Frequently Asked Questions - Email Encryption

As per new Data Protection Policy, properly protecting email containing sensitive data via encryption is required of all EUI staff members when exchanging messages outside the EUI.

The EUI has adopted the following encryption options when exchanging email messages containing sensitive data outside the EUI:

• Encrypt (EUI DPP)
• Encrypt and Prevent Forwarding (EUI DPP)

If you have questions you may contact:

• your Unit's Data Controller and/or Delegated Data Controller

If you have feedback you may contact:

• the EUI Data Protection Officer (DPO)

As a sender:

• delegate(s) need to be authorised for email encryption in order to encrypt a message to be sent "on behalf"
  
  Example: John Smith needs to be authorised in order to send an encryopted message as "John Smith on behalf of EUI Office of Studies"
  
  
• the functional mailbox needs to be authorised for email encryption in order to encrypt a message to be sent directly from the functional mailbox.
  
  Example: EUI Office of Studies needs to be authorised in order to send an encrypted message as "EUI Office of Studies"

As a recipient (external to the EUI):

• delegate(s) may need to login into the functional mailbox directly in order to access an encrypted message sent by the EUI
  
  Example: Gina Smith may need to login directly into the functional mailbox Company Petty Cash even if she is a delegate

As a recipient (internal to the EUI):

• delegate(s) will always be allowed to access encrypted messages sent to EUI functional mailboxes by other EUI members
  
  Example: if John Smith is a delegate of EUI Office of Studies mailbox, he will access any encrypted message sent to EUI Office of Studies

The actions to take in order to open a protected (encrypted) email message received from the EUI differs based on the email account (GMail, Hotmail, Yahoo, etc.) or email client (Outlook 2016, Outlook 365, Outlook Webmail, etc.) used. As a general rule:

• If you use Outlook 2016, Outlook 365 and Outlook Webmail: you should be able to open the message like any other message. You will see a banner at the top of the message which informs you of any restrictions on the message.
• If you are using a different email account (GMail, Hotmail, Yahoo, etc.) or email program (Apple Mail, etc.), you may receive a notification that you have received a protected message and need to take additional action.

You may find detailed step-by-step instructions at the following Microsoft page:

How do I open a protected message?

Yes, with some restrictions:

• any EUI member can receive and access encrypted email on a Windows office desktop (or Mac or Laptop as long as the encryption tool has been installed)
• however, only authorised EUI members can send (generate) an encrypted message

Obligatory email encryption for transfers of sensitive data outside of the EUI will become operational as from Friday 5 April 2019.

Please contact the EUI Data Protection Officer (DPO) to understand when to use each of the available encryption options.