Title: e-mail and fax disclaimers - advice please
Post by: veracity on October 20, 2003, 01:00:57 pm
Hello all. I am hoping you may be able to give me some advice on the wording of e-mail and fax disclaimers, you know the bit that says 'if you have received this in error...blah blah'
Thanks for your help.
Thanks for your help.
Title: Re: e-mail and fax disclaimers - advice please
Post by: alisonfaebeith on October 20, 2003, 01:10:07 pm
This is at the bottom of our fax cover sheets....
"CONFIDENTIALITY NOTICE
This facsimile transmission and any accompanying documents contain information belonging to the sender which may be CONFIDENTIAL and LEGALLY PRIVILEGED. This information is only for the use of the individual or entity to which this facsimile was sent as indicated above. If you are not the intended recipient, any disclosure, copying, transmission, distribution or action taken in reliance on the contents of the information contained in this facsimile transmission is strictly prohibited. If you have received this transmission in error, please call to arrange the return of the documents to us at our expense. Thank you."
Hope this helps,
Alison
"CONFIDENTIALITY NOTICE
This facsimile transmission and any accompanying documents contain information belonging to the sender which may be CONFIDENTIAL and LEGALLY PRIVILEGED. This information is only for the use of the individual or entity to which this facsimile was sent as indicated above. If you are not the intended recipient, any disclosure, copying, transmission, distribution or action taken in reliance on the contents of the information contained in this facsimile transmission is strictly prohibited. If you have received this transmission in error, please call to arrange the return of the documents to us at our expense. Thank you."
Hope this helps,
Alison
Title: Re: e-mail and fax disclaimers - advice please
Post by: suzib001 on October 20, 2003, 01:51:01 pm
This is our one here for email.
+++++++++++++++++++++++++++++++++++++++++++++++++++++++
The National Blood Service.
Do something amazing today - Give Blood.
Please call 0845 7 711 711.
You can visit us at www.blood.co.uk, or on
BBC2, Ceefax page 465.
+++++++++++++++++++++++++++++++++++++++++++++++++++++++
The views expressed in this e-mail are those of
the sender, and not necessarily those of the
National Blood Service.
This text confirms that this e-mail message
and its attachments have been swept for the
presence of computer viruses by the National
Blood Service, however we cannot guarantee
that they are virus free.
All e-mails and their attachments to and from
the nbs.nhs.uk domain are archived, and their
contents may be monitored.
+++++++++++++++++++++++++++++++++++++++++++++++++++++++
Suze
Title: Re: e-mail and fax disclaimers - advice please
Post by: countrigal on October 20, 2003, 02:24:52 pm
The one we use, which covers a lot of confidential information since that's about all we ever deal with, is simple and plain spoken. It reads:
"This transmission is intended for the use of the person or office to whom it is addressed and may contain information that is privileged, confidential, or protected by law.
All others are hereby notified that receipt of this message does not waive any applicable privilege or exemption from disclosure and that any dissemination, distribution, or copying of this communication is prohibited.
If you have received this communication in error, please notify us immediately at teh telephone number shown below. Thank you."
Of course, any of our documents that are protected under the Privacy Act, or other legal laws, are also documented as such on the documents themselves, so that there is no question of the confidentiality of the items.
Hope that helps.
CountriGal
Peer Moderator
"This transmission is intended for the use of the person or office to whom it is addressed and may contain information that is privileged, confidential, or protected by law.
All others are hereby notified that receipt of this message does not waive any applicable privilege or exemption from disclosure and that any dissemination, distribution, or copying of this communication is prohibited.
If you have received this communication in error, please notify us immediately at teh telephone number shown below. Thank you."
Of course, any of our documents that are protected under the Privacy Act, or other legal laws, are also documented as such on the documents themselves, so that there is no question of the confidentiality of the items.
Hope that helps.
CountriGal
Peer Moderator
Title: Re: e-mail and fax disclaimers - advice please
Post by: gee4 on October 20, 2003, 04:11:13 pm
The contents of this message and any attachments to it are confidential and may be legally privileged. If you have received this message in error you should delete it from your system immediately and advise the sender. To any recipient of this message within xxx, unless otherwise stated you should consider this message and attachments as “xxx CONFIDENTIAL”.
Title: Re: e-mail and fax disclaimers - advice please
Post by: ControlledChaos on October 21, 2003, 09:07:09 am
Our disclaimer is in a box before the text of the fax and states:
This fax may contain confidential information and is intended only for the use of the specified individual above. If you have received this communication in error, please notify us imediately on the above number (International calls will be reimbursed) and return or destroy the communication. Dissemination, distribution or copying of a misdirected communication is strictly prohibited. Thank you.
Hope this helps.
This fax may contain confidential information and is intended only for the use of the specified individual above. If you have received this communication in error, please notify us imediately on the above number (International calls will be reimbursed) and return or destroy the communication. Dissemination, distribution or copying of a misdirected communication is strictly prohibited. Thank you.
Hope this helps.
