GDPR: 5 tips for better data protection in private emails
Most users associate the General Data Protection Regulation (GDPR) with annoying cookie banners. However, the EU regulation covers a lot of areas and there are also a few things to consider when using classic email on a daily basis. However, a closer look shows that users are not suddenly being forced to behave in a way that requires them to learn a lot of things that they previously had nothing to do with. In fact, many measures that are in line with the GDPR are part of friendly interactions with one another.
The General Data Protection Regulation (GDPR) sets out some clear requirements for the handling of personal data, including in the context of private email use. Anyone who wants to behave in accordance with the law should pay attention to the following points. Note: In the GDPR, purely private communication – for example email to family members – is excluded from the regulations. However, in the extended private sector, for example when pursuing hobbies in a club, the regulations apply, so you can be on the safe side if they are generally observed in all communication.
Data economy: Less is more
Only send the most necessary personal information via email. Sensitive information should be avoided in electronic mail or transmitted in encrypted form. Because normal emails are like postcards: their content can be viewed by anyone who can gain access while on the go. Forecast of the number of daily emails worldwide
Encryption: S/MIME or PGP
Use encryption technologies such as S/MIME or PGP (Pretty Good Privacy) to protect the contents of your emails from unauthorized access. This is especially true if you exchange sensitive information such as addresses, banking information or other personal details. Among other things, Microsoft points to its Help pages How to enable encryption in Outlook.
Choose BCC and recipient circles consciously
Be sure to only send emails to the intended recipients. Check the recipient addresses before sending to avoid unwanted redirects. Since email addresses are considered personal data, if there are multiple recipients, you should definitely use the BCC field option, which means that third-party addresses remain hidden. Consumer protection: When data protection ends with the coupon book
Data protection consent
If you would like to pass on third-party data (e.g. photos, contact details), please obtain their express consent beforehand. This also applies to forwarding emails that contain personal data.
Retention and deletion
Do not keep emails with personal data longer than necessary and delete them regularly – the email client’s trash can also have to be emptied from time to time. Also make sure that your emails are not accidentally stored on unsecured devices. Cybersecurity infographic: Emails remain the biggest security risk. If these basic rules are followed, it is ensured that even private email correspondence is designed to be data protection compliant and secure.
In this way, you not only avoid conflicts with the law, but you also achieve something much more important: you don’t offend friends or colleagues because their private data flows out into the world in an uncontrolled manner.
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