January 28 is International Data Protection Day! And to mark the occasion, why not take a look back at how our company has made data protection a top priority?
In a context where companies handle increasing volumes of personal data, whether customer, prospect, or employee data, the issue is no longer just one of compliance. It directly impacts usage control, security, and trust. This is particularly true for tools such as professional email signatures, which are widely used and deeply embedded in everyday communications.
The GDPR sets a clear and demanding framework, but on its own it is not enough to guarantee effective data protection. At Letsignit, the challenge has always been to go beyond a purely regulatory approach and build a comprehensive strategy aligned with real-world use cases and operational business constraints.
This applies to our GDPR email signatures, but extends well beyond that scope.
“The GDPR is not an end in itself. Above all, it is a framework that helps structure practices and clarify responsibilities around data.”
Frédéric Campagna, Letsignit DPO.
Understanding what data is processed, in which contexts, and for what purposes is a critical prerequisite to making data protection concrete and actionable within projects.
Data protection is most effective when it is considered early. From the outset, Letsignit adopted a clear framework based on security by design, defined governance, and clearly assigned responsibilities.
This approach aligns with the principles of privacy by design and by default, where protection rules frame usage without hindering it, allowing projects to evolve while remaining within a controlled and compliant framework.
Data protection is built on practical, operational processes. Securing access, continuous monitoring, documenting processing activities, and managing data subject rights are all part of day-to-day operations.
The objective is not to meet a one-off requirement, but to establish an organization capable of lasting over time and adapting to evolving uses, tools, and threats.
This approach is governed by recognized standards, notably ISO 27001 and ISO 27018 certifications, which ensure structured information security management and personal data protection in cloud environments.
Data protection cannot rely solely on tools or policies. It requires ongoing support for teams.
“The role of the DPO is not to block projects, but to help teams adopt the right reflexes from the design stage onward, in a pragmatic way.”
This positioning makes data protection a shared mindset, naturally embedded in projects rather than perceived as an external constraint.
This approach is also reflected at the core of the Letsignit product. Technical choices, architecture, and hosting environments are designed to enable companies to manage their email signatures in a controlled and secure way.
Data is hosted exclusively in France and Europe on infrastructure that meets regulatory requirements. Security relies on continuous monitoring, regular internal audits, and recurring penetration testing to maintain a high level of protection over time.
Data protection is never static. It evolves alongside business practices, expectations, and regulatory requirements. At Letsignit, it represents a long-term commitment aimed at building trust with customers and partners.
Rather than a minimum threshold to reach, data protection is viewed as a standard to uphold, across the organization, processes, and product.
Yes, with the 'Campaigns' offer, it is possible to track the number of clicks on the email signatures of all your employees in the 'Statistics' area of the platform.
You can then access a detailed or global view of the number of clicks on the email signatures of each employee. You can use the search option to target a specific signature or a given period. Finally, you have the possibility to export all statistics to an Excel document.
If you launch campaigns with banners inserted in your email signatures, you can also access their performance via this same space.
With Letsignit, you can easily add social network icons in your collaborators' email signatures and link to your company pages. Also, our "attributes" feature allows you to manage personalized URLs for each of your collaborators such as their individual LinkedIn profile.
And that's not all: you can add links to an appointment-setting application, allow your customers to leave reviews easily, and integrate our 'Chat on Teams' widget to let anyone start a discussion via Microsoft Teams chat.
It’s up to you! As an administrator of the Letsignit platform, you choose whether or not to grant modification rights to your employees. These permissions are managed on an attribute-by-attribute basis, which means that you can decide to allow the employee to change their phone number, but not the address of your premises, for example.
This feature applies to all attributes in your directory, including custom attributes created on Letsignit. When your employees change one or more attributes, your directory is obviously not affected.
It often happens that employees make their email signature their own: custom format, bad fonts, colors inconsistent with the brand standards... all of this has an impact on your brand!
A consistent visual identity is considered authentic and outperforms a perceived weak one by 20%. And, your customers are 2.4 times more likely to buy your products.
With Letsignit, take back control over your brand identity by standardizing all your email signatures. Our tool has many features that allow you to customize your signatures by department, by audience or by subsidiary. Not to mention the possibility of carrying out campaigns within your email signatures thanks to our Campaign offer.
What is the user experience like for our employees?
In both cases:
In short, they have autonomy in their email signature, but you keep control on the field, signatures, and banners they can edit or use.
With our "multi-signature" feature, your employees can benefit from multiple email signatures. No technical manipulation is required. Thanks to our Add-in for Outlook or the desktop app, they can change their email signatures as they wish with just a few clicks.
Regarding the creation of email signatures, you can make several variations such as:
Everything has been thought of to go further in the personalization process based on the recipient of your emails.
If sending emails has an impact, non-optimized email signatures also have an impact. An unsuitable format or an image that is too heavy considerably increases the size of your signatures... and therefore, your emails.
As a responsible economic actor, we contribute to reducing our CO2 emissions and those of our customers in several ways:
As we are increasingly involved in sustainability initiatives, our priority in 2023 is to develop even more green IT functionality.
If sending emails has an impact, non-optimized email signatures also have an impact. An unsuitable format or an image that is too heavy considerably increases the size of your signatures... and therefore, your emails.
As a responsible economic actor, we contribute to reducing our CO2 emissions and those of our customers in several ways:
As we are increasingly involved in sustainability initiatives, our priority in 2023 is to develop even more green IT functionality.
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