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GDPR email checklist for professionals

This GDPR email checklist helps you as a professional bring your business email in line with the GDPR. If you process personal data of clients or patients by email, the same privacy rules apply to it as to the rest of your records. The list below runs through the points that matter most in practice: where your mail is stored, how it's secured and how you handle the data. This is information, not legal advice; consult a specialist if in doubt.

By the Mailflux team Published on , updated on

Why this checklist

For many professions, email is the main channel for sensitive information, and that comes with responsibilities. The GDPR expects you to secure personal data appropriately and handle it carefully. Stricter requirements apply to special categories, such as health data. By ticking off the points to watch, you quickly see where you're doing well and where work remains, without having to become a lawyer straight away.

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The GDPR email checklist

Tick off what's already sorted.

Where your mail is stored

  • Choose email hosting within Europe. That way your data stays subject to European privacy rules and you know where it's stored.
  • Know who has access to the mailbox and limit that to the people who really need it.
  • Share shared inboxes (such as info@) deliberately and keep track of who can access them.

Security

  • Use encrypted connections for retrieving and sending mail (IMAP and SMTP over SSL/TLS).
  • Turn on two-factor authentication (2FA) on every mailbox for an extra lock alongside the password.
  • Ensure automatic backups, so you don't lose anything in the event of a mistake or incident.
  • Use strong, unique passwords and don't share them.

Handling data

  • Share as little personal data by email as possible; send only what's genuinely needed for the matter.
  • Be alert to data breaches. An email to the wrong recipient or a phishing attempt can already be one; know that you must be able to report a data breach.
  • Take extra care with special data, such as health data. Read more about this at emailing medical data and the GDPR.
  • Make clear agreements with your suppliers and service providers about how they handle your data.

You'll find more background on the concepts in the glossary, and practical tips are in the guide emailing securely.

Not legal advice

This checklist is meant as a practical aid, not as legal advice. Your situation may bring extra obligations, especially in healthcare or other regulated professions. When in doubt, consult a specialist and the official information from the Belgian Data Protection Authority (GBA). If you have questions about data processing agreements with your email provider, feel free to contact us.

Next step

Mailflux is European, GDPR-compliant email on your own domain: hosted in Europe, with encrypted connections, optional 2FA and automatic backups in every plan. That way the basics from this checklist are in place from the start. If you work in healthcare, also take a look at professional email for healthcare. Ready to start? Request your mailbox with no obligation.

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