Every day, businesses and consumers send and receive 82 emails on average. Each business email is subject to strict privacy regulations.
This is especially relevant in industries that handle sensitive information, such as healthcare organizations, professional services, and financial institutions.
Improperly following privacy compliance frameworks, such as HIPAA, GDPR, CCPA, PCI DSS, and industry-specific regulations, can lead to detrimental effects. An employee sending an email to the wrong person results in not only data loss, but also external repercussions: legal penalties, exposure to lawsuits, and loss of customer trust.
Email compliance laws are constantly changing, and it can be difficult for companies to stay up-to-date. Furthermore, the shift to global and remote work makes it challenging to monitor individual employee behavior.
The SendGuard Outlook email security add-on helps prevent misdirected emails, incorrect attachments, and user errors, ensuring your company remains compliant with privacy regulations.
SendGuard serves as your company's ever-present Outlook compliance assistant. Learn how it can help your organization keep on top of data privacy laws.
Set rules to check for sensitive data based on your industry's needs, e.g. credit card numbers, protected health information, particular file types
Encourage users to review their messages before sending or outright block messages containing sensitive data
Show company email policies before messages are sent
Confirmation prompt encourages users to review their email for errors
Display confirmation prompt before Reply Alls to prevent data leakage to unintended recipients
Set confirmation prompt to appear for specific custom checks
Highlight external domains to ensure user is sending email to correct recipient
Delay emails so they only send after a few minutes, giving the user time to retract or edit emails with errors
Configure deferred delivery recipients
Record when a user confirms a prompt, providing compliance evidence for regulators
Hold users accountable if they send an email that breaches legal boundaries
Easily install as an Outlook add-on
Set up central deployment and controls for enterprise-level organizations
Contains everything within local servers; SendGuard never routes your emails externally
SendGuard is designed to work for all industries that deal with sensitive data. With precise rule controls and simple central deployment setup, our email compliance software effectively scales for enterprise use while remaining user-friendly.
Ideal for public services and enterprises
Ensure compliance with privacy regulations such as CCPA and GDPR
Built-in audit logging helps organizations comply with local data handling regulations
Used by accountants, consulting firms, lawyers, and law firms
Protect legal data and financial records to comply with laws such as PIPEDA
Our Microsoft Outlook security add-on ensures client data loss prevention
Trusted by banks and investment firms worldwide
Comply with PCI DSS and FINRA by securing financial records and data
Avoid mishandled financial data with confirmation prompts and customizable rules
Deployed across hospitals, medical clinics, and medical research
Ensure medical records aren't divulged to unintended recipients
Comply with privacy regulations such as HIPAA
Stay updated with the latest insights and best practices for email security, compliance, and data protection.
All businesses that offer goods or services to individuals within the EU must comply with GDPR. Learn more about how to meet GDPR email compliance regulations with SendGuard.
Anyone with access to confidential patient information must comply with HIPAA data privacy rules. See how SendGuard's automatic logging makes it ideal for medical organizations.
Misaddressed emails are one of the most common causes of data breaches in law firms. SendGuard helps lawyers protect client data and remain compliant with GDPR.
Email communication is the riskiest channel for data loss. Learn why it's essential to invest in your organization's outbound data security.
If you can't find the answer to your question below, you may find more information in our expanded product FAQs or in our Documentation and Knowledge Base section.
Email compliance refers to following specific email communication protocols to comply with customer privacy regulations. This often means managing email messages to prevent exposing sensitive data to unintended audiences.
Email compliance procedures can include training employees to understand best practices or installing add-ons designed to protect email data.
Sending an email to the incorrect recipient can leak sensitive data and violate industry or regional privacy regulations. Non-compliance, even accidental, can lead to expensive lawsuits, penalties, loss of customer trust, and a diminished brand reputation.
Outlook does provide some compliance features, but they are limited. For instance, New Outlook includes sensitivity labels and encryption, ensuring only the intended recipient can view the message.
SendGuard helps organizations ensure email compliance by preventing user errors. Its confirmation prompts give users a second chance to check content, recipients, and attachments for mistakes. Users can also undo sent emails within a set time period.
Once SendGuard is set up, it'll automatically appear as soon as a user clicks "Send". You can set which emails SendGuard's features apply to based on recipient or email content. That means you can stay compliant while keeping productivity in place.
SendGuard is HIPAA compliant, making it suitable for hospitals, pharmacies, and other healthcare organizations. Find more compliance information on Microsoft's Learn website: Application Information for SendGuard for M365 by - Microsoft 365 App Certification | Microsoft Learn
SendGuard does not hold separate SOC 2 or ISO 27001 certificates. However, SendGuard is certified under the Microsoft 365 App Compliance program, which is assessed against leading industry standards, including SOC 2, PCI DSS, and ISO 27001. Visit Microsoft's Learn website to see more information: Application Information for SendGuard for M365 by - Microsoft 365 App Certification | Microsoft Learn
SendGuard runs entirely on your local device. No data is routed through external servers, so you can be confident your emails move from sender to recipient without interference.
Yes. SendGuard is a Microsoft 365 Certified App that helps companies comply with the General Data Protection Regulation (GDPR) and other data protection requirements, such as CCPA.
Yes, SendGuard's highly customizable features make it suitable for any organization. Choose exactly when you want confirmation prompts and warnings to appear, such as on detection of specific text patterns, attachment types, and external or specific domains.
You can also add your company's email policies on the confirmation prompt screen, ensuring users are reminded of the compliance requirements.
With simple deployment and customizable rules, SendGuard is the ideal data compliance solution for your business, regardless of its size. Start preventing legal and reputational risks today.
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