MailStore Server - GDPR Certified
Our email archiving software has been thoroughly tested and is now approved to be compliant with the data subject rights under the EU General Data Protection Regulation (GDPR). But what does this exactly mean?
MailStore Server: GDPR Certified Our e-mail archiving software has been thoroughly tested and is now approved to be compliant with the data subjects' rights under the EU General Data Protection Regulation (GDPR). But what does this exactly mean?
"[..] Based on the findings during the audit, the MailStore Server software meets the requirements of the valid German laws, including those specified in the General Data Protection Regulation (GDPR), when used correctly. This is stated in the audit report compiled by independent data protection experts from Germany, Interev. In a multi-level process, the experts analyzed our software's ability to comply with the data privacy principles explicitly stated in the EU GDPR. Both the Bundesdatenschutzgesetz (BDSG - German Federal Data Protection Act) and its 2018 version (BDSG 2018) were included in the analysis. The audit procedure followed the approach outlined in the IDW PS 330 Directive regarding audits of IT-based systems. In addition to a comprehensive test scenario, documents were reviewed and a predefined test database was created for the procedural documents and e-mails used.
MailStore supports the implementation of data subjects' rights
The audit conducted at our headquarters in Viersen examined our software's ability to guarantee the rights of data subjects as defined in the relevant legal provisions on data privacy. The rights of data subjects as foreseen by the GDPR include the following:
Right of Access (GDPR Article 15)
Archived e-mails contain personal data. With MailStore Server, the content of an e-mail can be fully searchable, extracted in a commonly used format, and then made available for use. This enables companies and organizations to fulfill their obligations to provide information.
Right of Objection (GDPR Article 21)
When a company processes personal data, it must show that it has obtained the data subject's consent. The data subject should also be able to withdraw this consent. Since MailStore Server is an e-mail archiving software, the approval and withdrawal of such consent in e-mails are captured in an upward flow system. The resulting process duplicates the e-mails - for example, the participation in e-mail marketing or customer lead management systems - in the e-mail archive.
Right to Erasure (GDPR Article 17)
For various reasons, individuals have the right to request the deletion of their personal data ("right to be forgotten"). When deleting data, the following requirements must be met:
- E-mails must be deleted irreversibly
- Legal retention periods must be observed
- Database compliance must be guaranteed
The software allows you to automatically delete e-mails from the archive, including personal data stored in the data subject, through configurable retention policies. In addition, deletion requests can be recorded with a specified reason as part of the logged manual deletion procedure.
Right to Data Portability (GDPR Article 20)
Data subjects have the right to receive their personal data stored about them in a structured, commonly used, and machine-readable format and to transfer those data to another controller. The export functionality of MailStore Server in widely used e-mail formats such as EML, MSG, and PST takes into account this right to data portability.
Data Privacy: An Important Issue Even Before the GDPR
In the context of e-mail management, data privacy was already an important topic even before the GDPR came into force. While clearly raising awareness among MailStore customers, the EU General Data Protection Regulation has also caused a certain amount of ambiguity. Previously, when we spoke of "audit-resistant e-mail archiving," we usually referred to various local financial and commercial legal matters. However, today, the concept of "legally compliant e-mail archiving" should also be considered in the context of legislation regarding processing personal data. For this reason, Roland Latzel, Marketing Director at MailStore, expresses his joy about receiving the certification: "We feel that having our software's quality approved by an independent party is important. And this now means that we can show our customers and partners of MailStore Server that our product is an important assistant when managing the increasingly complex compliance requirements involved in e-mail processing."
The official certificate for the audit results of MailStore Server can be requested by interested customers and partners via info@sintel.com.tr.
Source: MailStore Server: GDPR Certified - Standard in E-Mail Archiving