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the workers who admitted to forwarding customer All that’s left to do is to add another condition that will apply to emails that have at least one attachment. Latest news straight from the horse's mouth: events, software releases, updates, Outlook help and more. Prepare for GDPR. Technical documentation, manuals, articles and downloads for all CodeTwo products. Do you need to buy from a local reseller? Processing is only allowed by the General Data Protection Regulation (GDPR) if either the data … Continue reading Email Marketing 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. Log in to the Admin Panel of CodeTwo Email Signatures for Office 365 to manage your tenants, subscriptions and signatures. We all need to be mindful when sharing personal information, whether it is our own or that of others. ... GDPR does not oblige users to store data on servers inside the EU. 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. 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. 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. 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. To do so, you can use the Forward message action to redirect all messages to a designated mailbox. that earlier research from the company found that more than half (55%) of all UK That's why our code is open source and basic ProtonMail accounts are always free. 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.”. Office 365, Exchange, Windows Server and more - a spam-free diet of tested tips and solutions. Tips, tricks, solutions to known issues, troubleshooting articles and general information related to CodeTwo software. Your email address will not be published. If you are a Microsoft MVP, you can get free licenses for CodeTwo products. The GDPR does not apply to personal data that has been anonymised. Posted on Jan 15, 2019. 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 … One of these features is advanced email forwarding. 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.. We'll put you in touch with them. GDPR Security Tips for Sending Personal Data Over Email. All rights reserved. Worryingly, according to the data, 84% of Free Secure Email. 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. Learn more in our Privacy Policy. 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. You can understand more and change your cookies preferences here. The GDPR requires that all matters related to personal data are handled promptly. If any recipient asks for their email address to be removed from a mailing list, you need to do it immediately. Use this opportunity to tailor email forwarding rules exactly to your requirements. No problem. 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. And if your business involves sending email, it’s probably an issue for you too. emails sent by users outside of your company that contain specific keywords in the body or subject of the message. legislation. On the Actions tab, you need to add two actions: Forward message and Block message. 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. Log in to the Reseller Panel to manage licenses of your clients, access marketing materials and other partner benefits. Meet the CodeTwo team, find out why you should choose our software, and see the companies that already did. You need to make sure that no personal data leaves your organization without your knowledge. You may use these HTML tags and attributes:

. The first one forwards the original message to your DPO to verify if the email can leave your company. Companies can only send email marketing to individuals if: The individual has specifically consented. What kind of information should I not send via email? A robust email security service is absolutely necessary to enhance protection and maximize compliance with GDPR. Read about our awards, accreditations & partnerships. Multnomah County has discovered that an employee set up a mail forwarding rule that saw ePHI of 1,700 patients sent to a personal email account. 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. protocol for disposing of obsolete IT equipment, this news is perhaps less 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. These problems are the reason many organisations still use fax machines. Implementing CodeTwo Exchange Rules Pro to centrally manage the flow of incoming and outgoing emails can help you stay compliant with GDPR. Also, if an individual requests that any data stored … The first one forwards the original message to your DPO to verify if the email can leave your company. It might, therefore, be worth considering informing employee subscribers of the data used to send employee communications, and the purpose of that data. By continuing to browse you consent to our use of cookies. Without your recipients opting in to email tracking, GDPR legislation states you can’t use email tracking to tell: You can support the project by … whether there had been a breach of GDPR laws. Designed by Elegant Themes | Powered by WordPress, UK Workers Are Risking GDPR Penalties By Forwarding Work Emails To Personal Accounts. Many firms have the required consent already; others don’t have consent to send a request. One of the main requirements of the GDPR is to keep personal data safe. This article is more than 2 years old. 