Protecting personal data in everyday email communication—what do companies need to keep in mind?
January 28, 2026
Why does personal data protection also apply to emails?
Email remains the primary tool for business communication. Every message sent contains personal data—both of the sender and the recipient. This means that:
- the data is processed,
- the data is stored in email systems,
- the data often ends up with third parties or external systems.
From the perspective of the GDPR, it does not matter whether the data is in the body of the email, an attachment, or the footer – what matters is the fact that it is being processed.
What personal data most often appears in email communication?
The following data is regularly processed in company correspondence:
- first and last name,
- position and department,
- work email address,
- phone number,
- office location,
- profile photo,
- handwritten signature or employee biography.
It is worth remembering that not all of this data is always necessary. The principle of data minimization clearly states that only information that is necessary for a given purpose should be processed.
Email signatures and the GDPR – the most common risks
Email signatures are one of the most underestimated areas of risk. The most common problems include:
- outdated employee data,
- excessive information (e.g., private numbers, photos without consent),
- lack of consistent information clauses,
- manual edits leading to errors,
- lack of control over who publishes what data.
Each of these elements can lead to GDPR violations, especially in larger organizations.
What are the obligations under the GDPR in the context of email communication?
The GDPR imposes several key principles on organizations:
- data minimization – only necessary information,
- data accuracy – data must be true and up-to-date,
- security of processing – restricted access and control,
- accountability – the ability to demonstrate who manages the data and how.
In practice, this means the need for a centralized approach to managing contact data and email signatures.
How to reduce the risk of data breaches in emails?
Companies can significantly reduce the risk by applying several good practices:
- centralized management of employee data,
- automatic updates of information,
- separate internal and external signatures,
- control of the scope of data visible in the footer,
- consistent information clauses.
This way, employees do not have to decide for themselves what data to share, and the organization retains full control.
Data protection as part of organizational culture
GDPR is not a one-time implementation, but a process. Companies that treat data protection as part of their organizational culture:
- build greater customer trust,
- reduce the risk of human error,
- respond more quickly to legal changes,
- and scale communication better in international teams.
Data protection starts with everyday habits, including those related to sending emails.
What should be checked regularly?
It is a good habit to periodically review:
- the scope of data in email signatures,
- the compliance of information clauses,
- data editing permissions,
- the method of updating employee information,
- the consistency of communication throughout the organization.
These are simple actions that have a real impact on data security.
Personal data in emails is a real responsibility
Personal data protection does not end with policies and documents. Every email sent is a form of data processing, and the email signature becomes one of the most visible pieces of this puzzle. The more automated, consistent, and controlled data management is, the lower the risk and the greater the trust of recipients.
Do you know exactly what personal data is visible in your team's email signatures today?