Privacy and data protection: do’s and don’ts when using e-mail
Before sending an e-mail, please think about what you are trying to achieve and decide on the best communication method to use. For example, a telephone call might be more effective.
Keep your message brief and relevant and do not send unnecessary copies of the message.
When writing your e-mails, always assume that they may have to be disclosed to a court or regulator, because in some circumstances that could happen.
Always write your e-mails as if they are permanent, because even when they have been deleted they can often still be retrieved and may be disclosable to a court or regulator.
Your e-mails, even if marked private or confidential, might also be viewed by network supervisors or management when lawful to do so.
Uphold the privacy of others by observing the company’s rules and guidelines.
Avoid asking for sensitive personal data unless necessary for a legal or business purpose, or passing on sensitive personal data about somebody else.
Do not make negative comments about any individual, including customers, employees or suppliers. If you feel that there is an issue which other people need to be aware of, then sending an e-mail is not the appropriate way of doing this. Speak to your manager first about the next steps.
Do not send any e-mail which might be construed as offensive or discriminatory and do not download obscene material.
If you are in doubt about any issue raised above, why not take legal advice or alternatively, specialist IT security and employee investigation services are available also.