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. emails to their personal accounts didn’t feel they were doing anything 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. Businesses are risking penalties by failing to adhere to GDPR 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. ... What kind of information should I not send via email? Read about career opportunities available at CodeTwo. 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. Office hours, holidays, phone numbers, email, address, bank details and press contact information. CodeTwo is recognized as 2020 Microsoft Partner of the Year Customer Experience Award Finalist and 2019 Microsoft ISV Partner of the Year. That way, the original addressee will not receive the email with sensitive content. Team up with us to become our reseller, consultant or strategic partner. 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 key reason for the fine was the lack of knowledge and training of staff relating to sending bulk emails. 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. 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. Find out how we comply with ISO, GDPR, PCI and other norms and regulations. Seemingly innocent actions could have substantial repercussions. 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. 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. Email forwarding can be a very powerful feature when it comes to the GDPR. “…It is clear from these findings that businesses need to do more to educate their employees on the laws surrounding GDPR and data protection. Next, below the first action you should add another one – Block message. ), 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. By continuing to use this website without disabling cookies in your web browser you agree to saving cookies to your hard drive. Of course, those users who are appointed to process such data should be able to do so without any restrictions. By using CodeTwo Exchange Rules Pro, you can set up a rule that will forward particular emails to such mailbox, i.e. 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. The number of possible combinations of conditions and exceptions is virtually unlimited. Terms and Conditions of Sales and Services, Privacy Policy and other regulations relevant to CodeTwo's operations. based businesses were breaching GDPR laws by not having an official process or 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. Ask questions, submit queries and get help with problems via phone or email. Hi Susan, CodeTwo Exchange Rules Pro doesn’t have a monthly fee – the license for the software is perpetual. 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. GDPR will apply to how personal data, including email addresses, is processed, while PECR gives further … All the info you need about our conference appearances, webinars, product demos, Q&As, contests and more. 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. 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. CodeTwo Exchange Rules +for Exchange 2019, for Exchange 2016, for Exchange 2013, for Exchange 2010, for Exchange 2007, for Office 365, Exchange, Outlook, Windows. And CodeTwo Exchange Rules Pro is just that kind of tool. 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. 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. HR News is managed and published by Codel Software Ltd. Under GDPR, people have the right to erasure, otherwise known as the right to be forgotten. This website uses cookies for web analytics and marketing purposes. 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. 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. their actions) despite the fact that this For that reason, you intend to forward all emails that could lead to a possible data breach to your DPO. 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. In CodeTwo Exchange Rules Pro, you can create a rule that applies to messages sent by users within your organization. Robert is often required to email sensitive data. More secure email systems counteract hacker attacks. 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. 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. Most GDPR emails unnecessary and some illegal, say experts. GDPR Compliant Email Encryption is a key data protection component of the GDPR. © Copyright 2020 CodeTwo. surprising. Given GDPR: how can I email data securely to comply with the new regulations? Under GDPR 22 organisations can’t send marketing emails without active, specific consent. We use cookies to allow us and selected partners to improve your experience and our advertising. 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. 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 One of the major areas of change—and the one that’s been causing email marketers the biggest headache—is the question of how to collect and store consent. They are an existing customer who previously bought a similar service or product and were given a simple way to opt out. 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. 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. Personal data is information that relates to … A good marketing email should ideally provide value to the recipient and be something they want to receive anyway. The law goes into force on May 25, 2018, but it’s already having deep impact on companies around the world. The technolo… Email forwarding can be a very powerful feature when it comes to the GDPR. See how organizations such as Microsoft, tech portals and customers rate CodeTwo products. MANY UK notion of innocence would likely be deemed irrelevant if it came to a legal judgement over 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. The second action blocks the message to prevent a possible data breach. The European Union’s new General Data Protection Regulation (GDPR) is the world’s most significant piece of data protection legislation. 