if the email with sensitive content troubleshooting. Codel software Ltd we will get back to you within 24 hours the for! The number of possible combinations of Conditions and exceptions is virtually unlimited companies can only send email marketing the! Possible combinations of Conditions and exceptions is virtually unlimited licenses of your clients, access marketing materials other... Codetwo product holds significant technical expertise in the way of security for that reason, you understand. Simple way to opt out Risking Penalties by forwarding Work emails to personal data handled! Others don ’ t offer a much in the way of security by Codel software Ltd Pro doesn t. Be mindful when sharing personal information, whether it is our own or that of others the... Force on May 25, 2018, but it ’ s left to do immediately. Flow of incoming and outgoing emails can help you stay Compliant with.. Technolo… GDPR security tips for sending personal data leaves your organization without knowledge. And reliable software solutions for Microsoft platforms, UK Workers are Risking GDPR Penalties by forwarding emails. Can leave your company that contain specific keywords in the development of innovative and reliable software solutions for Microsoft.! Clients, access marketing materials and other Partner benefits forward message and message. Has been anonymised the Microsoft Partner status indicates that CodeTwo holds significant technical expertise in the way security! The recipient and be something they want to receive anyway help office 365 and on-prem. All CodeTwo products recipient and be something they want to receive anyway numbers... So, you intend to forward all emails that have at least one attachment so, intend... Codetwo email Signatures for office 365 to manage your tenants, subscriptions Signatures... That CodeTwo holds significant technical expertise in the way of security to your DPO leave...

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