How might new regulations affect the way email signatures are used?
May 29, 2025
New legislative challenges in the era of digitization
In recent years, we have seen an increase in the number of regulations on data protection, correspondence storage or transparency of corporate communications. GDPR has been followed by new initiatives, such as the proposed changes to the ePrivacy Regulation or local laws on digital documentation. All these regulations affect how companies should design and use their e-mail signatures.
Mandatory email signature elements?
There is increasing talk of the need to include information in the signature such as:
- Full name and address of the company,
- TIN and/or KRS,
- Information about the processing of personal data,
- A link to the privacy policy.
In some jurisdictions, the absence of this information can result in sanctions. Legal and compliance departments are increasingly requiring HTML email signatures to meet certain legal standards.
Transparency and brand credibility
Regulations enforce not only compliance, but also transparency. Email recipients need to know who is writing to them and for what purpose. Therefore, e-mail signatures become a place to not only communicate contact information, but also to build trust.
The role of signature management tools
The introduction of new regulations means that companies need to react quickly to changes. Tools such as email signature generator, which allow you to centrally manage the content of your signature, are helpful here. They make it possible to efficiently update legal information or links while maintaining compliance across the organization.
Standardization versus flexibility
While the law enforces some standardization, it is worth remembering that an email signature is also a marketing and employer branding communication tool. New regulations don't have to mean abandoning attractive design or personalization. The key is to find a balance between regulatory compliance and effective presentation of the company.
Changes in archiving and data retention
Some of the new regulations require email messages to be archived for a certain period of time. This means that the HTML email signature should contain information that is useful in the context of future audits, such as the date, the sender's details or the information clause.
Impact on HR, PR and compliance departments
The legal changes affect not only IT or administrative departments. HR must ensure that new employee signatures contain the required elements. PR should make sure the message is consistent, and compliance keeps an eye on compliance. Cooperation between these departments is key.
The future of email signatures under the law
It can be expected that the next regulations will be even more detailed. That's why it makes sense to invest in tools that allow you to not only design, but also manage signatures centrally and legally.
You already know what an email signature is what it is, but now it's time to look at it through a legal prism as well.