GDPR Compliance: How Registered Email Helps Companies Avoid Fines

Compliance with the General Data Protection Regulation (GDPR) is still a challenge for many companies. Years after its entry into force, fines for non-compliance continue to increase rapidly.

With the goal of avoiding these penalties, companies are adopting registered email as a trusted way to certify communications involving personal data and to obtain explicit consent with full legal proof.

Discover how eEvidence helps companies demonstrate GDPR compliance, reduce legal risk, and prevent costly fines.

The obligation to inform under GDPR

Fines imposed by the Spanish Data Protection Agency (AEPD)

Since GDPR came into force, the Spanish Data Protection Agency (AEPD) has already issued more than 300 resolutions, over 30% with fines.

For example, on October 26, 2020, the AEPD fined Telefónica €75,000 for mismanaging personal data in invoices. The sanction underlined that no solid evidence was provided to prove legitimate data processing.

What does GDPR require from companies?

• Companies must inform customers, suppliers, shareholders, and employees about how their data is processed.
• When processing may be illegitimate, explicit consent must be obtained.
• Companies must be able to demonstrate with evidence that data subjects were informed and consented.

The challenge is not only complying with GDPR, but also being able to prove it with irrefutable evidence when required.

Why communication certification matters

Conventional email is weak as legal evidence:

Emails can be easily altered or denied by recipients, making them unreliable in court and insufficient to demonstrate GDPR compliance.

For this reason, companies are increasingly turning to certified communications (Burofax, certified postal mail, or registered email) to prove they have fulfilled their duty to inform under GDPR.

Why certified email is the best option

Among certification methods, registered email stands out:

• Easy: 100% digital, no paperwork or travel.
• Fast: almost immediate delivery and certification.
• Automatable: perfect for mass communications.
• Cost-effective: only a few cents per certified email.
• Eco-friendly: avoids unnecessary paper and waste.

Registered email certifies sending, content, attachments, and delivery. With eEvidence, you also receive a PDF evidence receipt containing all the details with full legal validity.

This makes registered email an efficient digital alternative to Burofax, recognized by the eIDAS Regulation (EU 910/2014).

Why companies choose eEvidence for GDPR compliance

• 0% intrusive: recipients don’t need to take action. Optionally, you can add a “Certified by eEvidence” notice.
• Fast & easy to implement: ready to use in minutes, with integrations and APIs for automation.
• Legally reliable: compliant with eIDAS, ESSIGN, and UETA. Trusted in over 90 countries and more than 50M certified emails per year.
• Versatile: useful not only for GDPR compliance, but also for HR, finance, contracts, claims, and more.

Frequently Asked Questions (FAQ)

Is registered email legally valid to prove GDPR compliance?

Yes. Registered email provides evidence admissible in court, recognized by GDPR frameworks and eIDAS regulation.

What type of communications should be certified?

Any GDPR-related communication: data processing information, explicit consent requests, privacy policy updates, data breach notifications, etc.

Is it complicated to implement in a company?

Not at all. With eEvidence you can send certified emails directly from your regular email account or automate them via API.

Conclusion: Avoid GDPR fines with eEvidence

GDPR fines can be devastating, but with registered email you can prove compliance, obtain explicit consent, and protect your company from legal and financial risks.

Don’t leave compliance to chance — sign up for eEvidence today and start certifying your GDPR communications with full legal certainty.