Title: Re: e-mail and fax disclaimers - advice please
Post by: veracity on October 21, 2003, 10:25:07 am
Thanks everyone, I think I should be able to cobble something together from your contributions!
Title: Re: e-mail and fax disclaimers - advice please
Post by: suzib001 on October 21, 2003, 03:26:52 pm
Room for one more for luck?
The contents of this e-mail are not necessarily the policy or
opinion or representative of any policy or opinion of the Authority
or any person employed by it. This transmission is intended only
for the named recipient(s) and is confidential in nature. If received
in error, please return it to the sender and destroy any copies
immediately.
Suze
The contents of this e-mail are not necessarily the policy or
opinion or representative of any policy or opinion of the Authority
or any person employed by it. This transmission is intended only
for the named recipient(s) and is confidential in nature. If received
in error, please return it to the sender and destroy any copies
immediately.
Suze
Title: Re: e-mail and fax disclaimers - advice please
Post by: izabella30 on October 22, 2003, 10:11:31 pm
How would you phrase it if you are telling that specific person that it is confidential?
Title: Re: e-mail and fax disclaimers - advice please
Post by: suzib001 on October 23, 2003, 10:26:53 am
Confidentiality Notice
This e-mail and its attachments are intended for the named addressee only and may contain privileged/Confidential Information. If this e-mail is sent to you in error you should not copy or deliver this message to anyone; you should destroy it and notify the sender by reply e-mail that it has been wrongly directed.
Contents and Security
Please note that this e-mail has been sent in the knowledge that e-mail is not a 100% secure communications medium. Please be aware of this lack of security when replying to this e-mail. As Internet communications are not secure we do not accept legal responsibility for the contents of this message or responsibility for any change made to this message after it was sent by the original sender.
The views and opinions expressed in this e-mail are the author’s own and may not reflect the views and opinions of the Company.
Virus
Although this e-mail and its attachments are believed to be free from virus, it is the responsibility of the recipient to ensure that they are virus free and we advise you to carry out your own virus check before opening any attachments. The Company cannot accept liability for any damage sustained as a result of software viruses.
Monitoring
The Company reserves the right to monitor e-mails in accordance with the Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000.
Suze
This e-mail and its attachments are intended for the named addressee only and may contain privileged/Confidential Information. If this e-mail is sent to you in error you should not copy or deliver this message to anyone; you should destroy it and notify the sender by reply e-mail that it has been wrongly directed.
Contents and Security
Please note that this e-mail has been sent in the knowledge that e-mail is not a 100% secure communications medium. Please be aware of this lack of security when replying to this e-mail. As Internet communications are not secure we do not accept legal responsibility for the contents of this message or responsibility for any change made to this message after it was sent by the original sender.
The views and opinions expressed in this e-mail are the author’s own and may not reflect the views and opinions of the Company.
Virus
Although this e-mail and its attachments are believed to be free from virus, it is the responsibility of the recipient to ensure that they are virus free and we advise you to carry out your own virus check before opening any attachments. The Company cannot accept liability for any damage sustained as a result of software viruses.
Monitoring
The Company reserves the right to monitor e-mails in accordance with the Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000.
Suze
Title: Re: e-mail and fax disclaimers - advice please
Post by: elkiedee on October 23, 2003, 11:42:51 am
Re sending it to specific named addressee as confidential - I would email or telephone them first and ask where to send it - otherwise you may be sending it to the fax machine in the main office. Disclaimers apparently have no legally enforceable status - I have heard this from our contracts lawyers (in a local authority legal department. Often they're simply put on every communication from an organisation with the result that they don't really mean a lot.
I have also heard from someone with some justification that marking a letter visibly confidential just draws attention to it as something possibly juicy enough to be worth a peek. She was an employment law secretary in another council I used to work for.
Saying that, use a disclaimer if that's what you're asked to do, but if it's really a major issue of confidentiality, find out how to get it to named person or named person's PA/secretary - I'm sure I don't need to tell you how irritating it can be when people don't appreciate being discreet while helping those whose secretary you are is your job - to avoid it lying around in a visible place.
If you want to tell person you're sending contents are confidential, why not just include in a letter or memo - Please treat the contents of this as confidential. That's telling them without shouting to everyone else the way fax disclaimers or bold block capitals etc etc can.
Luci
I have also heard from someone with some justification that marking a letter visibly confidential just draws attention to it as something possibly juicy enough to be worth a peek. She was an employment law secretary in another council I used to work for.
Saying that, use a disclaimer if that's what you're asked to do, but if it's really a major issue of confidentiality, find out how to get it to named person or named person's PA/secretary - I'm sure I don't need to tell you how irritating it can be when people don't appreciate being discreet while helping those whose secretary you are is your job - to avoid it lying around in a visible place.
If you want to tell person you're sending contents are confidential, why not just include in a letter or memo - Please treat the contents of this as confidential. That's telling them without shouting to everyone else the way fax disclaimers or bold block capitals etc etc can.
Luci