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World's #1 Microsoft 365 email signature management software
CodeTwo
Email Signatures 365
Add email disclaimers to stay compliant
A disclaimer is a short statement added to email messages to convey key legal or organizational information.
Adding disclaimers can help organizations meet various requirements related to data protection, spam prevention, corporate accountability, and transparency in the use of AI. The relevant regulations include:
- GDPR,
- HIPAA,
- Canada’s Anti-Spam Legislation,
- EU AI Act,
- and more – see the list below to learn more.
In some cases, organizations are required to include certain information in all business correspondence to avoid financial penalties – and we are talking about fines of up to tens of millions of euros. This is where disclaimers become indispensable.
CodeTwo Email Signatures 365 makes it easier to meet legal requirements. With CodeTwo, you can add the right disclaimers to all relevant emails, sent by all employees, from all devices.
Keep in mind that well-drafted disclaimers can save you from costly compliance violations.
Selected compliance regulations supported by CodeTwo
EU
GDPR
General Data Protection Regulation sets forth rules and principles related to, as its name implies, data security. Companies that use cloud services are especially concerned about complying with all these regulations in order not to be punished with extremely high fines.
Adding an automated email disclaimer to your outgoing email communication, which includes a link to your Privacy Policy or organization’s processing information, is a very important step in helping you achieve your GDPR requirements.
Using CodeTwo Email Signatures 365, you can also choose from 18 datacenters in multiple regions worldwide to control where your data is stored and processed.
Learn more about CodeTwo’s GDPR compliance
AI Act
Enforced from August 2026, the Artificial Intelligence Act requires organizations that deploy AI tools for generating or editing public-interest text content to provide AI disclosure statements. See Article 50.4 of the AI Act to learn more
The AI Act aside, the rise of generative AI tools has prompted many organizations to voluntarily disclose that they use AI to create content or provide customer service – or, conversely, that they don’t do that. Either way, CodeTwo Email Signatures 365 will help you add your AI disclaimer to all emails.
Directive (EU) 2017/1132
Directive 2017/1132 of the European Parliament and of the Council codifies important aspects of company law, including regulations related to corporate correspondence. It makes it mandatory for companies to include information about their legal form, the physical address of their registered office, and other details necessary for their identification (i.e., the company’s register and registration number) in all business letters, order forms, and emails. If you plan to end all your business affairs or your company is going into liquidation, this fact needs to be included in your correspondence, too.
This is where the key features of CodeTwo Email Signatures 365 come into play – you can add appropriate disclaimers to all your outgoing emails and rest assured that no one will be able to delete or change them.
UK
Company, Limited Liability Partnership and Business (Names and Trading Disclosures) Regulations 2015 and Companies Act 2006
Under both these regulations, every company must disclose its registered name, address, number, etc. (full list available here) in its business letters, official publications, and other forms of business correspondence and documentation. This, of course, applies to electronic communication as well. A breach of these regulations may result in fines. CodeTwo Email Signatures 365 allows you to not only deploy appropriate disclaimers but also exclude them if they are not necessary (for example, in internal emails).
USA
Health Insurance Portability and Accountability Act (HIPAA)
HIPAA aims to guarantee the confidentiality of Protected Health Information (PHI) and applies to covered entities and their business associates in the US. Email disclaimers are frequently used by such organizations to discourage the unauthorized use, disclosure, or distribution of patients’ data and to inform recipients of the potential consequences of doing so. Using CodeTwo to add HIPAA disclaimers, you can make sure that they are automatically added to all relevant emails.
California Business and Professions Code
Section 10140.6 of this Code, effective within the State of California, applies to all the real estate-related advertisements. It requires the companies operating in real estate sector to include certain phrases and license numbers in first point-of-contact materials (such as emails). CodeTwo Email Signatures 365 can be used to keep uniform email signatures and disclaimers for all your agents and, at the same time, personalize them, so that correct licenses and phrases are provided.
Virginia Administrative Code
Regulation 18VAC135-20-190 concerning Advertising by Licensees imposes on real estate firms the obligation to disclose their licensed name as well as the city in which they are located. By using our program to centrally manage email signatures, you can add relevant information to the disclaimer and be sure that it will not be omitted in any of the sent emails.
California Consumer Privacy Act
Section 1798.135 of the California Consumer Privacy Act of 2018, as amended, imposes a duty on businesses to guarantee the right for consumers to opt out of a sale of the consumer’s personal information. A company that is bound by this act must provide an easy-to-find link on their website that allows a customer to opt out of the sale of the customer’s personal information. While the Act does not require this link to appear in email signatures, you may choose to include it there to make it more accessible and demonstrate your organization’s commitment to privacy. With CodeTwo Email Signatures 365, you can easily add and manage such a link across all outgoing emails.
The SAFE Act (The Secure and Fair Enforcement for Mortgage Licensing Act of 2008)
The SAFE Act imposes on mortgage loan originators (MLO) a duty to clearly show their unique identifiers (NMLS ID) in business communication so that their potential customers (borrowers) can verify the registration and licensing of the given mortgage loan originator before making any commitments. By adding your NMLS ID to email signatures, you ensure that a borrower is immediately informed about your unique identifier.
Additionally, under Section __.105—Use of Unique Identifier of Federal Banking Agency Requirements, an Agency-regulated institution can comply with the law by, for example, providing a link to a website where a prospect can find a listing of registered MLOs and their unique identifiers. CodeTwo Email Signatures 365 can help you implement both solutions. The easiest way to add the NMLS number to email signatures is by using an attribute created in the Attributes manager, an extra app included for free as part of CodeTwo Email Signatures 365 subscription. You can also use a disclaimer part of your email signature to provide an URL to your website with information customers may request according to the SAFE Act.
Canada
Canada’s Anti-Spam Legislation (CASL)
CodeTwo Email Signatures 365 allows you to stay compliant with some of the CASL’s provisions. For example, the legislation requires you to provide a means to easily identify you and your company in all outgoing emails. You can provide such information in a disclaimer, and let our program add it to every email that is sent by your organization. Another important obligation requires you to allow your recipients to unsubscribe in an easy way from your mailing list. You can use our program to add an unsubscribe link to disclaimers or provide a step-by-step guide on how to unsubscribe. This disclaimer will be added to all emails sent by your organization.
Australia
Spam Act 2003
Spam Act 2003 contains rules that compel you to include relevant information about your company in every outgoing email, i.e. name, address, and other necessary details that allow identifying your company, as well as contact details. You also need to provide a link to a functional unsubscribe mechanism (e.g. an email address to which the recipient can send an unsubscribe message), together with a statement that defines its purpose. With CodeTwo Email Signatures 365, you can provide both elements as part of a single disclaimer. That way, you comply with both provisions at once, and you are sure this disclaimer is always added to each email, in an unchanged form.
Of course, there are many other laws, not necessarily applicable to electronic communications, that centrally managed automatic signatures can help you abide by. With our program in place, you do not have to worry that some disclaimers will not be added to your outgoing emails or will be removed by third parties. Just make sure that all the necessary information is included in them.
Although CodeTwo Email Signatures 365 can help you stay compliant with the mentioned provisions, bear in mind that all these norms and regulations may contain other obligations that you need to follow. And these obligations may differ from one country to another. It is up to you to know which ones affect you directly.
