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Email and security

The guidance published on August 30, 2023, emphasizes the importance of complying with legislative requirements and good practices when sending bulk emails to protect personal information. It explains the difference between using CC and BCC in emails, legal obligations regarding email security measures, staff training, and reporting breaches.

Key Points:

  • Compliance Requirements:
    • Must comply with legislative requirements.
    • Should follow good practices to effectively comply with the law.
    • Could consider various options to comply effectively.
  • Email Security Measures:
    • Assess and implement appropriate technical and organizational security measures to protect personal information.
    • Train staff on security measures for sending bulk communications via email.
    • Consider using secure methods like mail merge services instead of relying on Blind Carbon Copy (BCC).
  • Legal Obligations:
    • Legal obligation to keep personal information secure when processing via emails.
    • Must ensure implemented security measures protect information integrity, confidentiality, and availability.
  • BCC Usage and Alternatives:
    • BCC alone may not be sufficient to protect personal information in emails.
    • Should consider alternatives to BCC for sending sensitive personal information securely.
  • Staff Training and Reporting Breaches:
    • Train staff on security risks when sending bulk emails.
    • Report personal data breaches promptly to prevent harm and comply with legal requirements.
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