Besides being aware of whether emails and content should be sent with or without encryption, it is important to take other precautions when you send and receive messages, e.g.:
YOU MAY NOT
- Send emails containing internal, sensitive or confidential information about a third party to recipients outside AAU.
- Store emails containing sensitive or confidential personal data in your inbox for more than 30 days. No later than after 30 days, such data must be moved into a system designed to process sensitive and confidential personal data, such as our DMS (Document Management System), Work Zone.
- Use AAU’s email system for private purposes to a limited extent. It is recommended that you store private emails in a folder named ‘Private’ (also see ‘Email and Calendar Policy (In danish)’).
- Send large amounts of data through channels other than email – but look into what precautions you should take.
In the fight against spam and phishing, common sense is the most important tool.
Your inbox is under constant attack from spam emails from senders trying to get their hands on your money or data. A professional spammer can falsify their sender address in less than 10 seconds so that it is the same as that of your family members, friends or bank.
(Figure translated: "Hey, what is your CPR nr. on [...]" - "Hey, i need your password for [...])
Phishing emails are emails that look like they come from PBS, your bank, AAU, etc., but this is not the case. They are sent by people who are trying to trick you into disclosing information such as your credit card details or the password for your email account.
You should never respond to phishing emails, and you should never click on links in the emails. This also applies if the sender claims that you will never hear from them again if only you click ‘no thanks’.