Solutions

Protect Critical Data with Confidence

In today's digital workplace, email is indispensable – but it also poses serious compliance and data-security risks. The TrustSafe Email Compliance Manager (TSECM) is an advanced email security solution that addresses these challenges. It uses an intelligent compliance engine to monitor and analyze every message: scanning attributes (subjects, attachments) and user behaviour to spot sensitive content or policy violations. Based on rich rule sets, TSECM can then automatically block, encrypt, reroute or log emails as needed. This powerful automation not only prevents data leaks (even from sophisticated "man-in-the-middle" attacks) but also streamlines workflows – so your team remains productive while compliance is enforced. In short, TSECM is a transformative tool that lets organizations "conquer data breaches with confidence", giving security leaders peace of mind by safeguarding confidential information and enforcing policies consistently.

Compliance Officer

Avoid Conflicts of Interest – Enforce strict information barriers between sensitive parties

Block Unauthorized Email – Stop interns or staff from sending confidential data externally or to personal accounts

In regulated industries (like banking or finance), it's crucial to enforce "Ethical Walls" between conflicting parties. TSECM centralizes email policy management, allowing compliance teams to define rules that block any email exchanges between specified parties.

When two conflict parties attempt to communicate, TSECM intercepts the message at the gateway and stops delivery, alerting the compliance team instead. This means the compliance officer can prevent improper information sharing without having to monitor every inbox manually.
TSECM prevents sensitive data from leaking out via unauthorized email. For example, it can restrict interns or other temporary staff from sending emails outside the organization by automatically blocking any external outbound message from those accounts.

Similarly, policies can be set so that no employee may forward corporate emails to personal accounts. In practice, this ensures that confidential reports or internal documents never leave the company network without oversight, eliminating a common source of data breaches.

Chief Financial Officer (CFO)

eStatement Delivery Compliance – Capture and review bounced or undeliverable emails (e.g. eStatements) for regulatory reporting

Outgoing Email Approval – Require keyword-based approval for notices or new-hire emails before sending

Many finance teams now deliver statements and reports by email. TSECM helps ensure these communications actually reach their recipients. If an email bounce occurs (for example, a citizen's email address is unreachable), TSECM can automatically route all undelivered eStatements into a separate database for follow-up. This gives the CFO and finance team visibility into failed deliveries, supporting audit trails and compliance with disclosure regulations.
TSECM provides built-in workflows for approving certain outbound emails. For instance, the system filter outgoing messages for keywords like "Notice" and automatically hold those emails until a designated approver reviews them. It can also monitor emails from new joiners: any external email sent by a recent hire is held and sent to the line manager for approval. These controls let the CFO ensure that critical financial notices or sensitive information aren't sent prematurely or incorrectly, without adding manual bottlenecks.

Chief Information Officer (CIO)

Secure Confidential Information – Send sensitive emails as secure links, keeping content on your servers and requiring recipient authentication

Large-Attachment Handling – Automatically upload large files and send download links (with expiry) to bypass data leaks

To protect highly sensitive communications (for example, patient records or legal documents), TSECM can send emails as secure links, so content never leaves the organization's secure servers. Recipients – even external consultants – must log in to the TSECM portal to view the email. This guarantees compliance (e.g. GDPR) by keeping all confidential content within the company's control and preventing copies from spreading outside the protected environment.
TSECM overcomes email size limits with an automated upload-and-link mechanism. When a user sends a large file, TSECM uploads it to a secure repository and replaces the attachment with a download link. The administrator can set an expiry data on the link for extra security. This means employees can share huge documents (blueprints, datasets, etc.) without tying up mail servers or compromising performance, and CIOs don't have to worry about manual file-transfer workarounds.

Email Administrator

Audit-forwarding – Automatically forward copies of team emails to a central mailbox for auditing and backup

Customer Support Automation – Automatically distribute support emails round-robin and replace senders with a unified support address for consistent branding

Role-Transfer Assignment – Auto-forward or copy a departing employee's emails to designated replacements

Automatic Domain Updates – Instantly rewrite email domains after restructures of mergers (including subsidiary integration) to preserve continuity

Email Sending Limits – Enforce daily quotas for specific users or groups to control outbound volume

For customer-support teams, TSECM automates incoming mail triage. It can distribute new tickets evenly among agents (round-robin) to balance workloads, and automatically replace each agent's sender address with a unified support address (e.g. support@company.com). This ensures fast, fair assignment of cases and a consistent brand image, while reducing the risk of duplication or oversight.
When an employee leaves or changes roles, TSECM ensures email continuity. An administrator can define successor recipients, and TSECM will forward or copy all incoming mail for the departed address to those colleagues. This avoids gaps in critical communications and eliminates the need for manual email reconfiguration during staff transitions.
During acquisitions or restructures, TSECM automatically rewrites email domains to match the new corporate structure. For example, an old address user@oldcompany.com is automatically converted to user@newcompany.com on the fly. Similarly, when a subsidiary is integrated, addresses like user@subsidiary.com are replaced with the parent company's domain. This maintains continuity and branding without any manual email changes by IT staff.
Administrators can configure daily outbound email quotas for any user or group (e.g. 100 emails per user per day). TSECM tracks each user's send count and blocks any further emails once the limit is reached. This helps prevent accidental data floods or abuse (for example, a compromised account sending mass spam) while still allowing customized flexibility.
For compliance and support accountability, TSECM can auto-forward a copy of every team email to a central mailbox. This creates a case-by-case archive of all support or sales correspondence. The email administrator thus gains a complete audit trail and backup of important communications, simplifying year-end audits and incident reviews.

Each of these features is built into TSECM's policy engine, meaning that once configured, these compliance and security controls run automatically. This saves time for executives and administrators, reduces risk of human error, and provides consistent enforcement of corporate email policies.

info@trustsafe.uk

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