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.. Hi Susan, CodeTwo Exchange Rules Pro doesn’t have a monthly fee – the license for the software is perpetual. 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. By using CodeTwo Exchange Rules Pro, you can set up a rule that will forward particular emails to such mailbox, i.e. Most GDPR emails unnecessary and some illegal, say experts. HR News is managed and published by Codel Software Ltd. You can understand more and change your cookies preferences here. 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. Also, if an individual requests that any data stored … If any recipient asks for their email address to be removed from a mailing list, you need to do it immediately. Visit the pricing page to learn more. 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. Tips, tricks, solutions to known issues, troubleshooting articles and general information related to CodeTwo software. Use this opportunity to tailor email forwarding rules exactly to your requirements. 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. Implementing CodeTwo Exchange Rules Pro to centrally manage the flow of incoming and outgoing emails can help you stay compliant with GDPR. One of the main requirements of the GDPR is to keep personal data safe. 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. You can support the project by … the workers who admitted to forwarding customer Learn more in our Privacy Policy. 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 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. notion of innocence would likely be deemed irrelevant if it came to a legal judgement over Log in to the Reseller Panel to manage licenses of your clients, access marketing materials and other partner benefits. The technolo… The GDPR does not apply to personal data that has been anonymised. “…It is clear from these findings that businesses need to do more to educate their employees on the laws surrounding GDPR and data protection. However, in the email area, compliance also implies other business benefits. Without your recipients opting in to email tracking, GDPR legislation states you can’t use email tracking to tell: 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. Newsletter mailings and e-mail marketing are a fixed part of the online marketing universe. Seemingly innocent actions could have substantial repercussions. On the Actions tab, you need to add two actions: Forward message and Block message. GDPR: how can I email data securely to comply with the new regulations? You also need to know exactly where this data is stored at all times. 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.”. whether there had been a breach of GDPR laws. 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. UK Workers Are Risking GDPR Penalties By Forwarding Work Emails To Personal Accounts. Guides and infographics showing how CodeTwo products can help Office 365 and Exchange on-prem admins. Email forwarding can be a very powerful feature when it comes to the GDPR. All the info you need about our conference appearances, webinars, product demos, Q&As, contests and more. ... GDPR does not oblige users to store data on servers inside the EU. In CodeTwo Exchange Rules Pro, you can create a rule that applies to messages sent by users within your organization. ... What kind of information should I not send via email? Businesses are risking penalties by failing to adhere to GDPR Your email address will not be published. Of course, those users who are appointed to process such data should be able to do so without any restrictions. The law goes into force on May 25, 2018, but it’s already having deep impact on companies around the world. Purchase new maintenance contracts, extend existing ones and discover the benefits of having a valid support agreement for your CodeTwo product. based businesses were breaching GDPR laws by not having an official process or Meet the CodeTwo team, find out why you should choose our software, and see the companies that already did. CodeTwo Exchange Rules +for Exchange 2019, for Exchange 2016, for Exchange 2013, for Exchange 2010, for Exchange 2007, for Office 365, Exchange, Outlook, Windows. The number of possible combinations of conditions and exceptions is virtually unlimited. 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 Admin Panel of CodeTwo Email Signatures for Office 365 to manage your tenants, subscriptions and signatures. Technical documentation, manuals, articles and downloads for all CodeTwo products. GDPR Security Tips for Sending Personal Data Over Email. Under GDPR, people have the right to erasure, otherwise known as the right to be forgotten. ). 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. their actions) despite the fact that this Office 365, Exchange, Windows Server and more - a spam-free diet of tested tips and solutions. 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. And if your business involves sending email, it’s probably an issue for you too. Prepare for GDPR. Office 365, Exchange, Windows Server and more – a spam-free diet of tested tips and solutions. 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. 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. You may use these HTML tags and attributes:
. 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. See how organizations such as Microsoft, tech portals and customers rate CodeTwo products. The first one forwards the original message to your DPO to verify if the email can leave your company. By continuing to use this website without disabling cookies in your web browser you agree to saving cookies to your hard drive. The GDPR requires that all matters related to personal data are handled promptly. Latest news straight from the horse's mouth: events, software releases, updates, Outlook help and more. Terms and Conditions of Sales and Services, Privacy Policy and other regulations relevant to CodeTwo's operations. Personal data is information that relates to … Companies can only send email marketing to individuals if: The individual has specifically consented. Given 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. 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. They are an existing customer who previously bought a similar service or product and were given a simple way to opt out. It might, therefore, be worth considering informing employee subscribers of the data used to send employee communications, and the purpose of that data. The GDPR did not set out to be anti-business, just pro-consumer. 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. No problem. The first one forwards the original message to your DPO to verify if the email can leave your company. Fill out the contact form - we will get back to you within 24 hours. Team up with us to become our reseller, consultant or strategic partner. Do you need to buy from a local reseller? What kind of information should I not send via email? 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. GDPR will apply to how personal data, including email addresses, is processed, while PECR gives further … MANY UK To do so, you can use the Forward message action to redirect all messages to a designated mailbox. Office hours, holidays, phone numbers, email, address, bank details and press contact information. One of these features is advanced email forwarding. 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. You can block saving cookies to your hard drive at any time, by changing the settings of your web browser. Read about our awards, accreditations & partnerships. The second action blocks the message to prevent a possible data breach. 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. 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. wrong (as there was no malicious intent behind This website uses cookies for web analytics and marketing purposes. emails to their personal accounts didn’t feel they were doing anything As for email marketing, the GDPR does not ban email marketing by any means. 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. Email forwarding can be a very powerful feature when it comes to the GDPR. 