Confidentiality Notice
Every external email should state that the message is confidential and intended only for the recipient. If received in error, the recipient should notify the sender and delete it. This protects sensitive business and personal data.
Data Processing (GDPR / KVKK)
Include a brief notice that personal data may be processed in accordance with GDPR (EU) or KVKK (Turkey). Reference your privacy policy and data protection officer contact. Recipients have rights to access, rectification, erasure, and portability.
Unsubscribe Rights
For marketing emails, CAN-SPAM and GDPR require a clear opt-out mechanism. Provide a visible unsubscribe link and honor requests within a defined timeframe (e.g., 10 business days).
Retention Periods
State how long you retain email correspondence and related data. Align with your retention policy and regulatory requirements. Document this for audit purposes.
Legal Basis
Under GDPR, processing must have a legal basis: consent, contract, legal obligation, vital interests, public task, or legitimate interest. Your disclaimer can reference the applicable basis for the communication.
Enforcement
Disclaimers must be applied server-side, not manually. Centralized tools like NextClaimer (E-Kache) ensure every outgoing email gets the correct disclaimer automatically—no user error.