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Posts Tagged ‘Legal Compliance’

EU Cookie Law deferred for 1 year

The EU law on e-privacy, cookie law, came into effect on May 25th. At the moment only 2 countries in Europe have implemented this and the UK has deferred the implementation for a year, to give technology time to catch up.

What is a Cookie?

Cookies are small files saved to the users computer by the web browser. They are used to hold information about users and their preferences on a website, these rules relate to code designed to help target advertisements – specifically when the information gathered is unrelated to the website being browsed.

So what is ‘Cookie Law’?

It states that websites must seek consent from users before using tracking technologies.

What does Cookie law mean to UK Business

UK Business will lose out as a result of this law. We will implement it and every UK website will start to annoy visitors, by asking for consent to use cookies. The law only applies within the EU so rest of the world won’t have to take any notice of this law, so traffic will go to the sites that don’t have this as it will be simpler to do business on-line with them.

The problem with the law is:-

For a website to remember that you don’t want cookies it needs to do one of 2 things.

  • Require that you login to the site and save some preference data
  • Put a cookie on the users PC, which you aren’t going to be able to do

So website designers have 2 ‘options’ the 2nd of which isn’t an option. The only other way is for the web browser to hold the information of your preferences about cookies, like firefox does, but under the wording of the law that isn’t sufficient.

Basically a law drafted by people who have good intentions around privacy but have no idea of the consequences of their ruling.

 

Create your own personal email signature

To help you generate your own personalised email signature for Outlook, or any other email client, we have put together a simple email form. The form will take the details that you provide and then generate four different email signature styles for you to try in your Outlook signature.

The signatures include the legally required information in the UK to comply with the Companies Act and ensure that your email signature is legally compliant. You can review the current UK legal requirements for email signatures in the attached post.

Simply provide the details requested below and we will email you a set of personalised email signatures for you to use. Complete the form below and we will email you a completed email signature.

Once you receive the emailed signatures just follow the instructions outlines in the article  adding an email signature in outlook and you will be able to start using them straight away.

email signature generator

Your Name (required)

Your Email (required)

Your Phone Number

Your Job Title

Your Name Company Name

Company website address

Company Registration Number

Full Registered Office Address


To be kept updated with tips from ComputerSpot and to get your personalised email signatures sent direct to your inbox just click on the button.

You will receive your personalised email signature very soon, they will be sent to the email address that you give in the form above. If the email doesn’t appear in a few minutes check that the email hasn’t been caught in your Spam, or Junk Mail, Filter.

Don’t see the email signature that you are looking for?

If you would like a different format of email signature, or want other information added let us know though the comments form below and we will look to add it as another format for everyone.

If you like the email signature generator I suggest that you also download our complete Business email check list

Download our Business Email Checklist

Using the Website Analytics for ComputerSpot we noticed that the top 2 items people were looking at related to email and compliance, so we decided to create a summary Business Email Checklist to bring all of the important items together in one place.

Using the Posts that we have on email and email signatures we have put together a simple Business Email Checklist, which highlights the areas which have attracted the most attention and traffic.

What is in the Business Email Checklist?

The Business Email Checklist contains advice and guidance around:-

  • UK Legal Requirements for email signatures
  • Email Archive
  • Email Branding
  • Disclaimers
  • Protecting your business from Spam and Viruses

The Business Email Checklist is a 1 page advice and guidance document, aimed at providing the important information, without being too complex . We will be creating a more in-depth Email Survival Toolkit over the comming months, which will be available from the ComputerSpot website. If you sign-up for the Business Email Checklist then you will be notified when the Email Survival Toolkit is available.

How can I get the Business Email Checklist?

To get hold of our simple, one page, Business Email Checklist just complete the sign-up form below and you will have direct download access to the PDF checklist.
Business Email Checklist

We hope that you enjoy the Business Email Checklist

Exclaimer Mail UtilitiesDisclaim, Brand and Protect with Exclaimer Mail Utilities

As your business grows you can no longer afford to let individuals control their own email signatures. You need to make sure that all email is correctly branded, with the latest marketing messages, and are also legally compliant. As a UK Limited Company there are certain legal requirements on you regarding information that must be included in all business email.

