Guideline 4 – Bulk e-mail distribution












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            UKRUK/69642/2018-3

            6 July 2018

            If bulk e-mail messages are sent from a work e-mail address (see Officer’s Guideline 3) to

            person (data subjects) at their private e-mail addresses, it is recommended to use only th
            function. Disclosure of private e-mail addresses by adding them to the addressee field (“T
            them (“Copy”) and sending the e-mail to other addressees is not admissible under the GDPR.


            Example: when an instructor communicates with students in a seminar, the students’ private

            are commonly used for sending messages. When sending an e-mail to more than one address, o
            that a student does not have access to the addresses of the other students. A similar exam
            group e-mail addressed to participants of a conference, etc.


            The guideline does not apply to work communication during which an e-mail is sent to other
            addresses or is sent as a part of a cooperating group where the members know each other an

            communicate with each other by e-mail.

            Examples where a list with copied recipients is permitted:


            The head of an office sends a message from a work e-mail address to all its employees usin
            mail addresses.


            Any work communication when using work e-mail addresses.


            When an instructor communicates with a group of students as a part of a project, joint act
            situation involving a group of people who know each other.


            Justification:
            A private e-mail address is personal data. Hence disclosure of this address by e-mail is i
            with the GDPR.