{"id":7243,"date":"2024-02-20T16:31:10","date_gmt":"2024-02-20T16:31:10","guid":{"rendered":"https:\/\/toffolettodeluca.it\/?p=7243"},"modified":"2024-02-20T16:29:22","modified_gmt":"2024-02-20T16:29:22","slug":"privacy-guarantor-restrictions-regarding-retention-of-employee-emails","status":"publish","type":"post","link":"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/","title":{"rendered":"Privacy Guarantor: restrictions regarding retention of employee emails"},"content":{"rendered":"\n<p>The <strong>DPA&#8217;s Guidance Document <\/strong>no. 642 of 21 December 2023, published in the 6 February 2024 newsletter, introduces guidelines and <strong>restrictions <\/strong>for the management of employee <strong>emails <\/strong>that risk creating significant organisational and management issues for companies.<\/p>\n\n\n\n<p>This measure stipulates that employers (public and private) who use computer programmes and services to manage employee email &#8211; especially if provided in cloud or as-a-service mode &#8211; may retain the <strong>metadata <\/strong>(date, time, sender, recipient, subject and size) of email messages for up to a maximum of <strong>7 days<\/strong>, period of time which, in the case of proven necessity, may be extended by a further <strong>48 hours<\/strong>. Should companies need to collect and store the metadata for a longer period, in the DPA&#8217;s opinion, they must activate the procedures set forth in <strong>Article 4<\/strong> of the <strong>Workers&#8217; Statute<\/strong>.<\/p>\n\n\n\n<p>The latter provision was rewritten in 2015 and stipulates that the tools and systems from which derive the possibility of performance monitoring may be used in a work context only for certain <strong>purposes <\/strong>(i.e. organisation, production, safety at work and protection of company assets) and installed subject to prior agreement by the <strong>union <\/strong>or, failing that, with prior <strong>authorisation <\/strong>from the Labour Inspectorate. <strong>These requirements<\/strong> and <strong>procedural constraints<\/strong>, as per current legislation, <strong>do not apply<\/strong> to the tools necessary to perform the working activity, which also include <strong>emails<\/strong>, an undisputed work tool that, therefore, is <strong>not subject to the requirements<\/strong>. The exemption of necessary working tools from the limits represents the most significant and innovative part of the legislation on remote controls introduced in 2015, precisely because of the frequent work-related use made of IT devices including, primarily, the computer.<\/p>\n\n\n\n<p>However, the DPA believes that the retention of emails\u2019 metadata for a period exceeding 7 days is not a working tool as defined above and therefore requires agreement by the union, or failing that, authorisation from the Labour Inspectorate, to be put in place. This is an <strong>unfounded position<\/strong>, considering that the <strong>collection <\/strong>and <strong>full retention<\/strong> of emails and related information have significant relevance for companies in<strong> terms of evidence<\/strong> and <strong>business management<\/strong>.<\/p>\n\n\n\n<p><strong>Organisational solutions<\/strong> allowing companies to retain emails for the necessary time without incurring violations must therefore be <strong>adopted as soon as possible<\/strong>.<\/p>\n\n\n\n<p>Studio <strong>Toffoletto De Luca Tamajo<\/strong> has a team of <strong>professionals who specialise<\/strong> in the regulation of business tools and systems and relative data ready to support you in the implementation of all possible systems.<\/p>\n\n\n\n<pre class=\"wp-block-preformatted\">For further information: <a href=\"mailto:comunicazione@toffolettodeluca.it\">comunicazione@toffolettodeluca.it<\/a><\/pre>\n","protected":false},"excerpt":{"rendered":"<p>The DPA&#8217;s Guidance Document no. 642 of 21 December 2023 introduces guidelines and restrictions for the management of employee emails that risk creating significant organisational and management issues for companies. This measure stipulates that employers (public and private) who use computer programmes and services to manage employee email may retain the metadata of email messages for up to a maximum of 7 days, period of time which, in the case of proven necessity, may be extended by a further 48 hours.