Regulatory Compliance

Assuring that you did send an email is not enough. You may need to prove it. When faced to framework regulations, the ability to produce evidence of your emails can keep your organization out of trouble.

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Who benefits from us?

Organisations are facing an increasing need to be able to show what was communicated to who and when. Not only that, many also need to make sure they can prove that they did comply with industry or legal notification requirements, whether this is a change on legal policies, the commencement of a debt claim, an acknowledge of a customer consent or whatever other information they are supposed to have delivered to third parties.

The ability to supply verified and immutable proof of what was communicated can help organizations to stay out of trouble, to be in a strong position to successfully resolve a claim, to avoid all the time and costs that are involved with dealing with such cases and, most important, to be seen by customers, partners, investors and regulatory bodies as an organization that takes business obligations seriously.

Ensuring that email contents and delivery is admissible is the real requirement

Emails can be altered for convenience in many ways, not only its content, but also most of its relevant information. As such, no email has legal admissibility on its own when the other party is denying its authenticity. Therefore, the key is to create an immutable copy of the email that would be admissible, if it ever came to such a need.

On the other side, when an email file is corrupted or lost, no matter what the cause is, the inability to show up the exact contents of what was sent may impede an organization to defend a case. Similarly, when the other party declares no email was received it may be your word against theirs.

Let us deliver and register all your emails

In many situations, asserting that an email was sent is not enough: supplying a copy of stored emails and log records would do the trick, but you may also need to demonstrate that you didn't built up those records at your convenience. The real challenge is to prove it beyond doubt.

By deploying eEvidence Registered Emails as part of your information policies, you will be securing an evidence delivery receipt for every email you send —or receive.

The receipt suplies the necessary evidence to prove beyond doubt what the email was about, its exact contents, who sent it, to whom and when was it delivered and accepted by the recipient's mail sever. No mater what the email contains, we will register it the second after it gets delivered. And trust us, this receipt is pretty hard to question.

Understanding the hash

In the digital world, an email message, a JPEG image or a MP3 recording are only a few amongst the many digital file types that exist, where a digital file can be described as a set of data comprising a unique distribution of Zeros and Ones. For every individual set of data, a unique digital footprint —a hash— can be obtained by means of a cryptographic hash function. For the hash to be reliable, cryptographic hash functions must have two main properties:

  • it is infeasible to modify a file without changing the hash
  • it is infeasible to find two different files with the same hash.

When these properties are met, the resulting hash is to all intents and purposes a precise and indubitable representaion of a given file. When dealing with emails, registering a hash equals registering the contents of the emails you sent to others. Simple as that.

Use our web services to check for delivery errors and to retrieve your evidence receipts

We offer you several options to remotely query our systems as many times as you need to. Our web services are all based on standard technologies, allowing for a very easy implementation at your end.

Time to take the evidence receipt to action

By delivering the email to the recipient's mail server, we prove it was accepted at destination. We decline to demonstrate it was opened and read by the recipient; it isn't juridically relevant and there's actually no legitimate way to prove such a thing.

When dealing with the need to prove what was sent, to whom and when, simply supply the time-stamped evidence receipt. That's all you need to make your point.