There’s a lot of confusion in the air currently for small businesses surrounding GDPR!
So let us set the record straight when it comes to sending emails.
If you are sending emails with personally identifiable information (PII) (here’s the ICO’s guide on what actually counts as personal data.) you need to take adequate lengths to protect it like using an easy protection service for small businesses like My Protected Mail!
It’s that simple.
So let’s look at some of the ways your emails could be putting your business at risk when the GDPR regulations come into effect on the 25th May 2018:
1. Failing to use BCC (Blind Carbon Copy)
When sending to multiple recipients, unless emailing internally, you’ll need to use the BCC function.
This means that any given recipient will only see their own email address, the sender’s, and any recipients in the carbon copy (CC) section. All other recipients are anonymised.
Failure to do this means that the name and email address (both PII information) are shared with other recipients without their prior consent! This is a breach of GDPR regulations.
2. Sending Sensitive Data to the Wrong Recipient
So many people are getting in hot water for this one! Not only is the distribution of sensitive data to an unintended recipient contravening the consent element of the GDPR. It is also likely to have a detrimental effect on the trust held between two parties, which can devastate a working relationship.
And, the ICO aren’t allowing the human error defence!
With the likes of UK law firm WilmerHale unintentionally sending details of whistleblowing investigations at PepsiCo to a Wall Street Journal reporter. The information came from the US Securities and Exchange Commission, as well as internal investigators. This mishandled data had the potential to cause significant damage to PepsiCo’s reputation, and its leak certainly did no favours for Wilmer et al.
Be careful, therefore, to double-check both the data being sent and the email addresses of recipients, to ensure that sensitive information does not fall into the wrong hands, or you could be in a world of trouble.
3. Un-Protected/Encrypted Attachments
It’s essential to encrypt critical information when sending it by email. This prevents interception, either by malicious or accidental means, and ensures that sensitive data is delivered securely.
This also includes making sure that you retain control over how the personal information is used once you have sent it too, by making sure the recipient can’t just copy, forward or blast out the sensitive information after you’ve sent it. You do this by encrypting the file rather than your computer or email system itself (we’ve written a handy guide on disk vs file encryption for small businesses here.)
My Protected Mail, for example, encrypts the file to make sure that it can’t be sent on to someone other than the intended recipient (you can’t even screen share the file via Skype, you just get a blank page!)
4. Preventing Opt-Outs/Automatic Opt-Ins
Under GDPR, people have the right to erasure, otherwise known as the right to be forgotten. If any recipient asks for their email address to be removed from a mailing list, you need to do it immediately. Also, if an individual requests that any data stored about them is deleted, you are legally bound to do so.
It’s also important to confirm active consent from the outset, you can no longer ask people to “opt-out” with an automatic opt-in box checked. As well as requesting manual entry of an individual’s email address, provide information about how their data will be stored, and ask them to check a box to confirm they understand and acknowledge this.
5. Including PII Without Taking Precautions
This isn’t just related to encrypting your one email, be careful with chains, “reply all” and forwarding emails that may contain the original PII on to those without permission. If you add additional recipients to a discussion, perform a check of the email content beforehand, and remove PII if it is present.
Taking the proper precautions beforehand ensures that your business is safe from fines but also that you are taking the responsibility of your clients or customer’s data.
For more information on using an easy system that doesn’t require you to install anything, check out My Protected Mail.
if you need automatic email and file encryption, check out our AIP course on Udemy HERE.
Where you’ll learn:
- How to install and implement Microsoft’s Azure Information Protection to get automatic email and file encryption.
- How to make the most of the AIP features
- Exclusive walkthroughs
- Free support
- Understanding on what happens if you’re email is hacked!