<\/p>\n","protected":false},"author":32,"featured_media":7239,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","_lmt_disableupdate":"yes","_lmt_disable":"","footnotes":""},"categories":[21],"tags":[357,301,189,358],"class_list":["post-7243","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-newsflash-insight","tag-employee-emails","tag-hr","tag-privacy-en","tag-privacy-guarantor"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.1.1 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Privacy Guarantor: restrictions regarding retention of employee emails - Toffoletto De Luca Tamajo e Soci<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Privacy Guarantor: restrictions regarding retention of employee emails - Toffoletto De Luca Tamajo e Soci\" \/>\n<meta property=\"og:description\" content=\"The DPA&#039;s Guidance Document no. 642 of 21 December 2023 introduces guidelines and restrictions for the management of employee emails that risk creating significant organisational and management issues for companies. This measure stipulates that employers (public and private) who use computer programmes and services to manage employee email may retain the metadata of email messages for up to a maximum of 7 days, period of time which, in the case of proven necessity, may be extended by a further 48 hours.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/\" \/>\n<meta property=\"og:site_name\" content=\"Toffoletto De Luca Tamajo e Soci\" \/>\n<meta property=\"article:published_time\" content=\"2024-02-20T16:31:10+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/toffolettodeluca.it\/wp-content\/uploads\/2024\/02\/email.png\" \/>\n\t<meta property=\"og:image:width\" content=\"938\" \/>\n\t<meta property=\"og:image:height\" content=\"450\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"author\" content=\"Anna Cozzarini\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Anna Cozzarini\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"2 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/\"},\"author\":{\"name\":\"Anna Cozzarini\",\"@id\":\"https:\/\/toffolettodeluca.it\/en\/#\/schema\/person\/fe35e268b957b695144e9b28af1e63c2\"},\"headline\":\"Privacy Guarantor: restrictions regarding retention of employee emails\",\"datePublished\":\"2024-02-20T16:31:10+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/\"},\"wordCount\":405,\"publisher\":{\"@id\":\"https:\/\/toffolettodeluca.it\/en\/#organization\"},\"image\":{\"@id\":\"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/toffolettodeluca.it\/wp-content\/uploads\/2024\/02\/email.png\",\"keywords\":[\"employee emails\",\"hr\",\"Privacy\",\"privacy guarantor\"],\"articleSection\":[\"Newsflash &amp; Insights\"],\"inLanguage\":\"en-US\"},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/\",\"url\":\"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/\",\"name\":\"Privacy Guarantor: restrictions regarding retention of employee emails - Toffoletto De Luca Tamajo e Soci\",\"isPartOf\":{\"@id\":\"https:\/\/toffolettodeluca.it\/en\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/#primaryimage\"},\"image\":{\"@id\":\"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/toffolettodeluca.it\/wp-content\/uploads\/2024\/02\/email.png\",\"datePublished\":\"2024-02-20T16:31:10+00:00\",\"breadcrumb\":{\"@id\":\"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/#breadcrumb\"},\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/\"]}]},{\"@type\":\"ImageObject\",\"inLanguage\":\"en-US\",\"@id\":\"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/#primaryimage\",\"url\":\"https:\/\/toffolettodeluca.it\/wp-content\/uploads\/2024\/02\/email.png\",\"contentUrl\":\"https:\/\/toffolettodeluca.it\/wp-content\/uploads\/2024\/02\/email.png\",\"width\":938,\"height\":450,\"caption\":\"Garante privacy: regole restrittive per la conservazione delle email dei dipendenti\"},{\"@type\":\"BreadcrumbList\",\"@id\":\"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/#breadcrumb\",\"itemListElement\":[{\"@type\":\"ListItem\",\"position\":1,\"name\":\"Home\",\"item\":\"https:\/\/toffolettodeluca.it\/en\/\"},{\"@type\":\"ListItem\",\"position\":2,\"name\":\"Learn & Connect\",\"item\":\"https:\/\/toffolettodeluca.it\/en\/learn-connect\/\"},{\"@type\":\"ListItem\",\"position\":3,\"name\":\"Newsflash &amp; Insights\",\"item\":\"https:\/\/toffolettodeluca.it\/en\/category\/newsflash-insight\/\"},{\"@type\":\"ListItem\",\"position\":4,\"name\":\"Privacy Guarantor: restrictions regarding retention of employee emails\"}]},{\"@type\":\"WebSite\",\"@id\":\"https:\/\/toffolettodeluca.it\/en\/#website\",\"url\":\"https:\/\/toffolettodeluca.it\/en\/\",\"name\":\"Toffoletto De Luca Tamajo e