secure emailing municipality

Secure email for municipalities

Many data leaks are still reported within municipalities. And that is not surprising when we consider the - often - insecure exchange of sensitive data. Do you know what is required as a municipality regarding email security and secure communication? Is your municipality sufficiently secured to prevent a data breach?

Discover more here

Why communicate securely?

Sensitive data is shared via email and portals

Municipalities and citizens increasingly communicate digitally. As a result, a lot of information is shared by email and portals. These are often large files with sensitive data such as name and address details, copies of passports, payslips, etc. Data that you, as a municipality as well as citizens, do not want to fall into the wrong hands

Regulations for municipalities: The GDPR

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 your municipality is currently sufficiently secured, 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 huge, both the financial consequences for you as a municipality, as well as the consequences for the victims. Just consider the following:

  • Do you know what an average data breach will cost your municipality?
  • What consequences would it have if information about your citizens was exposed?
secure emailing municipality


The organization

  • A municipality
  • 750 employees
  • Location: Dublin 

The challenge

Municipality employees have daily contact with citizens, government institutions and other parties. This is done via telephone, in person an digitally via email and portals.

With so much daily contact, it is almost impossible to predict who is sending what and to whom. The chance that something will go wrong is therefore always present. And that is what happened in the case of this municipality: an employee accidentally sent a wrong file to various recipients in the list. The consequence? Sensitive health information from a citizen is now shared with recipients who are not authorized to view this information.

Sending a file to the wrong person, possibly resulting in a data breach, can have far-reaching consequences:

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

The solution

The municipality needs security that is in line with GDPR. In addition, there must be possibilities to correct errors. SmartLockr is GDPR compliant and therefore offers the right security and helps prevent the risk of data breaches by:

  • A check on recipients and files before sending. In the case of this municipality, this solves the problem of sharing data with the wrong recipient (s);
  • 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 -mails and files and incorrectly selected recipients.

The business advantage

By choosing a solution that is GDPR compliant, it offers your municipality the following benefits:
  • Compliance with laws and regulations increases confidence in the municipality;
  • 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 municipality?

secure email with Smartlockr
  •   You comply with the regulations of the GDPR;
  •   You already reduce the chance of a data breach by 97%;
  •   You can share large files easily and securely without the use of unsafe services such as Dropbox and WeTranfser, and
  •   You save a lot of time and costs. Your employees do not have to protect every e-mail separately: we take care of the security process for you.

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.

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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."