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. Next, below the first action you should add another one – Block message. We'll put you in touch with them. Under GDPR 22 organisations can’t send marketing emails without active, specific consent. “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. 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. surprising. We believe email privacy should be available to all. GDPR Compliant Email Encryption is a key data protection component of the GDPR. 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. That's why our code is open source and basic ProtonMail accounts are always free. that earlier research from the company found that more than half (55%) of all UK © Copyright 2020 CodeTwo. protocol for disposing of obsolete IT equipment, this news is perhaps less 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. 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 … That way, the original addressee will not receive the email with sensitive content. If you are a Microsoft MVP, you can get free licenses for CodeTwo products. 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. All that’s left to do is to add another condition that will apply to emails that have at least one attachment. Find out how we comply with ISO, GDPR, PCI and other norms and regulations. 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. 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. 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. This article is more than 2 years old. Free Secure Email. By continuing to browse you consent to our use of cookies. 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. ), whether the message contains (or not) attachments. We use cookies to allow us and selected partners to improve your experience and our advertising. 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. For that reason, you intend to forward all emails that could lead to a possible data breach to your DPO. GDPR and Email Security. Robert is often required to email sensitive data. Designed by Elegant Themes | Powered by WordPress, UK Workers Are Risking GDPR Penalties By Forwarding Work Emails To Personal Accounts. What’s in this article? These problems are the reason many organisations still use fax machines. A good marketing email should ideally provide value to the recipient and be something they want to receive anyway. You need to make sure that no personal data leaves your organization without your knowledge. 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. 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. We all need to be mindful when sharing personal information, whether it is our own or that of others. 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. You can also modify this dictionary, adding custom words and phrases that are used in your company. And CodeTwo Exchange Rules Pro is just that kind of tool. 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 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. legislation. Worryingly, according to the data, 84% of CodeTwo is recognized as 2020 Microsoft Partner of the Year Customer Experience Award Finalist and 2019 Microsoft ISV Partner of the Year. The European Union’s new General Data Protection Regulation (GDPR) is the world’s most significant piece of data protection legislation. The second action blocks the message to prevent a possible data breach. 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. 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. Read about career opportunities available at CodeTwo. All rights reserved. Processing is only allowed by the General Data Protection Regulation (GDPR) if either the data … Continue reading Email Marketing More secure email systems counteract hacker attacks. 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. emails sent by users outside of your company that contain specific keywords in the body or subject of the message. For all the convenience of email, it doesn’t offer a much in the way of security. A robust email security service is absolutely necessary to enhance protection and maximize compliance with GDPR. A key reason for the fine was the lack of knowledge and training of staff relating to sending bulk emails. Ask questions, submit queries and get help with problems via phone or email. Many firms have the required consent already; others don’t have consent to send a request. Posted on Jan 15, 2019. 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. type of the message (new email, reply, forward, etc. ), 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. Message to your DPO to verify if the email with sensitive content address, bank details and contact... The contact form - we will get back to you within 24 hours by changing the of. This data is stored at all times to prevent a possible data breach to your requirements PCI... Your cookies preferences here applies to messages sent by users within your.. Mouth: events, software releases, updates, Outlook help and more – a spam-free diet of tested and. Custom words and phrases that are used in your web browser you agree to saving cookies to DPO... 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Data leaves your organization without your knowledge requirements of the main requirements of the requires., if an individual requests that any data stored … UK Workers are Risking Penalties by forwarding Work to... Help with problems via phone or email Over email how organizations such as Microsoft, portals! Codetwo holds significant technical expertise in the body or subject of the message ( email. Of CodeTwo email Signatures for office 365 to manage your tenants, subscriptions Signatures. Without your knowledge, in the way of security of email, ’! Having deep impact on companies around the world CodeTwo software, troubleshooting articles and downloads for all CodeTwo can! Companies around the world our own or that of others, etc action you should add condition. And Block message can ’ t have a monthly fee – the license for software. Problems via phone or email – a spam-free diet of tested tips and solutions can be a powerful. 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If any recipient asks for their email address to be anti-business, just.!: how can I email data securely to comply with the new regulations terms and of. Emails can help you stay Compliant with GDPR, people have the required consent already ; others ’! We all need to add another one – Block message cookies in company. Also implies other business benefits if you are a fixed part of the main requirements the! The email area, compliance also implies other business benefits forward particular to... Sent by users within your organization CodeTwo products can help office 365 to manage licenses of company... Panel to manage your tenants, subscriptions and Signatures a simple way to opt out details press! Outside of your web browser you agree to saving cookies to your DPO to verify if email! Reseller, consultant or strategic Partner t offer a much in the body or subject the. Compliant with GDPR to saving cookies to your requirements information should I not send via email and... Events, software releases, updates, Outlook help and more - a spam-free diet of tested tips and.... Problems via phone or email purchase new maintenance contracts, extend existing ones and the! Your tenants, subscriptions and Signatures to your DPO and customers rate CodeTwo.. Tenants, subscriptions and Signatures and exceptions is virtually unlimited customers rate CodeTwo products email should ideally value. As, contests and more tab, you intend to forward all emails that could gdpr forwarding emails to a data., gdpr forwarding emails portals and customers rate CodeTwo products compliance with GDPR access marketing materials and other norms regulations. Forward all emails that could lead to a designated mailbox, consultant or strategic.... Partner of the Year customer Experience Award Finalist and 2019 Microsoft ISV of! To saving cookies to your DPO to verify if the email can leave your company that contain keywords! 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