The General Data Protection Regulation (GDPR) requires businesses to protect personal data in all it’s forms.
It is estimated that around 40 work emails are sent, and 100 to 120 work emails are received each day. Email communication often involves collecting, storing, and utilizing personal information.
The GDPR’s stringent data protection requirements encompass all aspects of personal data, including names, email addresses, attachments, and conversations about individuals.
The GDPR applies to any organization, including companies, charities, and micro-enterprises, that processes the personal data of EU citizens or residents. This also includes organizations that are not based in the EU but offer goods or services to individuals within the EU.
Under GDPR, all businesses must take steps to protect the personal data of their customers and employees from unauthorized access and disclosure.
Sending emails can become an automated process and we can easily make mistakes. People are every organization’s most important asset and businesses must empower their employees to ensure that they are emailing the right person.
In this blogpost, we will discuss how you can meet GDPR compliance for email communication using an addin called SendGuard for Outlook.
How Misdirected emails lead to GDPR violations?
Your organization can be fined or penalized for data loss caused by a misdirected email.
An insurance company in Luxembourg was fined €135,00 because an employee accidentally sent an email with PII to the wrong recipient. The company had failed to implement sufficient technical and organizational measures to ensure information security.
By using SendGuard your organization can avoid such fines.
Meeting GDPR Compliance for Email communication with SendGuard
GDPR requires that information must be processed in a manner that ensures appropriate security of the personal data, including protection against unauthorized or unlawful processing and against accidental loss, destruction, or damage, using appropriate technical or organisational measures.
SendGuard for Outlook can significantly aid businesses in complying with the General Data Protection Regulation (GDPR) by addressing the key aspects of data protection and privacy, particularly concerning email communication.
Prevention of Misdirected Emails
SendGuard’s feature that prompts users to confirm recipients before sending an email helps prevent misdirected emails. This ensures that sensitive or personal data is sent only to the intended recipients, reducing the risk of unauthorized data exposure and potential GDPR violations related to data breaches.
SendGuard’s functionality to confirm attachments before sending emails helps users avoid sending incorrect or sensitive files to unintended recipients. Security admins can force users to review attachments before they are sent. This helps maintain data accuracy and prevents accidental disclosure of confidential information, thus aligning with GDPR’s principles of data accuracy and confidentiality.
User Awareness and Control
All personnel who handle data, including full-time staff, third-party contractors, temporary employees, and volunteers, should receive training in data protection, privacy, and handling. This will ensure that everyone who has access to data is aware of the best practices for keeping it secure and confidential.
By incorporating confirmation prompts for recipients and attachments, SendGuard enhances user awareness and control over email content. This aligns with GDPR’s emphasis on accountability and transparency, as users are prompted to actively verify and confirm the data they are sharing, fostering a culture of data responsibility within the organization.
Data Protection by Design and Default
SendGuard’s implementation as an added layer within Outlook promotes the concept of “data protection by design and default,” a core principle of GDPR. Its integration within the existing email system allows for seamless data protection measures without hindering productivity, ensuring that data protection considerations are integrated into daily operations.
Reduced Risk of Non-Compliance
By mitigating the risk of misdirected emails and attachment errors, SendGuard contributes to reducing the likelihood of GDPR non-compliance incidents. SendGuard also logs user actions, and this can be used for impact assessment, investigations for data breaches and security policy improvements.
This proactive approach to data protection aligns with the regulation’s requirements for implementing appropriate technical and organizational measures to safeguard personal data.
SendGuard plays a crucial role in helping businesses align with GDPR’s data protection principles by minimizing the risk of data breaches, enhancing user awareness, and facilitating better control over sensitive information shared via email.
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