{"id":7618,"date":"2024-06-20T13:07:08","date_gmt":"2024-06-20T13:07:08","guid":{"rendered":"https:\/\/toffolettodeluca.it\/?p=7618"},"modified":"2024-06-20T13:07:09","modified_gmt":"2024-06-20T13:07:09","slug":"italian-data-protection-authority-new-guidelines-for-retention-of-employee-emails","status":"publish","type":"post","link":"https:\/\/toffolettodeluca.it\/en\/italian-data-protection-authority-new-guidelines-for-retention-of-employee-emails\/","title":{"rendered":"Italian Data Protection Authority: new guidelines for retention of employee emails"},"content":{"rendered":"\n<p>With\u00a0<strong>measure no. 364 of 6 June<\/strong>, the\u00a0Italian Data Protection Authority\u00a0has adopted an updated version of guideline document no. 642 of 21 December 2023 (the validity of which had been suspended) entitled \u2018Computer programmes and services for\u00a0<strong>email management<\/strong>\u00a0in the workplace and metadata processing\u2019 (see our newsflash \u2018<a href=\"https:\/\/toffolettodeluca.it\/en\/privacy-guarantor-restrictions-regarding-retention-of-employee-emails\/\">Data Protection Authority: restrictions regarding retention of employee emails<\/a>&#8221; of 21.02.2024).<\/p>\n\n\n\n<p>With this document, the&nbsp;Data Protection Authority&nbsp;states that it intends to provide companies with guidelines on how to manage the email account in use by employees and further states that the measure introduces no new obligations or responsibilities.<\/p>\n\n\n\n<p>Firstly, in order to clarify the objective scope of the measure, it clarifies the\u00a0<strong>notion of email metadata <\/strong>in place of the mere examples contained in the previous text.\u00a0This is the\u00a0<strong>information automatically recorded<\/strong>\u00a0in the logs generated by the server systems for managing and sorting emails, which may include sender and recipient email addresses, server IP addresses, sending (retransmission or reception) times, message size, the presence and size of any attachments and, in certain cases, even the subject of the message sent or received.<\/p>\n\n\n\n<p>The&nbsp;Data Protection Authority&nbsp;states that metadata&nbsp;<strong>must not<\/strong>&nbsp;be confused with the&nbsp;<strong>information in the body of email messages<\/strong>&nbsp;(i.e.&nbsp;<strong>the contents<\/strong>) nor with the technical information that is in any case an integral part of them and forms the so-called envelope, i.e. the set of structured technical headers that document the routing of the message, its origin and other technical parameters.&nbsp;This information remains available to the user\/worker, in their assigned mailbox.<\/p>\n\n\n\n<p>The measure only regards the former (metadata\/logs) as, therefore, do the&nbsp;Data Protection Authority\u2019s indications.<\/p>\n\n\n\n<p>The indications, however, have changed compared to the previous measure:\u00a0<strong>collection and retention<\/strong> of the metadata\/logs required to ensure correct functioning of the email account may be carried out for a limited period of a few days and, in any case, should not exceed the guideline limit of\u00a0<strong>21 days<\/strong> (instead of the previously established 7 days).\u00a0This data may only be retained for longer if special conditions exist, which must be proven by the data controller according to the accountability principle established by the GDPR.\u00a0Any retention of metadata\/logs beyond the term stated must be authorised with the procedures set out in Article 4(1) of the Workers&#8217; Statute.<\/p>\n\n\n\n<p><strong>Toffoletto De Luca Tamajo\u00a0<\/strong>is at your disposal for any clarification you may need and for drafting the necessary documents.<\/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>With\u00a0measure no. 364 of 6 June, the\u00a0Italian Data Protection Authority\u00a0has adopted an updated version of guideline document no. 642 of 21 December 2023 (the validity of which had been suspended) entitled \u2018Computer programmes and services for\u00a0email management\u00a0in the workplace and metadata processing\u2019 (see our newsflash \u2018Data Protection Authority: restrictions regarding retention of employee emails&#8221; of &#8230; <a title=\"Italian Data Protection Authority: new guidelines for retention of employee emails\" class=\"read-more\" href=\"https:\/\/toffolettodeluca.it\/en\/italian-data-protection-authority-new-guidelines-for-retention-of-employee-emails\/\" aria-label=\"Read more about Italian Data Protection Authority: new guidelines for retention of employee emails\">Read more<\/a><\/p>\n","protected":false},"author":27,"featured_media":7613,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","_lmt_disableupdate":"","_lmt_disable":"","footnotes":""},"categories":[21],"tags":[189],"class_list":["post-7618","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-newsflash-insight","tag-privacy-en"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.1.1 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Italian Data Protection Authority: new guidelines for retention of employee emails - Toffoletto De Luca Tamajo e Soci<\/title>\n<meta name=\"description\" content=\"Italian Data Protection Authority: new guidelines released regarding the retention of employee emails. 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