Email and GDPR 2025: quick checklist

f you manage email services, you must ensure full compliance with the GDPR, especially with the updated 2025 requirements.
Data breaches don’t just concern the data controller. Service providers must also ensure proper security, traceability, and data retention.
Here’s a quick checklist to help you assess whether your email management is truly compliant.

Where is your data stored?

Start by checking the physical location of your data.
Email servers must reside in Europe or in countries recognised as adequate by the European Union.
Using providers subject to non-European regulations can create risk. Foreign authorities may request data access, even without formal permission.
Data sovereignty matters. Privacy-aware customers expect you to guarantee it.

Secure transmission and storage

Your communications must travel through secure connections (SSL/TLS).
You must also apply built-in filters against spam, phishing, and malware.
This isn’t just about cyber security. The GDPR explicitly requires companies to implement “appropriate technical and organisational measures” to protect personal data.

GDPR-compliant backup and data retention

A compliant email system must include automatic and regular backups.
You must also define how long you retain data—and why.
Keeping emails too long can lead to GDPR violations. Deleting them too soon may stop you from handling legal claims or access requests.
Find the right balance. Follow sector regulations. Document everything.

Handling access, correction and deletion requests

Compliance also means responding quickly to data subjects.
The GDPR sets clear deadlines and requires secure workflows for access, correction and deletion.
Your email system must let you identify, export or delete a person’s data easily, without complex steps or risk of mistakes.

Traceability, metadata and audits

You must track every action.
Log all access, delivery and modifications. Make the logs secure and easy to retrieve in case of audit.
In email services, these logs—or metadata—describe the technical journey of each message: sender, recipient, IP address, timestamp, and size. They never include email content.

Stay compliant, stay responsible

GDPR compliance isn’t just about avoiding fines. It protects the people you work with: customers, staff, and partners.
Review your email infrastructure regularly. Define clear policies. Use tools that help you stay compliant.

Qboxmail gives you all the tools you need to manage email securely and in line with the GDPR.

Need help or want to apply bulk changes? Our support team is here for you.