Soci\",\"description\":\"\",\"publisher\":{\"@id\":\"https:\/\/toffolettodeluca.it\/en\/#organization\"},\"potentialAction\":[{\"@type\":\"SearchAction\",\"target\":{\"@type\":\"EntryPoint\",\"urlTemplate\":\"https:\/\/toffolettodeluca.it\/en\/?s={search_term_string}\"},\"query-input\":{\"@type\":\"PropertyValueSpecification\",\"valueRequired\":true,\"valueName\":\"search_term_string\"}}],\"inLanguage\":\"en-US\"},{\"@type\":\"Organization\",\"@id\":\"https:\/\/toffolettodeluca.it\/en\/#organization\",\"name\":\"Toffoletto De Luca Tamajo e Soci\",\"url\":\"https:\/\/toffolettodeluca.it\/en\/\",\"logo\":{\"@type\":\"ImageObject\",\"inLanguage\":\"en-US\",\"@id\":\"https:\/\/toffolettodeluca.it\/en\/#\/schema\/logo\/image\/\",\"url\":\"https:\/\/toffolettodeluca.it\/wp-content\/uploads\/2025\/04\/logo_100anni.svg\",\"contentUrl\":\"https:\/\/toffolettodeluca.it\/wp-content\/uploads\/2025\/04\/logo_100anni.svg\",\"caption\":\"Toffoletto De Luca Tamajo e Soci\"},\"image\":{\"@id\":\"https:\/\/toffolettodeluca.it\/en\/#\/schema\/logo\/image\/\"}},{\"@type\":\"Person\",\"@id\":\"https:\/\/toffolettodeluca.it\/en\/#\/schema\/person\/fe35e268b957b695144e9b28af1e63c2\",\"name\":\"Anna Cozzarini\",\"image\":{\"@type\":\"ImageObject\",\"inLanguage\":\"en-US\",\"@id\":\"https:\/\/toffolettodeluca.it\/en\/#\/schema\/person\/image\/\",\"url\":\"https:\/\/secure.gravatar.com\/avatar\/53ab31b8cc33f0a06c1ad67c11fdb9924c617d1c28eb026dafbe2092c4d3e770?s=96&d=mm&r=g\",\"contentUrl\":\"https:\/\/secure.gravatar.com\/avatar\/53ab31b8cc33f0a06c1ad67c11fdb9924c617d1c28eb026dafbe2092c4d3e770?s=96&d=mm&r=g\",\"caption\":\"Anna Cozzarini\"},\"sameAs\":[\"https:\/\/toffolettodeluca.it\"],\"url\":\"https:\/\/toffolettodeluca.it\/en\/author\/anna-cozzarini\/\"}]}<\/script>\n<!-- \/ Yoast SEO plugin. -->","yoast_head_json":{"title":"Privacy Guarantor: restrictions regarding retention of employee emails - Toffoletto De Luca Tamajo e Soci","robots":{"index":"index","follow":"follow","max-snippet":"max-snippet:-1","max-image-preview":"max-image-preview:large","max-video-preview":"max-video-preview:-1"},"canonical":"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/","og_locale":"en_US","og_type":"article","og_title":"Privacy Guarantor: restrictions regarding retention of employee emails - Toffoletto De Luca Tamajo e Soci","og_description":"The DPA's Guidance Document no. 642 of 21 December 2023 introduces guidelines and restrictions for the management of employee emails that risk creating significant organisational and management issues for companies. This measure stipulates that employers (public and private) who use computer programmes and services to manage employee email may retain the metadata of email messages for up to a maximum of 7 days, period of time which, in the case of proven necessity, may be extended by a further 48 hours.","og_url":"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/","og_site_name":"Toffoletto De Luca Tamajo e Soci","article_published_time":"2024-02-20T16:31:10+00:00","og_image":[{"width":938,"height":450,"url":"https:\/\/toffolettodeluca.it\/wp-content\/uploads\/2024\/02\/email.png","type":"image\/png"}],"author":"Anna Cozzarini","twitter_card":"summary_large_image","twitter_misc":{"Written by":"Anna Cozzarini","Est. reading time":"2 minutes"},"schema":{"@context":"https:\/\/schema.org","@graph":[{"@type":"Article","@id":"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/#article","isPartOf":{"@id":"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/"},"author":{"name":"Anna Cozzarini","@id":"https:\/\/toffolettodeluca.it\/en\/#\/schema\/person\/fe35e268b957b695144e9b28af1e63c2"},"headline":"Privacy Guarantor: restrictions regarding retention of employee emails","datePublished":"2024-02-20T16:31:10+00:00","mainEntityOfPage":{"@id":"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/"},"wordCount":405,"publisher":{"@id":"https:\/\/toffolettodeluca.it\/en\/#organization"},"image":{"@id":"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/#primaryimage"},"thumbnailUrl":"https:\/\/toffolettodeluca.it\/wp-content\/uploads\/2024\/02\/email.png","keywords":["employee emails","hr","Privacy","privacy guarantor"],"articleSection":["Newsflash &amp; Insights"],"inLanguage":"en-US"},{"@type":"WebPage","@id":"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/","url":"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/","name":"Privacy Guarantor: restrictions regarding retention of employee emails - Toffoletto De Luca Tamajo e