Zivver's smart technology fosters better decision-making by notifying people of potential anomalies when sending certain types of content to recipients. If necessary, the user is advised to adjust the message before sending, for example if a potential mistake has been detected, or to apply additional security measures. Alongside these helpful alerts to detect potential mistakes when emailing, strong encryption and two-factor authentication keep hackers and other unwanted parties at bay.
If an employee makes a mistake and the message has already been sent, they can revoke access to the message, so that a recipient can no longer read it. Detailed information is available on who had access to each message and when. This comprehensive logging information helps to facilitate swift and proper reporting with your national data protection authority, in a way that’s clear and complies with the requirements of the GDPR and other privacy legislation.
Solution: make people aware when they’re working with privacy-sensitive information
The ministry made a short animation video to emphasize the importance of safe emailing among employees. They created it to help highlight the following for their staff, among other things: “At the Ministry of Justice and Security, we do important work for society. Working with sensitive information is a crucial element in this.”
“We've all been there, for example, accidentally sending an email to the wrong 'Rick'."
“It’s therefore very important that we’re always aware of the risks and are
mindful of them. The leakage of privacy-sensitive data can have major consequences for the individuals and organizations involved, but also for the person who caused a leak. This leads to a loss of confidence among citizens and cooperating partners. It can also lead to heavy fines from the Data Protection Authorities.”
“For these reasons, we use Zivver to share sensitive information securely by email or file transfer. The personal and confidential information can be sent securely to the intended recipient. It prevents errors before sending and the message can only be opened by the intended recipient. You can easily send a secure email directly from Outlook. Moreover, the recipient doesn’t need to create a special account to access the message.”
Human error is the main cause of data leaks
Vincent Leeuw, Senior Project Lead at Zivver, has helped guide the Ministry in the rollout of Zivver and emphasizes the importance of preventing mistakes when emailing. “We've all been there, for example, accidentally sending an email to the wrong 'Rick'. That’s the type of error that can cause a data leak if the communication contained sensitive information."
"The cooperation that I’ve experienced so far at the Ministry of Justice and Security shows that everything is being done to successfully complete the implementation as carefully and quickly as possible."
"The Ministry of Justice and Security is very aware of the risks within digital communication and with Zivver they can greatly reduce the likelihood of mistakes occurring in a way that protects sensitive data. The cooperation that I have experienced at this Ministry show that every effort is being made to complete the implementation as carefully and quickly as possible."
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