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MAINTAIN LEGAL COMPLIANCE

Not including disclaimers in email signatures can leave organizations at risk of legal action

Emails are sent without containing proper elements for legal compliance, running the risk of financial penalties being levied at your organization. 

You have no means to identify if every email sent contains an appropriate legal disclaimer. 
 

You need to offer unobtrusive means for external parties to access legal information or unsubscribe from certain communications. 

Deliver compliance over corporate email 

Not even presenting or having incorrect information on disclaimers in email signatures can leave organizations at risk of legal action. Companies today must comply with a wide range of rules and regulations relating to data privacy and security. Exclaimer Signature Management Cloud ensures legal compliance in corporate emails through the use of an appropriate email disclaimer.

Prevent users from editing or removing disclaimers from their emails.

Apply the right email disclaimer for the right jurisdictions.

Rapidly respond to changes in legislation or requirements.

Prevent disclaimers from being added to internal messages when not required.

Cover confidentiality breaches protecting exposure of classified information such as subscriber data.

Highlight that any email sent does not form the basis of a legally binding contract.

Warn recipients against the possibility of an email carrying a computer virus.

Maintain legal compliance with Exclaimer

Comply with global email disclaimer legislation

Here’s some of the legal compliance requirements that may affect your email disclaimers depending upon your region or sector. 

United States

FEDERAL 

Federal Information Security Management Act (FISMA) 

FISMA states that an appropriate US-authorized email disclaimer needs to be included in all email communications for regulatory legal compliance

 

Freedom of Information Act (FOIA) 

This informs a mail recipient that the email may contain sensitive information. 

 

United States Federal Court system 

FRCP mandates that a company must use an appropriate email disclaimer clearly stating that the content of the email will not be used to avoid the loss of a lawsuit when specific data is requested. 

FINANCE 

Gramm-Leach-Bliley Act (GLB) – Financial Institutions 

All American financial organizations must attach disclaimers to their emails to avoid any confidentiality breaches. 

 

HEALTHCARE 

Health Insurance Portability & Accountability Act (HIPAA) 

This act strongly recommends that all U.S. healthcare organizations use email disclaimers to highlight patient confidentiality in all communications and for legal compliance. 

Canada

Canada's Anti-Spam Law (CASL) 

You need to ensure that a Canadian email disclaimer has the following in all emails: 

  • Their name 
  • Company name 
  • Mailing address 
  • Phone number 
  • Online addresses like an email or website 
  • An unsubscribe mechanism 

United Kingdom 

Companies Act 2006 (amended 2007) 

All business email disclaimers, letterheads, order forms and corporate websites must include:  

  • The company’s registered name (e.g., ABC Ltd) 
  • Registration number (listed on Companies House) 
  • Place of registration (e.g., England and Wales, Scotland) 

European Union (EU) 

EU Directive 2003/58/EC 

All business emails must include an authorized EU email disclaimer with the company’s registration number, the place of registration, and the registered office address to maintain legal compliance. 

 

The General Data Protection Regulation (EU) 2016/679 (GDPR) 

Including an unsubscribe link easily allows email recipients to opt-out of any communication from your company. 

Read our case studies

See how our solutions help customers maintain legal compliance in their email signatures.

Dunlop Protective Footwear 1 Exclaimer

Dunlop Protective Footwear

Dunlop Protective Footwear had been a satisfied customer of Exclaimer for years. Upon migrating to Office 365, the company made the move to Exclaimer’s cloud-based solution.

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Burris Logistics 3 Exclaimer

Burris Logistics

Burris Logistics chooses Exclaimer to standardize all employee signatures in G Suite (now Google Workspace) and present the company professionally on all corporate emails.

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Our customers love us

"Exclaimer makes it possible to use good-looking and standardized signatures for every user in the organization "

Nicolai Rathmann, orgalean GmbH

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"The cloud platform is great for removing the need for local infrastructure and designing signatures in a WYSIWYG manner makes it easy even for non-graphic designers."

Edoardo Longhi, CFMEU Vic/Tas

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"Exclaimer is a very cost-effective method of managing multiple individual signatures on multiple emails. It is easy to make the changes globally and not rely on users to update their signatures."

Graham Deck, Pengana Pty Ltd

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"We were able to use Exclaimer to quickly and confidently deploy standardized signatures across all accounts and devices overnight."

Shawn Reed, XMC - Xerox

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"If you want a powerful email signature tool that works with Office 365, then choose Exclaimer. Its products are is straightforward to set up, use, and configure. "

Alessandro Oreste, IQ Solutions GmbH

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