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Perfectly prepared for the EU-GDPR

EU General Data Protection Regulation (GDPR)

May 25, 2018 is the official deadline of the new General Data Protection Regulation (GDPR) throughout Europe. The days of the transition period are counted and every company should prepare in their own way for the changes in the data protection law.

The new regulation also affects email marketing, as the processing of personal data is the basis of your mailings. We would like to give you a brief explanation of the most important areas of the GDPR and provide you with some indications that you may need to work on, in order to ensure the compliance of your activities. We recommend that you use the opportunity to build up a high-quality subscriber base with the new EU-GDPR and take your email marketing to a whole new level.

The most important thing in advance:

We are perfectly prepared for the new regulation

With mailworx, you have a competent and EU-GDPR compliant partner for your email marketing by your side.

Technical facts

With mailworx, we provide you with an EU-GDPR compliant email marketing software. When it comes to privacy, you are also exposed to certain technical risks. We keep an eye on these risks all the time and minimize them through a variety of measures. Here are just three of the many evidences that will show you how we technically provide a safe and compliant system.

Server location: Austria

Our servers are all operated in Austria - so we guarantee that your data will be stored and processed in the Austrian area. Data security is ensured by technical and organizational measures.

Data security concept

The data security concept of mailworx contains all technical measures regarding data protection. Our concern is not only the latest state of the art technology, but also the security of the software and especially of your data.

Contract data processing

All mailworx customers are already signing a contract for data processing. In the context of your partnership with mailworx, you are already well prepared for the EU-GDPR if you have this contract.

Email marketing facts - Part I

Of course, data privacy is also an important topic in the case of email marketing. Use the EU-GDPR as an opportunity to build a high-quality database. We've picked out a few things for you to consider when getting new subscribers.

Information requirements

When it comes to registering to your newsletter, the users have to be informed about what is happening to the entered data. Simply inform your potential subscribers how and why their data is going to be stored and processed.

mailworx hint: You can explain all the important information in your privacy policy on your website. Do not forget to implement a corresponding tracking information in the context of your newsletter. Inform your prospects what is recorded and for what purpose. Include a link to your privacy policy in each of your registration forms to fulfil your information duty.


You need the express consent of your subscribes in order to be able to send them your mailings. If necessary, you also have to prove this consent. How this proof should look like cannot be said in general for each use case and have to be defined per acquisition method (for example, the registration on the website or a trade fair).

mailworx hint: Practice shows that the double-opt-in procedure is a tested method for verifiably obtaining the consent of your subscribers. Take the chance and build up a high-quality database.

Rejection of consent

Subscribers must be able to reject their consent of receiving your mailings at any time. Additionally, they can apply that you have to delete the stored and processed data. In mailworx, you have the option of unsubscribing the recipient or delete the data irrevocable.

mailworx hint: Include a "unsubscribe" link in each of your emails. Subscribers are able to reject the consent on their own.  Additionally, you can do it manually in your subscriber database of mailworx.

Email marketing facts - Part II

You have convinced your prospective customers and they have registered EU-GDPR compliant to your newsletter. Everything perfect so far - you just have to keep in mind that there are also rights for your newsletter recipients that they can claim for. mailworx optimally supports you in this case that you can fulfil these rights without much effort.


The recipients of your newsletter have the right to correct their stored or processed data at any time. If a subscriber contacts you, you have the option of manually correcting the data in your mailworx database.

mailworx hint: Include a "change data" button in each of your mailings so that the subscriber can directly correct the stored data on his own.


Newsletter recipients can request information about their stored and processed personal data. In mailworx you can export the required information report to the respective subscriber as a pdf file. This contains all the stored data in mailworx for this subscriber.

mailworx hint: To create the information report go directly to your subscriber in the mailworx subscriber database and export the report via the button "Information report acc. EU GDPR".


Subscribers can also apply their right to delete their data. In mailworx the subscriber can easily be deleted manually. The saved data including all collected information is completely deleted and cannot be restored.

mailworx hint: mailworx automatically generates a deletion report after you manually remove a subscriber. You can verify the deletion of the data from your former recipients.


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We provide you with an EU-GDPR compliant email marketing software. However, we would like to point out that the new regulation not only concerns the topic of email marketing, because also other areas of your company can store or process personal data. In addition, we cannot address the specifics of your business when we are talking in the general aspect of the GDPR. In order to be perfectly prepared for the new regulation, we recommend a consultation with your legal expert.