GDPR Compliant Communication - a Must For Data Protection Officers & Compliance Teams
Protecting Personal Data with Clarity
Personal data should be protected like it is your own. GDPR enforcement is now routine, swift, and costly for penalties. MailSPEC helps European and Global organizations who process EU resident data comply with the General Data Protection Regulation (GDPR) by providing compliance technology with robust access controls and audit-ready infrastructure.
Our platform gives Data Protection Officers (DPOs) and compliance teams the visibility, control, and confidence to tick the boxes for Articles 5, 6, 32, and beyond.
Everyday Scenarios Where MailSPEC Makes GDPR Compliance a Breeze
1. Sharing Personal Data with a Third-Party Vendor
A marketing agency wants access to your customer list for a campaign. You do not need to send an email that goes into the Cloud with an excel file, or send files via unsecured sharing tools - you use PassLink:
Upload the file directly from your CRM
Generate a secure access link
The vendor has to verify their identity before they can download it
Nothing ever leaves the EU preserving Sovereignty
Easy data minimization, easy access controls, all in one simple step.
2. Employee Requests a Copy of Their HR Records
Under GDPR's data subject rights, an employee asks for all records associated with them.
With JACE (Journaling, Archival, Compliance & Escrow)
You quickly filter and retrieve all relevant communications
Export everything into an encrypted file in minutes
Deliver it to them securely with PassLinkNothing leaves the EU or goes into a Cloud service that scans the files for profile building
No more scrambling around inboxes or shared drives.
3. Internal Teams Discuss Customer Complaints that Contain Sensitive Info
Your support team chat about a customer complaint that's got sensitive personal data in it. With Pulse:
The whole conversation is encrypted and stored in ESCROW
Only people with the right access can see it - and you can even control who sees what
On deck AI can tag it with metadata to make it clear for audits and classification
You stay transparent, you stay protected - all good.
4. Client Requests Deletion of Their Records
GDPR gives people the right to request erasure. With JACE (Journaling, Archival, Compliance, and ESCROW):
You find every single message, file and chat that's connected to them
You confirm with escrow controls that the request is what it says
You mark it all for deletion, do it securely, and make a record of it
Your systems immediately reflects their request and your compliance requirements are met.
Why GDPR Compliance Teams Choose MailSPEC
Hand in Glove with GDPR Policy Articles
MailSPEC's tools are designed to help you with:
Article 5: Processing personal data with integrity, confidentiality and only storing what you need
Article 6: Making sure you've got the right to process data…
Benefits for Compliance and IT Leaders
We seamlessly integrate with Microsoft Office 365, Outlook, and Oracle NetSuite
We support all those tricky data localisation requirements
No pesky third parties getting access to your data
Instant compliance, no retraining employees - just get on with it
Core Tools for GDPR Compliant Communication
EasyCrypt | Encrypted Email - Drop-in Compliance
Ensures all your emails with personal data are encrypted both in transit and at rest - making you GDPR compliant
Easy to use inside desktop Outlook or Office365
Auto-detects and encrypts sensitive data with removal from Cloud to Sovereign storage
Client-side AI policy engine to stop you accidentally sharing the wrong thing
Pulse | Secure Messaging with Data Subject Controls
A real-time chat messaging platform that gives you all the flexibility of WhatsAPP, with all the compliance:
Non-rewritable, non-erasable message logs
On deck AI policy engine to place metadata for audits and erasure workflows
Role based access controls so only the right people can see itSDK for integration to Records, Client, Patient management systems
PassLink | Secure File Exchange
Makes sure you can send personal data to anyone you need to, safe and compliant:
Sovereign based storage Quantum-safe encrypted upload and download
No passwords, just verified access by the right people
Full audit logs and link expiration, and return receipt templates
JACE | Journaling, Archival, Compliance & Escrow
JACE is the Policy Engine behind MailSPEC products - it handles:
Storing every single message, file, video call and chat
Metadata tagging for lawful processing and consent status
Escrow features so you can securely delete, retain and recover whatever you needAir gap option for high security and business continuity
MailSPEC in Action: Solving GDPR Scenarios
Data Mapping and Article 30 Readiness All communications through MailSPEC products are automatically indexed & tracked with metadata - that helps DPOs keep a really accurate Record of Processing Activities we call ROPA - which is a must have.
Making the Most of Consent for Your Customer Communications
EasyCrypt lets…
MailSPEC Answers Your Most Asked GDPR Questions
Does MailSPEC help with Data Access and Erasure?
Yeah it does. JACE makes it easy to find - retrieve or securely wipe out any personal info when someone asks.
Where does MailSPEC store data ?
MailSPEC technology runs on Private or National EU cloud infrastructure so you get to keep your data under EU control - Sovereign based, Sovereign integrity always.
Can MailSPEC help with lawful processing documentation?
Absolutely it can. We use metadata tags to classify what's going on by consent, contract or legal obligation - all to help support Article 6 compliance.
How fast can MailSPEC help with a data subject access request?
Pretty fast - usually within a few hours. MailSPEC's got an easy to use archive that lets you export the messages, files & chat logs you need in seconds.
Is MailSPEC Compliant with the Schrems II Ruling?
Yes absolutely. We place the technology entirely within the EU, so you do not have to use any US cloud infrastructure that might be subject to foreign surveillance laws, or data scraping for profile building schemas.