Features of Exclaimer Mail Utilities

Exclaimer Mail Utilities can ensure that your brand is properly reflected and that all of your email, even if its sent from a Blackberry, iPhone, Android phone or Tablet, is correctly branded and compliant.

  • Programatic control of the insertion of disclaimers in Outgoing, Incoming and Internal email
  • Branding of outgoing email for that professional image that the marketing department are looking for
  • Protection against incoming Spam, with the Anti-Spam module
  • Block or redirect email based on rules about specific users or domains
  • Create disclaimers for Plain Text, HTML and RTF format messages
  • Integration with Active Directory enables you to trigger rules based on AD fields and include information from AD fields in your signatures to personalise signatures. i.e. Phone Number, Job Title etc.
  • Compatible with mobile devices like Blackberrys, SmartPhones, iPhones, Android devices etc.

Why do I need Exclaimer Mail Utilities?

Exclaimer Mail Utilities are designed for Microsoft Exchange mail systems, including Exchange 2003, 2007 and 2010. The goal is to simplify the process of managing, disclaiming, branding and formatting of your company email, through automation.

Branding with Exclaimer Mail Utilities

Design your email signatures so that they fall in line with your company brand guidelines. Create dynamic signatures that adapt to automatically personalise and include Active Directory Fields along with the latest messages from the marketing department.

Compliance with Exclaimer Mail Utilities

Ensure that all of your external email is correctly disclaimed for legal, compliance and email regulation purposes. In addition to adding the disclaimers some of the compliance regulations require that you journal your email.

Protect your email with Exclaimer Mail Utilities

Use Exclaimer Mail Utilities to help protect your computer systems against Spam and email hosted viruses.

Manage mail flow with Exclaimer Mail Utilities

Control and manage the email flow process to ensure that when emails are sent to your support department they are correctly routed. That the customer receives an automatic response saying that the email has been received and that someone will be in contact within 15 minutes, if its within business hours or providing a phone number if its out of hours.

You now know how Exclaimer Mail Utilities can help your business better manage your email branding and compliance.

Next steps with Exclaimer Mail Utilities

If you want to find out more about Exclaimer Mail Utilities, or download and evaluation copy, then go to the Exclaimer website at www.exclaimer.com.

If you need assistance installing,  configuring  or managing Exclaimer Mail Utilities then contact me via the SystemAssure website.

What is an email signature?

An email signature comprises text and/or images that is added to the end of an outgoing email messages. You can use an email signature to automatically add “boilerplate” text, like: The items required for legal compliance, Marketing Messages and Disclaimers. Sometimes you will find that email signatures are also called email footers, they are the same thing and the terms can be used interchangeably.

Create an email signature including your logo

You must use Microsoft Office Word as your email editor when your email signature includes pictures or logos.

  1. In the main Outlook window, on the Tools menu, click Options, and then click the Mail Format tab.
  2. Under Message format, in the Compose in this message format list, click the message format that you want to use the signature with.
  3. Under Signature, click Signatures, and then click New.
  4. In the Enter a name for your new signature box, type a name.
  5. Under Choose how to create your signature, select the option you want.
  6. Click Next.
  7. Click Advanced Edit.

When the dialog box appears cautioning you that an editor not part of Microsoft Office Outlook will open, click Yes.

  1. Design your email signature. Make sure that you include the relevant legal requirements if you are a business.
  2. When you are ready to insert a picture or logo, on the Insert menu, point to Picture, and then click From File.
  3. Close the advanced editor, making sure that you click Yes to save your changes.
  4. When you finish editing the new signature, click OK.

Note: If you are creating your signature in Word, make sure that you press SHIFT+ENTER at the end of each line of text. If you press only ENTER, Outlook inserts your signature so that the recipient sees your signature in double-spaced format.

What next with your email signature?

After you create your email signature, you need to configure Outlook to insert your signature in your email.