Messages you send or receive at work that contain personal or commercial data are subject to UK data protection legislation. This means that emails, Microsoft Teams messages, WhatsApp communications, messages sent via other third-party messaging platforms, as well as any other correspondence or work files may be disclosed as part of subject access or freedom of information requests.
Taking the time to reread your emails before sending or implementing a send delay in Outlook can help you catch mistakes before it’s too late.
Here are some simple tips to keep in mind:
- write messages as if they will be read more widely;
- avoid ambiguity or informal comments that might be misinterpreted;
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use appropriate channels, as sensitive conversations are often better handled in person or over the phone;
- don’t reuse long email chains for new topics;
- review existing threads before you share to avoid forwarding sensitive or personal information unintentionally;
- make time to reread your messages before sending, ensuring you’ve selected the correct recipients.
By following these tips, you’ll help protect sensitive information and ensure your communications remain professional, compliant and effective. See the Email and MS Teams etiquette webpage for further guidance.
Loughborough University is committed to a policy of protecting the rights and privacy of individuals. All Loughborough University staff have a responsibility to protect personal identifiable data and respect the data protection rights of all people.