GDPR does not specify retention periods for personal data. To send, or not to send emails to the existing email list. An email archive is used for long term secure email storage and, in contrast to a backup, it can be searched and individual emails can be quickly found and retrieved. Under the General Data Protection Regulation (GDPR), organisations must create a data retention policy to help them manage the way they handle personal information. Personal data shall be: …(e) kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interes… This is because holding personal data longer than necessary will breach the GDPR. Employees might not know what constitutes personal data or might simply forget to delete emails containing personal data; in either case, this leaves your company vulnerable to GDPR non-compliance or worse, should you experience a data breach. The only ways you risk running into trouble is if you send your customers marketing emails that they didn’t sign up for or if you don’t give them the option to unsubscribe. Protect Your Emails with These 10 Secure Email Providers >>. Records of processing activities To comply with documentation requirements, you need to establish and document standard retention periods for different categories of information you hold wherever possible. Let’s revisit Article 5 of GDPR, with particular attention to Article 5(1)(f), which states that personal data shall be: “… processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.”. While companies are drawing up their own email retention policies, there are still businesses unsure of how long they need to keep emails. Backups are usually only kept for a limited about of time, usually until a new backup is created. It is one of the six data protection principles that clearly states that Personal Data cannot be stored for longer than it is necessary for the purposes deemed to be processed. The GDPR requires businesses to implement security measures to ensure personal data are protected. Why is Web Filtering in the Workplace Important. There are some exceptions to this latter... Email marketing and spam. Although the Data Protection Directive was advanced for its time, it was insufficient for the digital age and did not adequately address how data is stored, collected and transferred. © TitanHQ 2020. It summarises the key points you need to know, answers frequently asked questions, and contains practical checklists to help you comply. In order to protect your customers’ personal data from falling into the wrong hands — and to avoid non-compliance — it’s important to implement strong data security policies within your organization and to invest in a secure email service. ArcTitan includes end-to-end encryption for email data, access controls – including role-based controls – to ensure email data are protected against unauthorized access, and ArcTitan creates a tamper-proof record of all email data for the duration of your email data retention policy. Email marketing: For many organizations, it’s a means to an end and a necessary evil. The challenge here is that many organizations mistakenly conflate anonymization with pseudonymization — that is, “the processing of personal data in such a manner that the personal data can no longer be attributed to a specific data subject without the use of additional information.” Use the wrong one, and you’re at risk of non-compliance. This makes meeting retention deadlines an easy, automated process - with a quick look through the recycle bin before information is permanently deleted. MF: Emails often contain personal data -- and that means organizations must manage backup and archived copies of them with rigor. Finally, there’s the actual matter of erasure. By its very nature, all email contains personal data, and is especially vulnerable to cybercriminal exploits. From end-to-end encryption to custom role-based permissions, many archiving platforms include a wide range of security features designed to create a tamper-proof, GDPR-compliant record of email correspondence. An email archiving solution is essential to any successful GDPR compliance strategy because it provides you with a centralized, secure location to store and catalog all emails, including those that contain personal data. An email Retention Policy defines aspects such as employee email storage, usage, retrieval of ex-employee email data and deletion of the same. In addition, it sensitizes the employees about privacy, in terms of, identifying the suspicious links, setting passwords with “high strength”, not sharing passwords, and taking a back up of emails periodically on a central server or a cloud. Certain solutions even offer advanced search capabilities so that, should you need to dispose of personal data for any reason, you can easily locate the exact files you’re looking for. HMRC is committed to the efficient management of our records for the effective delivery of our services, to document our principle activities and to maintain the corporate memory. In order to be able to comply with both the retention and deletion obligations, an enterprise should keep three important aspects in mind when archiving emails. It is worthwhile explaining the difference between an email archive and a backup, as while both can be used to store emails there are important differences between the two. Instead, it states that … Gain much-needed peace of mind by looking for a provider that offers email encryption (especially end-to-end encryption) and two-factor authentication and that observes strict privacy laws. ... Email Survey Software Robust email survey software & tool to create email surveys, collect automated and real-time data and analyze results to gain valuable feedback and actionable insights! What GDPR did do was change the way organizations approach email marketing in order to ensure that, per Article 5, all personal data is “processed lawfully, fairly and in a transparent manner.” Article 6 expands on this, clarifying what it means to lawfully process data, and states that processing is only lawful if: As far as email marketing is concerned, the first item on this list — “the data subject has given their consent” — is the most important. Additionally, the Data Protection Directive was not consistently applied to and adopted by all 28 members of the EU; instead, each country was free to adapt the law to suit the needs of its citizens. GDPR is very similar to most national laws; most notably that information should only be stored for as long as is necessary and that steps should be taken to securely destroy data once it reaches the end of its life. As with all things related to GDPR, the process of erasing personal data is also strictly regulated. In order to remain compliant, when disposing of data, you must either delete or anonymize it. The purpose of keeping former employees' emails is likely to be for the defence of claims made against the employer, so the retention period should reflect the relevant limitation periods for potential claims. The EU’s General Data Protection Regulation (GDPR) introduced new requirements for businesses on May 25, 2018. Additionally, certain emails might need to be saved in order to create an audit trail or so that they can be reproduced in the event of an eDiscovery request or pending litigation. It covers the General Data Protection Regulation (GDPR) as it applies in the UK, tailored by the Data Protection Act 2018. Data erasure is a large part of the GDPR. 263031, Get protected today: Start your free trial, APT32 and TA416 APT Groups Delivering New MacOS and Windows Malware Variants, Advanced Cybersecurity Defenses Needed to Combat New Phishing and Malware Campaigns, Half of Ransomware Attacks Now Involve Data Theft, Phishing Campaign Uses CAPTCHA to Fool Users and Email Security Solutions. Where there are legitimate grounds for continued processing and data retention, such as 'for compliance with a legal obligation, which requires processing by Union or Member State law to which the controller is subject' (Article 17(3)(b)), the GDPR recognizes that organizations may be required to retain data. For the former, be sure to create strong GDPR email retention policies for your organization and ensure that your employees faithfully observe them. GDPR rectifies this by using more updated language, implementing a stronger framework and requiring universal compliance with its provisions. GDPR: how can I email data securely to comply with the new regulations? Given the fact that the average employee sends and receives around 126 business emails per day — that’s a lot of data, including personal data, going back and forth — it’s vital that you implement company-wide email policies to ensure compliance. The former is fairly straightforward: To delete data, you must completely erase all physical and digital copies of it. In this post we will explain how GDPR applies to email retention and email archiving, and how an email archive can help you comply with the GDPR. If you are unhappy with your current email archiving provider, changing to ArcTitan is a headache free process and assistance will be provided by our highly experienced support team. 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