Groupmail

Would recommend using recommend double-opt-in to explain why, how and where the subscriber’s data will be held. You can see the following tutorial to help set this up within GroupMail: Use Double Opt-In within Groupmail Insights to help with GDPR consentQ. Is the GroupMail compliant with GDPR regulations?As the GroupMail software and related data is stored on your own desktop or server (rather than in a wider network), it means that’s it’s safe and in compliance with GDPR, once it is stored within the EU.Any data which we store externally (such as Insights Analytics data) is hosted securely in Microsoft Azure cloud infrastructure in Dublin, Ireland and backups are stored with Amazon AWS Dublin, Ireland – which of course keeps it safe and secure within the EU.Q. What you’re advising clients to do in order to be compliant?We advise that you read through this FAQ and we encourage you to work with a legally qualified professional to discuss GDPR, how it applies specifically to your organisation, and how best to ensure compliance.Q. What exactly are the GDPR Rules and how can we can follow the GDPR Rules from May?See aboveQ. I have GroupMail, but due to changes in EU we have to get people to confirm they want to receive emails. how can I do this with GroupMail?Yes, please see the following tutorial to see how to set this up within GroupMail: Ask your current Subscribers for consent to help comply with GDPRQ. Is there a feature in Groupmail that allows recipients to opt-in if I were to send an email before May 25th?Yes, please take a look at the following tutorial: Ask your current Subscribers for consent to help comply with GDPRQ. Our mailing lists are a CSV File, and we need to get clients Double Opted In and

PC. Is that ok under GDPR?This relates to the storage of data within the regulation. If the database is stored within the EU, then it is in accordance with the requirement to maintain personal identifiable information within the EU.Q. We use GroupMail, is encryption of stored email addresses required, even if on our own computers?This relates to the security of data within the regulation, and the higher level security of your data, the better.Q. As a GroupMail client are we required to comply in any way with GDPR?Yes, if you store personal identifiable information of EU citizens, then you are required to comply with the GDPR regulation.Q. I’m not in the EU and use GroupMail, does GDPR effect sending emails to EU recipients?Yes, although you are not based in the EU, if you store personal identifiable information of EU citizens then you are required to comply with GDPR regulation.Q. GroupMail stores a lot of personal data. Please inform me about your practice how to ensure the compliance with GDPR. Example, GroupMail has no optional password protection. How could we ensure the security etc?GroupMail contact data is stored on your own desktop or server. Therefore, if the data is stored within the EU, then it is in accordance with the requirement to maintain personal identifiable information within the EU.Again, the security of your data resides within your organisation. We do not have access to this data.Q. I’ve read throughout your article about GDPR: With this important sentence:“…We’re also busy analysing GroupMail to determine whether any improvements or additions can be made to make them more efficient for those users subject to GDPR – this will remove any related stresses or concerns for those companies which use our software…”. Is it possible to give me a state of affairs?Hopefully this FAQ will

Help with any questions you may have. You can also contact us with any further questions.Q. With regards to GDPR, we need to send a form to all our users asking if they accept the new regulations. It is possible with GroupMail and if so how? Also, all those addresses who accept it are still on the list but all those addresses who does not accept it must be deleted from our lists. It is possible to do automatically?Yes, it sure is. Take a look at this article on how to set this up: Ask your current Subscribers for consent to help comply with GDPRQ. I use GroupMail and I am not looking for any legal advice about GDPR, can you help please?We offer guidance on your requirements in relation to GDPR and Email Marketing. However, we always recommend that you receive your own independent legal advice in relation to GDPR compliance.Q. Does the fact that the GroupMail contact data is stored on site and backed up to external hard drives (rather than over the internet to cloud storage) should satisfy GDPR security requirements.This relates to the storage of data within the new regulation. Yes, if the data is stored on site within the EU, then it is in accordance with the requirement to maintain personal identifiable information within the EU.Q. Does un-subscription, which is done via GroupMail Insights, create a remote storage factor and, therefore, a requirement for encryption? (I see that the Insights Unsubscribe Page does not have an SSL cert).Yes, Insights Subscriber stores the personal identifiable information for a short period of time, until the data is processed by GroupMail on your PC/Server. Once you process the data within GroupMail (using the subscriber add-on), the data is deleted from our server immediately.The data is temporarily stored using

If you use Microsoft Office 365 you can configure GroupMail with the Microsoft Office 365 email settings to send your newsletters and other group emails through the Microsoft Office 365 Outgoing Mail Server.When configuring your GroupMail Sender Account These are the details you will require.SMTP Server: smtp.office365.com{Note: this maybe different depending on your location, please contact Microsoft directly to confirm}Requires Authentication should be checked on.Authentication Type: AUTH LOGIN (Default)Specific to Office 365, if you have 2Factor authentication enabled in your account then please log in to your Office 365 account and create a specific “App Password”. You can then use that supplied password from Microsoft, instead of your normal Email password for authentication in your GroupMail sending account. The UserName will be your sending Email address.This tutorial will show you how: Port: 587SSL: Yes (Use STARTTLS)Then Press Ok to Save.If you have any questions, or need any help along the way, you can contact the GroupMail Support Team.

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To send group email through an outgoing SMTP mail server, you will have to create a sender account in GroupMail and enter the SMTP settings of the mail server that you will be sending your messages through.SMTP stands for Simple Mail Transfer Protocol. It is the most common method used to send email. Basically, there are three components that make up SMTP settings.1. The SMTP mail server address,2. The SMTP outgoing port number, and3. The SMTP authentication details for your account with themWith the release of GroupMail Version 5.3.0118 we have made setting up your account even easier. Now, GroupMail will attempt to automatically detect your outgoing SMTP mail server settings based on the email address and password that you enter.Below are instructions for creating a GroupMail Account using both the Automatic Setup available with the release of GroupMail version 5.3.0.118 and Manual Setup.1. Auto Account Setup.To automatically detect the SMTP Server Settings, go to the Tools/Account Manager and click on New.On the New Account screen, enter your From Identity details.After entering the From Name, Organization, Email Address and Password for that email address, press Next. GroupMail will then try to automatically configure the SMTP server settings based on those details.First, it will search for the SMTP Server Name, Port Number and Authentication details based on the email address you entered.Then, once it has located these details it will try sending a Test Message to confirm that the settings are working.If the test message is successful, you can click on Next.Finally all you need to do is enter a Descriptive Name for the Account.Press Finish to complete the setup! Now you are ready to start sending from this account.As with all accounts you can press the Modify button to make changes to this account at any stage.2. Manual Account SetupIf you would rather configure your own account manually. On the Tools Menu, Account Manager, New screen, click on the bottom option “Manual Account Setup – Enter your own Server details“.To add the SMTP settings for your outgoing mail server in GroupMail, go to the Account Manager (Tools/Account Manager) and either click New, Modify or Import on the Account Manager screen depending on whether you want to create a new account, modify an existing one or import existing SMTP settings from your Outlook or Outlook Express client on that computer.Below are some screenshots of the process for adding SMTP settings to an account setup to send through a Gmail SMTP mail server.* On the user information screen above, enter a descriptive name for the account at the top. The information you enter in the Name and Organization fields is what will appear to your recipients in the From field when they get email from you. So give some thought about how you would like to represent yourself or your business. Of course, you will need to enter the email address you are sending from and the one where you want replies to go too.* If you do not know the SMTP