More and more companies and individuals use certified digital communications because they are aware of its advantages in streamlining processes, saving resources and its legal validity. However, there is another aspect of transcendental importance that is the confidentiality and respect to the protection of data fully guaranteed with the certified email. It is worthwhile to delve deeper into this issue.
We develop the topic by addressing the following aspects:
- Importance of ensuring data protection in digital communications.
- How data is protected using certified email.
- Regulations governing the confidentiality of data in certified electronic mail.
MailComms Group, first company to achieve NIS2 certification from AENOR, which ratifies its commitment to privacy and cybersecurity.
Data protection in electronic communications
Let’s start with the basics, what is personal data? Because we are all used to being asked for consent for our personal data to be processed. But do we really know what we are accessing?
We only need to refer to the General Data Protection Regulation in force in Spain. Article 4.1 defines personal data as any information that makes it possible to identify or make a person identifiable. This definition includes both an image and the number of our ID card or the license plate of our vehicle.
Considering the power of information propagation and the versatility of content that can be transmitted through digital communications, it is easy to understand why special interest is placed on data protection in this type of media. Of course, in personal messages, but even more so in those with legal content.
You only have to look at the news published every day to see the increasing frequency of information leaks and cyberattacks. And, above all, the damage that public exposure of this sensitive data can do to reputation and business activity. Unauthorized access can have serious financial and legal consequences.
Find out all about the validity of email communications and how to ensure and how to make sure they comply with regulations.
How certified email strengthens data protection
One of the main problems with conventional business communications is that it is difficult to guarantee the preservation of personal data. A quantum leap of improvement in this regard is the use of certified e-mails.
These communications are subject by law to strict obligations to protect such sensitive information, in which the following aspects stand out.
Learn about the benefits of certified email in the financial sector and how it can improve the efficiency and security of your communications.
- Technical mechanisms: encryption, time stamping and traceability
Not all companies are aware that they are responsible for the data protection of their communications. By opting for certified digital communications you avoid risks, since your supplier is the guarantee that these data are secure throughout the process.In fact, in addition to message encryption systems, there is real-time traceability of each email.
- Certification of content and recipients
Not all certified emails are the same. The level of evidence and probative legal value that a certified email can have depends on the chosen provider and its technological capabilities.By selecting a suitable provider, you can obtain different levels of certification that will ensure the authenticity and integrity of your content, providing greater legal backing to your communications.
- Evidence and associated legal records
Digital communications certification service platforms not only verify the integrity of messages and the identities of participants. They also provide secure custody of all such emails and documents for as long as necessary or as long as their legal validity lasts.
Compliance with data protection regulations with certified email
Legislative regulation on data protection must establish clear rules on the collection and handling of sensitive information. The highest benchmark currently is the European Union’s General Data Protection Regulation, which came into force throughout the European Union in May 2018.
Since that time, the different countries have been adapting their national regulations to align with the principles set by the EU. In Spain, it is materialized in the Organic Law 3/2018, on Personal Data Protection and guarantee of digital rights (LOPDGDD).
Certified email, using authorized platforms, has various tools to ensure data security and privacy. Among the most outstanding ones:
- End-to-end encryption systems for communications.
- Use of VPN (Virtual Private Network) as a measure to protect Internet connections.
- Protection software against cyber attacks.
- Systems to generate secure passwords and protect them.
- Secure cloud backups with recovery protocols.
Everything you need to know about GDPR!
MailComms Group is a benchmark provider of digital communications certification services qualified in certified electronic delivery. Discover our qualification level!
Frequently asked questions about certified email and data protection
How does the certified email guarantee the confidentiality of the data sent?
If you use a qualified provider you have the guarantee that it complies with the data protection regulations in force in Spain. Furthermore, in the case of MailComms Group there are added measures such as certified identification systems or user authentication methods.
Is certified email compatible with GDPR and other data protection laws?
Yes, because it allows to prove irrefutably that a communication was sent to a third party, to certify the identities (if this capability is activated) and other data such as date and unalterability of the original message.
What responsibilities does a company have when using certified email to protect data?
The company has to comply with the requirements of explicit consent of the users, as well as, those of storage and custody with full legal validity.