Soci","isPartOf":{"@id":"https:\/\/toffolettodeluca.it\/en\/#website"},"primaryImageOfPage":{"@id":"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/#primaryimage"},"image":{"@id":"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/#primaryimage"},"thumbnailUrl":"https:\/\/toffolettodeluca.it\/wp-content\/uploads\/2024\/02\/email.png","datePublished":"2024-02-20T16:31:10+00:00","breadcrumb":{"@id":"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/#breadcrumb"},"inLanguage":"en-US","potentialAction":[{"@type":"ReadAction","target":["https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/"]}]},{"@type":"ImageObject","inLanguage":"en-US","@id":"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/#primaryimage","url":"https:\/\/toffolettodeluca.it\/wp-content\/uploads\/2024\/02\/email.png","contentUrl":"https:\/\/toffolettodeluca.it\/wp-content\/uploads\/2024\/02\/email.png","width":938,"height":450,"caption":"Garante privacy: regole restrittive per la conservazione delle email dei dipendenti"},{"@type":"BreadcrumbList","@id":"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/#breadcrumb","itemListElement":[{"@type":"ListItem","position":1,"name":"Home","item":"https:\/\/toffolettodeluca.it\/en\/"},{"@type":"ListItem","position":2,"name":"Learn & Connect","item":"https:\/\/toffolettodeluca.it\/en\/learn-connect\/"},{"@type":"ListItem","position":3,"name":"Newsflash &amp; Insights","item":"https:\/\/toffolettodeluca.it\/en\/category\/newsflash-insight\/"},{"@type":"ListItem","position":4,"name":"Privacy Guarantor: restrictions regarding retention of employee emails"}]},{"@type":"WebSite","@id":"https:\/\/toffolettodeluca.it\/en\/#website","url":"https:\/\/toffolettodeluca.it\/en\/","name":"Toffoletto De Luca Tamajo e Soci","description":"","publisher":{"@id":"https:\/\/toffolettodeluca.it\/en\/#organization"},"potentialAction":[{"@type":"SearchAction","target":{"@type":"EntryPoint","urlTemplate":"https:\/\/toffolettodeluca.it\/en\/?s={search_term_string}"},"query-input":{"@type":"PropertyValueSpecification","valueRequired":true,"valueName":"search_term_string"}}],"inLanguage":"en-US"},{"@type":"Organization","@id":"https:\/\/toffolettodeluca.it\/en\/#organization","name":"Toffoletto De Luca Tamajo e Soci","url":"https:\/\/toffolettodeluca.it\/en\/","logo":{"@type":"ImageObject","inLanguage":"en-US","@id":"https:\/\/toffolettodeluca.it\/en\/#\/schema\/logo\/image\/","url":"https:\/\/toffolettodeluca.it\/wp-content\/uploads\/2025\/04\/logo_100anni.svg","contentUrl":"https:\/\/toffolettodeluca.it\/wp-content\/uploads\/2025\/04\/logo_100anni.svg","caption":"Toffoletto De Luca Tamajo e Soci"},"image":{"@id":"https:\/\/toffolettodeluca.it\/en\/#\/schema\/logo\/image\/"}},{"@type":"Person","@id":"https:\/\/toffolettodeluca.it\/en\/#\/schema\/person\/fe35e268b957b695144e9b28af1e63c2","name":"Anna Cozzarini","image":{"@type":"ImageObject","inLanguage":"en-US","@id":"https:\/\/toffolettodeluca.it\/en\/#\/schema\/person\/image\/","url":"https:\/\/secure.gravatar.com\/avatar\/53ab31b8cc33f0a06c1ad67c11fdb9924c617d1c28eb026dafbe2092c4d3e770?s=96&d=mm&r=g","contentUrl":"https:\/\/secure.gravatar.com\/avatar\/53ab31b8cc33f0a06c1ad67c11fdb9924c617d1c28eb026dafbe2092c4d3e770?s=96&d=mm&r=g","caption":"Anna Cozzarini"},"sameAs":["https:\/\/toffolettodeluca.it"],"url":"https:\/\/toffolettodeluca.it\/en\/author\/anna-cozzarini\/"}]}},"modified_by":"Anna Cozzarini","_links":{"self":[{"href":"https:\/\/toffolettodeluca.it\/en\/wp-json\/wp\/v2\/posts\/7243","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/toffolettodeluca.it\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/toffolettodeluca.it\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/toffolettodeluca.it\/en\/wp-json\/wp\/v2\/users\/32"}],"replies":[{"embeddable":true,"href":"https:\/\/toffolettodeluca.it\/en\/wp-json\/wp\/v2\/comments?post=7243"}],"version-history":[{"count":2,"href":"https:\/\/toffolettodeluca.it\/en\/wp-json\/wp\/v2\/posts\/7243\/revisions"}],"predecessor-version":[{"id":7245,"href":"https:\/\/toffolettodeluca.it\/en\/wp-json\/wp\/v2\/posts\/7243\/revisions\/7245"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/toffolettodeluca.it\/en\/wp-json\/wp\/v2\/media\/7239"}],"wp:attachment":[{"href":"https:\/\/toffolettodeluca.it\/en\/wp-json\/wp\/v2\/media?parent=7243"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/toffolettodeluca.it\/en\/wp-json\/wp\/v2\/categories?post=7243"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/toffolettodeluca.it\/en\/wp-json\/wp\/v2\/tags?post=7243"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}