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's email signature manager 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.
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)
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
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.
Read more >
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.
Read more >Our customers love us!
We have found the entire signature creation and implementation process incredibly efficient and time saving, while also making overall signature administration much easier.
Gil Morris
Clements, Purvis & Stewart, P.C.
