Safe mailing as a housing association

Secure emailing for housing associations

As a housing association, a lot of personal data is exchanged every day. Think of sensitive information from citizens as well as from your organization. And that is not surprising, when we consider the privacy sensitivity of the data that is exchanged. Do you know what is going on with email security and secure communication? Does your organization currently have the right security to prevent a data breach?

Discover it here!

Why communicate securely?

Sensitive data is shared via email

Housing associations increasingly communicate digitally with citizens, relations and various government institutions. In addition, a lot of information is shared by e-mail.

These are often (large) files with sensitive data such as name and address details, payslips and copies of passports. Information that neither you as an organization nor the citizen want to fall into the wrong hands.

Regulations for housing associations: The GDPR

Als gemeente dient u met de volgende regelgevingen rekening te houden:

The General Data Protection Regulation (GDPR) became enforceable beginning 25 May 2018. This law obliges organizations within Europe to process and protect personal data correctly. In practice, this means that people whose data are stored, processed and shared now have more rights.

To check whether you as a housing corporation are currently sufficiently protected, these questions can help you:  

  • How are laws and regulations being complied with?
  • Has there ever been a risk of a data breach in the past ?
  • How are large files currently shared and via which secure way is this done?

This is why you should consider email security

The problem with data leaks, in addition to the lack of awareness, complicated work processes and unfriendliness of systems, is closer than you might think. It is your own employees who can unintentionally - due to human error - share data with the wrong people.

Where there is no secure communication, the risk of a data breach is always present. And the figures of the data breaches in Europe since the introduction of the GDPR until January 2021 (Report: DLA Piper) also show that.

+281,000 data breach notifications

in Europe since the introduction of the GDPR. 

Denmark, The Netherlands and Ireland

had the most data breaches per capita.

Human Error - sending data to the wrong person

is the main cause of data breaches.

The consequences of a data breach can be enormous, both the financial consequences for you as a housing association and the consequences for the victims. Just consider the following:

  • Do you know what an average data breach will cost your housing association?
  • What consequences would it have if a client file ended up on the street?
secure emailing


The organisation

  • Housing association with different locations
  • 2000 employees
  • Location: spread throughout Dublin

The challenge

Within housing corporations there is a lot of e-mailing back and forth. This concerns contact between citizens and employees, employees themselves and with various government institutions.

The chance that something will go wrong is always present. Think of sending a file to the wrong recipient, due to volatility or fatigue of the employee. Exchanging information with the wrong person, resulting in a possible data breach, can have far-reaching consequences:

  • Exposure of sensitive tenant data;
  • Loss of confidence in the organization;
  • Violation of laws and regulations with high financial costs as a consequence.

The solution

The housing corporation needs security that is in line with the GDPR. In addition, there must be possibilities to correct errors, should it be the case that incorrect information has been shared.

In addition to meeting this standard, SmartLockr helps prevent the risk of data breaches by:

  • A check on recipients and files before sending;
  • Ease of use so that employees can use the solution safely, simply and effectively;
  • After sending, there is also the option to block incorrectly sent e-mails and files and incorrectly selected recipients..  

The business advantage

By choosing a secure solution for exchanging information, it offers you as housing association the following benefits:  
  • Compliance with laws and regulations increases trust in the organization;
  • Saving the high financial costs associated with a data breach;
  • Productivity of the employees, because the data security piece is taken off your hands.

How does SmartLockr help your organization?

If you choose SmartLockr, then:

veilig mailen smartlockr
  •   You comply with the GDPR
  •   Can you prevent data breaches and reduce the risk by 97%
  •   You can easily and securely send (large) files, such as leases and privacy-sensitive documents, without having to use unsafe services like WeTransfer and Dropbox, and
  •   You not only save a lot of time, but also money. SmartLockr takes the security process out of your hands, which means your employees do not have to spend 5-10 minutes, per document / email, on securing them.

Our Difference

SmartLockr responds to three pillars that are important for secure communication: 


Communicate securely without disrupting your and your employees' work processes. Our solution is very user-friendly, which means that it is actually used.

Increasing awareness

If you, as a user, are more aware of what you are doing, the chance of an error is reduced. This can prevent data from being sent to the wrong person.

Comply with regulations

With the use of SmartLockr, you comply with regulations, like the GDPR. This means that you always work according to the applicable standards, without having to take extra measures.

Start by emailing securely and prevent sensitive information from falling into the wrong hands.

With SmartLockr you reduce the chance of a data breach by 97%. This way, both your office and your clients run as little risk as possible.


What our customers say


“We were looking for a secure solution that was easy to implement in our organization. SmartLockr Secure Mail offers this, so the choice was easy. It has been introduced silently into our organization. "

De Haan Advocaten & Notarissen
"SmartLockr Secure Mailing is an adequate solution that enables us to send (privacy) sensitive or confidential data of clients in an easy, professional and secure way."