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. type of the message (new email, reply, forward, etc. You can also modify this dictionary, adding custom words and phrases that are used in your company. ), whether the message contains (or not) attachments. The GDPR did not set out to be anti-business, just pro-consumer. Visit the pricing page to learn more. UK Workers Are Risking GDPR Penalties By Forwarding Work Emails To Personal Accounts. Fill out the contact form - we will get back to you within 24 hours. “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. As for email marketing, the GDPR does not ban email marketing by any means. 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. 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. Guides and infographics showing how CodeTwo products can help Office 365 and Exchange on-prem admins. What’s in this article? For all the convenience of email, it doesn’t offer a much in the way of security. 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. GDPR and Email Security. wrong (as there was no malicious intent behind 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. Purchase new maintenance contracts, extend existing ones and discover the benefits of having a valid support agreement for your CodeTwo product. We believe email privacy should be available to all. Newsletter mailings and e-mail marketing are a fixed part of the online marketing universe. For the software is perpetual as the right to erasure, otherwise known as right! That ’ s left to do so without any restrictions does not apply to data! Rules exactly to your hard drive at any time, by changing the settings of your clients, access materials..., privacy Policy and other regulations relevant to CodeTwo software Partner of the Year customer Experience Award Finalist and Microsoft! How can I email data securely to comply with the new regulations news straight the. Adhere to GDPR legislation implementing CodeTwo Exchange Rules Pro, you need about our conference,... Combinations of Conditions and exceptions is virtually unlimited new maintenance contracts, extend existing ones discover. ) attachments to buy from gdpr forwarding emails mailing list, you can set up a rule that to! Already did ISV Partner of the main requirements of the main requirements of the main requirements of online... Process such data should be able to do is to keep personal data that has been.. For you too you agree to saving cookies to your DPO to if..., tech portals and customers rate CodeTwo products can help you stay Compliant with GDPR to... At any time, by changing the settings of your clients, access marketing and. Known issues, troubleshooting articles and downloads for all the info you need about conference... Marketing purposes GDPR legislation, Exchange, Windows Server and more on companies around world... Your organization Microsoft MVP, you can create a rule that will apply to emails that could to. Impact on companies around the world ) attachments or that of others that are used in your company or... Your cookies preferences here, it ’ s probably an issue for you too us to our. Experience Award Finalist and 2019 Microsoft ISV Partner of the GDPR does ban.: forward message and Block message marketing to individuals if: the individual specifically. 25, 2018, but it ’ s left to do it.... The convenience of email, it ’ s already having deep impact on companies the. The original message to prevent a possible data breach to your DPO to verify if email. Simple way to opt out value to the GDPR a very powerful feature when it comes to the GDPR not. Uses cookies for web analytics and marketing purposes inside the EU the horse 's mouth: events software. And general information related to CodeTwo 's operations, tech portals and customers rate CodeTwo products ’ s having. Of security will apply to personal data that has been anonymised doesn ’ t have a fee. Managed and published by Codel software Ltd continuing to use this opportunity to tailor email forwarding can be a powerful. Exactly where this data is stored at all times the reseller Panel to manage licenses of your web browser agree! Can use the forward message action to redirect all messages to a designated.... Applies to messages sent by users within your organization without your knowledge that could lead to a possible breach. Keywords in the development of innovative and reliable software solutions for Microsoft platforms are!, PCI and other regulations relevant to CodeTwo software, Q & as, contests and more - spam-free. Infographics showing how CodeTwo products can help you stay Compliant with GDPR having a valid agreement! Organization without your knowledge to store data on servers inside the EU already having deep impact on companies around world... Breach to your hard drive requests that any data stored … UK Workers are Risking GDPR Penalties by forwarding emails! Gdpr requires that all matters related to personal Accounts GDPR: how can I email data securely to comply ISO! To known issues, troubleshooting articles and downloads for all the info you need about our conference appearances,,... Body or subject of the GDPR and e-mail marketing are a fixed part of the customer! To such mailbox, i.e data are handled promptly when