Month: February 2020

The GDPR, Email Retention and Email Archiving

In this post we will explain how does GDPR apply to email retention and email archiving, and how an email archive can help you comply with the GDPR.

The EU’s General Data Protection Regulation (GDPR) introduced new requirements for businesses on May 25, 2018. From the compliance date, businesses that collect or process the personal data of EU citizens were required to implement safeguards to protect the personal data of EU citizens. The GDPR also gave EU citizens new rights over their personal data.

The GDPR applies to personal data in all forms, no matter where data are stored. That means personal data in email accounts is covered by the GDPR. Email inboxes and folders can contain a wealth of personal data and that information is subject to the strict privacy and security requirements of the GDPR.

Email data may also need to be retained to comply with laws in the country or state in which your business operates, and certain industries such as finance and healthcare have industry specific legislation with provisions covering email retention.

There is no minimum or maximum time stipulated for email retention in the GDPR, instead the GDPR states that personal data can be kept in a form that allows an individual to be identified for no longer than necessary to achieve the purpose for which personal data were collected or processed. The GDPR allows personal data to be processed for archiving purposes.

The GDPR requires businesses to implement security measures to ensure personal data are protected. Article 5(f) of the GDPR requires personal data to be protected “against accidental loss, destruction or damage, using appropriate technical or organizational measures.” The easiest way to ensure email data are protected is by using encryption and storing emails in a safe and secure environment where they are protected against unauthorized access, accidental deletion, and tampering – an email archive.

It is worthwhile explaining the difference between an email archive and a backup, as while both can be used to store emails there are important differences between the two. A backup is a temporary repository for email data that ensures emails can be recovered in the event of data loss. Backups are usually only kept for a limited about of time, usually until a new backup is created. A backup allows the mail system or data in an email account to be restored to a specific point in time. An email archive is used for long term secure email storage and, in contrast to a backup, it can be searched and individual emails can be quickly found and retrieved.

Many businesses already use an email archiving solution to comply with state, federal, or industry regulations. An email archive is also invaluable for eDiscovery and dealing with customer complaints, as it can be searched and emails can be quickly and easily retrieved on demand. An email archive can also be used to recover email data in the event of disaster, so it also protects against data loss.

An email archiving solution is important for GDPR compliance as it allows email data to be stored safely to prevent data loss and unauthorized access. Personal data in emails can also be quickly be found, recovered, and deleted securely, if an EU citizen exercises their right to be forgotten, for instance.

ArcTitan, TitanHQ’s secure email archiving solution, is an ideal email archiving solution for GDPR compliance. ArcTitan includes end-to-end encryption for email data, access controls – including role-based controls – to ensure email data are protected against unauthorized access, and ArcTitan creates a tamper-proof record of all email data for the duration of your email data retention policy.

If emails need to be found, the archive can be searched and messages can be quickly and easily retrieved. With ArcTitan, you can search 30 million emails a second. Multiple searches can be performed simultaneously, searches can be combined and, in contrast to Office 365 archiving, the same search can be used to find data in the message body and attachments.

ArcTitan is very competitively priced and you only pay for active users. If you are unhappy with your current email archiving provider, changing to ArcTitan is a headache free process and assistance will be provided by our highly experienced support team. For GDPR compliance, ArcTitan is an ideal email archiving solution.

For more information on ArcTitan, contact the TitanHQ team today.

Safer Internet Day 2020: Make Your Wi-Fi Network Safer with a DNS Filter

Today, February 11, is Safer Internet Day 2020 – A day where safe and positive use of digital technology is promoted around the world. Safer Internet Day started out as part of the EU SafeBorders project in 2004 but has grown into a global event with more than 150 countries participating and promoting safe use of the internet. The aim of Safer Internet Day is to help create a better and safer internet by empowering everyone to use technology responsibly, respectfully, critically, and creatively.  This year’s theme is “A better internet: How to look after yourself and others.”

Everyone has a role to play in making the internet a more positive and safer environment, from seeking positive opportunities to create and connect with others, being kind and respectful to others online, and reporting illegal and inappropriate content.

Businesses that provide Wi-Fi access to their customers also have a responsibility to ensure their Wi-Fi hotspot is not abused and cannot be used to access harmful content, especially by minors. The easiest way to do that is by implementing a web filtering solution and today is the perfect day to get started.

The easiest-to-implement and most cost-effective web filtering solution is a DNS filter. A DNS filter allows content to be controlled at the DNS lookup stage of internet access, when the human-friendly domain name of a website is converted to an IP address that a computer uses to find the server hosting the website. This method of web filtering requires no hardware purchases or software downloads. You simply change your DNS record to point to your DNS filtering service provider. You then access a web-based interface and stipulate the categories of content your customers are not permitted to access. Getting started takes just a few minutes. Since all filtering takes place at the DNS level before any content is downloaded, this form of web filtering has almost zero latency, which means internet speeds are unaffected.

With WebTitan Cloud for Wi-Fi you can decide on the content that you don’t want people to access and can use the checkboxes in your user interface to block categories of web content with the click of a mouse. To make the internet family friendly, you can check the adult content checkbox to ensure pornographic material cannot be accessed through your Wi-Fi network. You can also block access to illegal websites to protect your business, such as torrents sites where copyright-infringing downloads of music, software, and films take place. Controls can also be applied to limit access to streaming websites to conserve bandwidth and make sure everyone can enjoy fast internet speeds.

WebTitan has categorized more than 500 million websites into 53 categories, including all of Alexa’s top million websites and web content in 200 languages. You can set internet content controls for different locations, different user groups, and you can manage multiple locations through a single portal.

Blacklists are a useful way to ensure unsuitable or illegal content cannot be accessed. One of the main blacklists is maintained by the Internet Watch Foundation and includes webpages and websites known to host child pornography and child abuse-related content.

Blacklists also protect Wi-Fi users from malicious content, such as phishing websites and sites hosting malware and ransomware, which can help you to protect your users and your company’s reputation.

WebTitan Cloud for Wi-Fi is ideally suited to all businesses that provide Wi-Fi access, such as:

  • Wireless Wi-Fi ISPs, MSPs and other Wi-Fi service providers
  • Cafes, coffee shops & restaurants
  • Retail outlets & shopping malls
  • Schools & universities
  • Health systems & hospitals
  • Hotels
  • Offices
  • Libraries
  • Airports
  • Rail & bus networks

This Safer Internet Day is the perfect time to implement a DNS filtering solution to make your Wi-Fi (or wired) network much safer for all users.

To find out more about WebTitan Cloud for Wi-Fi, WebTitan Cloud for wired networks, for a product demonstration, or to register for a free trial, contact TitanHQ today.