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There is heightened awareness about data protection with the recent Ransomware reports in the media and the harm it can do to organisations and individuals. Early Years services hold both personal and sensitive data and should have a robust GDPR system in place. This blog focuses, in particular, on email management and provides some important tips and advise on the receipt of emails.

Sensitive information that is received by email should be downloaded and filed in a secure manual of computerised system. This relates to such items as staff files, medical files, child registration forms. The email should be deleted from the inbox and the deleted box, so it is removed completely. .

Important tips:

  • If you receive emails from clients or suppliers asking you to change the bank account where you send payments, phone the client and confirm it.
  • Ignore any emails you get from Microsoft asking you to click on links to log in to your account or to reset passwords, these are phishing scams aimed at finding out your password so they can hack your accounts. The same goes for any companies such as banks, revenue, couriers, do not click any links that asks you to log in to any type of account whether its bank accounts, email accounts etc.
  • Remember there is a difference between the display name i.e., Karen Doyle and the email address i.e., This email address is being protected from spambots. You need JavaScript enabled to view it. when you receive a mail. A common scam is called spoofing, the display name is a person that you know but the email address is completely different. If you get an email that seems strange, hover over the name and you will see the actual email address.
  • If you receive an email from someone you never heard of before and it has a dubious attachment, delete it, if it is important, they will resend or phone you.
  • If you receive an email from someone you know and it has a dubious attachment, delete it, if it’s important they will resend or phone you.
  • If you are unsure whether an email is legitimate or not, delete it, do not take a chance.

GDPR Pack Available!

If you haven’t already got your GDPR policies in place, then please click on this link to purchase the GDPR Pack designed by Canavan Byrne https://earlyyearsshop.ie/thursday-tip-data-protection-gdpr/

This pack will get your service up to date.