How does the GDPR affect email?

GDPR focuses on protection of personal data of EU residents. Personal data is any information that can explicitly or implicitly identify an individual.

This may include: name location addresses (mail, email, IP, etc.) bank details gender religious beliefs ethnicity political opinion biometric data web cookies contacts device IDs and pseudonymous data.

To protect any sort of personal information of an individual, GDPR lays our many rules and regulations. Even emails come under GDPR regulation and it says that an email is a valuable asset that must be in compliance with GDPR requirements.

As email conversation contains names, email addresses, and much more, GDPR need companies to protect this personal data of individuals. From names and email addresses to attachments and conversations about people, all could be covered by the GDPR’s strict new requirements on data protection.

GDPR regulations on email requirements focuses on factors like email encryption and email safety. Below we’ll explain what the GDPR actually says and what it means for email.

GDPR Encryption and Security

What the GDPR says

GDPR says that all the personal information of any EU residents must be protected by all those organizations that collect, store of use their data. Article 5 of the GDPR lists the regulations of data protection you must adhere to, including the adoption of appropriate technical measures to secure data. Encryption and pseudonymization are listed in the law as examples of technical measures that companies can use to lower the risk of the damage in the event of a data breach.

What it means for email:

Encryption is the best way to protect the data that is shared, transferred and sent through emails. Email encryption technology has developed quickly, and several organizations now offer end-to-end encrypted email service. Not only the Encryption is important but companies can develop other security tools to reach appropriate data security practices when they send data through emails.

Also data removal is a large part of the GDPR. Data removal is among one of those six data protection principles that says unneeded data should be deleted by companies when they think that data is no more needed. Data removal is also one of the personal rights protected by the GDPR in Article 17.

According to GDPR policies, companies needs to periodically review their companies email retention policy and should delete the amount of data your employees store in their mailboxes.

To comply with GDPR, organizations are required to protect the data that is sent through emails and that data should also be deleted after sometime when it is no more required. Also, it’s important for companies to educate their team about email safety. Encryption and two-factor authentication are good options for companies to protect data and comply with the GDPR.