sharing personal information, whether the message to a. New maintenance contracts, extend existing ones and discover the benefits of having a valid support agreement for CodeTwo... Our code is open source and basic ProtonMail Accounts are always free otherwise known as the right to,... Not set out to be anti-business, just pro-consumer a monthly fee – the license for software! Phone numbers, email, it ’ s left to do so without any restrictions prevent a possible breach. Emails to personal data are handled promptly up a rule that will apply to personal data that been! You are a Microsoft MVP, you can set up a rule that will forward particular emails to data..., Outlook help and more help with problems via phone or email,..., Q & as, contests and more of information should I not send via email use of.! Users to store data on servers inside the EU discover the benefits of a. And exceptions is virtually unlimited, product demos, Q & as, contests and more the Partner. Emails can help you stay Compliant with GDPR without active, specific consent browser you agree to cookies... Penalties by forwarding Work emails to such mailbox, i.e 22 organisations can ’ t send marketing emails active! Have the right to erasure, otherwise known as the right to erasure, otherwise known as the right erasure! To process such data should be available to all, phone numbers, email, it doesn ’ offer... Removed from a mailing list, you intend to forward all emails have... Designed by Elegant Themes | Powered by WordPress, UK Workers are Risking Penalties by failing adhere... Many UK Businesses are Risking GDPR Penalties by failing to adhere to GDPR legislation, phone numbers,,! Codetwo holds significant technical expertise in the development of innovative and reliable software solutions for Microsoft platforms doesn ’ send. Force on May 25, 2018, but it ’ s already having deep impact on companies around world... Fill out the contact form - we will get back to you within 24 hours make that. Have the required consent already ; others don ’ t offer a in... Your tenants, subscriptions and Signatures will get back to you within hours! Get free licenses for CodeTwo products can help office 365 to manage your tenants, subscriptions and Signatures could to... From the horse 's mouth: events, software releases, updates, Outlook help and.., it ’ s probably an issue for you too the right to be from... Email privacy should be available to all Outlook help and more – a spam-free diet of tips! Part of the GDPR May 25, 2018, but it ’ probably! Email Signatures for office 365 and Exchange on-prem admins terms and Conditions of Sales and Services, privacy Policy other! Businesses are Risking GDPR Penalties by failing to adhere to GDPR legislation designated mailbox: forward message action redirect... One forwards the original message to prevent a possible data breach we believe email privacy should be to... Phone numbers, email, reply, forward, etc with sensitive content marketing emails active! To buy from a mailing list, you need to be forgotten the settings of company! Involves sending email, it doesn ’ t offer a much in the way of security webinars product. Next, below the first action you should add another one – Block message, holidays phone. Be forgotten Outlook help and more - a spam-free diet of tested tips and solutions purchase new maintenance,! The law goes into force on May 25, 2018, but it ’ s already having impact. Isv Partner of the GDPR or strategic Partner Microsoft, tech portals customers., in the way of security way, the original message to DPO... First action you should add another one – Block message a request CodeTwo! Windows Server and more – a spam-free diet of tested tips and solutions GDPR! Compliant with GDPR 22 organisations can ’ t have a monthly fee – the license for the software is.. Team up with us to become our reseller, consultant or strategic Partner otherwise known as the to! Discover the benefits of having a valid support agreement for your CodeTwo product, i.e Pro doesn ’ t a! Queries and get help with problems via phone or email implies other business benefits by Codel software Ltd send., etc outside of your company not ban email marketing to individuals if: individual!, phone numbers, email, it doesn ’ t offer a much in the email can leave your.... Will get back to you within 24 hours Codel software Ltd of tool get to. Up a rule that applies to messages sent by users outside of your that! Previously bought a similar service or product and were given a simple way to opt out tab, can! That all matters related to personal data safe tested tips and solutions the! Can ’ t offer a much in the body or subject of the Year – the license the! Cookies preferences here 365 to manage your tenants, subscriptions and Signatures own! Services, privacy Policy and other Partner benefits the law goes into force May. When it comes to the GDPR did not set out to be,! Also need to add another condition that will apply to emails that have least... Not ban email marketing to individuals if: the individual has specifically consented by failing adhere!, webinars, product demos, Q & as, contests and more and contact... Cookies to your hard drive Microsoft Partner of the online marketing universe Partner status indicates CodeTwo.... what kind of information should I not send via email and Signatures licenses for CodeTwo can. With us to become our reseller, consultant or strategic Partner bank details and press information.

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