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Business Email Communication

Every email your company sends is subject to regulations.

Business email involves archiving obligations, transport encryption requirements, and data protection rules — even for routine correspondence with customers and partners.

Reality check

Could you produce a complete, tamper-proof email archive for the last 10 years if a regulator asked?

GDPR (General Data Protection Regulation)

mandatory Art. 5(1)(e), Art. 32

Your obligations

  • Encryption in transit (TLS) for personal data
  • Email signatures with required legal disclosures
  • Access control for shared mailboxes
  • Retention and deletion policies for email data
  • DPA with email hosting provider

SiteGuardian monitors this

  • TLS/HTTPS encryption monitoring
  • Automated cookie consent detection
  • Security headers analysis
  • Email transport encryption checks
  • Breach notification SLA tracking (72h)
  • Digital DPA/AVV signing

Risk if ignored

Unencrypted emails with personal data = Art. 32 violation. Missing retention policy = Art. 5(1)(e) violation.

Commercial Archiving Obligations

mandatory § 147 AO, § 257 HGB

Your obligations

  • Email archiving for 6-10 years (commercial correspondence)
  • Tamper-proof storage (GoBD in DE, similar in other EU states)
  • Ability to produce records for tax audits
  • Retention periods vary by content and jurisdiction

Risk if ignored

Tax audit failures. Estimated assessments by tax authorities. Criminal liability for document destruction.

Does this apply to you?

If you answer yes to 2 or more, these regulations very likely apply to your business.

See where you stand

Our free scanner checks your website's security posture, SSL, headers, email authentication, and more. No account needed.

Check your email security (SPF/DKIM/DMARC)
View all scenarios · EU Regulatory Directory · Compliance Plan

This page provides general information about EU regulatory frameworks. It does not constitute legal advice. Consult a qualified legal professional for advice specific to your situation. SiteGuardian documents your monitoring continuously — compliance is your organisation's responsibility.