The email system we have developed for Phoenix is based on the systems used in many businesses. We provide team email addresses used for team communication within phoenix. They take the form teamname@phoenixyouthprovision.org.uk. These function as shared inboxes, where multiple team members receive and send emails collectively. The leader of the team or designated administrator of the email will be able to send emails using this address while other staff will receive any emails sent to the address in their personal emails.
Businesses often use a personal work email. These are assigned to individual employees for direct communication. They help maintain professionalism and accountability while allowing personalized interactions. As staff have generally used other applications such as WhatsApp for personal communications we have not yet provided a personal work email. A personal work email would take the form firstname.surname@phoenixyouthprovision.org.uk to clearly indicate that any email message sent to this address will be received by the named person only, unlike the team address.
Every email sent using the Phoenix Youth Provision domain should have a disclaimer to protect the content and the sender.
Email disclaimers serve several important purposes:
- Legal Protection: They help limit liability by stating confidentiality terms, disclaiming responsibility for errors, or clarifying sender intentions.
- Compliance: Some industries, like finance and healthcare, require disclaimers to comply with regulations such as GDPR or HIPAA.
- Confidentiality: They remind recipients that the content may be private and should not be shared or misused.
- Security Notices: Some disclaimers warn users about risks like phishing or unauthorized access.
- Professionalism: They reinforce a company’s policies, showing diligence and awareness of communication best practices.
Best Practices for GDPR-Compliant Team Emails
We follow best practice guidance for our email system following the aspects listed below.
- Use role-based emails (e.g., support@phoenixyouthprovision.org.uk) to minimize personal data exposure.
- Limit access to shared inboxes—only authorized personnel handle sensitive communications.
- Ensure encryption and security measures to protect email data from breaches.
- Regularly review policies to align with GDPR updates and employee rights.
A disclaimer is an essential part of every email sent by staff on behalf of Phoenix Youth Provision. The following sets out what should be included and provides an example for staff to use.
Placement & Visibility
- Position the disclaimer at the end of the email signature for easy reference.
- Use clear formatting (e.g., bold headings or spacing) to improve readability.
Essential Disclaimer Components
- Confidentiality Notice: Reinforce that youth-related information is sensitive.
- Data Protection Statement: Clarify GDPR compliance and safeguarding policies.
- Legal Liability Clause: Ensure the sender is not responsible for unintended consequences.
- Security Warning: Advise recipients to verify email authenticity.
- Opt-Out & Data Rights: Provide a contact for data concerns.
Phoenix Youth Provision Staff Email Disclaimer Example
A disclaimer such as the one below should end every email.
Name |Role
Phoenix Youth Provision Team-name
Email: team-name@phoenixyouthprovision.org.uk
Web: www.phoenixyouthprovision.org.uk
This email and any attachments are confidential and intended solely for the recipient. If you are not the intended recipient, please delete this email and notify the sender immediately.
Safeguarding & Data Protection Youth club staff handle sensitive information regarding children and young people. Any unauthorized sharing of this information is strictly prohibited. All data processing complies with the General Data Protection Regulation (GDPR) and safeguarding policies.
Legal Liability The views expressed in this email are those of the sender and do not necessarily reflect those of Phoenix Youth Provision. No liability is accepted for any errors or omissions.
Security Warning While we take precautions, we cannot guarantee this email is free from viruses or security threats. Please ensure your own security measures are in place.
Opt-Out & Data Rights If you wish to opt out of further communications or request access to your data, please contact info@phoenixyouthprovision.org.uk.
Phoenix Youth Provision 