Communication is essential for any company, and with the prevalence of the Internet, using email has become an essential means of staying in contact with workers, clients, suppliers, and partners.
However, in certain situations, regular email is not sufficient. It is necessary to use a reliable form of legally valid communication that could serve as evidence in a trial if required. This post will discuss some of the most common uses of Registered Email.
What is a Registered email?
To understand what Registered Email is and the security it provides, it is essential to know that there are three following parties involved in communication with this type of email:
- The party sending the mail (sender).
- The receiving party (recipient).
- A trusted service provider.
A registered email is a type of communication carried out through email. The sending, receipt, content, attached documents, recipient and issuer, and the date and time of communication are certified.
All of the above assumes that if, for example, a Registered Email needs to be used as evidence in trials, there will be irrefutable evidence of all the aspects listed above.
What are the most common uses of Registered email?
The most common uses of Registered Email include the following:
- To obtain express consent for the processing of personal data. For example, a company can use Registered Email to obtain a customer’s consent.
- To send contracts. When sending contracts (including purchases of services, loans, and insurance policies), a Registered email can be used to confirm the sending of the email and the time it was sent. For example, when a new client signs up for mobile phone service, they can send the contract by registered email.
- Notifications regarding contracts. One of the most common uses of registered email is when the expiration or termination must be notified. For example, in the case of the termination of a lease for a retail space, a home, or an office due to the expiry of the contract’s term.
- Notifications of debt. Registered email can also be used to send notifications of debt – for instance, in the scenario where a company has issued an invoice to another, and the latter hasn’t paid it, or when a tenant has stopped paying rent. In these cases, a claim for the debt must be sent via a reliable notification to prove its sending, receipt, and contents. Until recently, certified postal mail was used to send this type of communication via the notary channel, but the availability of registered email has simplified this process while obtaining the same legal guarantee.
- Work communications. Often, companies are required to send critical communications to employees, including notifications of furlough, contracts, or annexes for the change in working conditions, as well as dismissals and warnings. All these notifications can be done by registered email, thus saving time and streamlining the process.
- Sales communications. Sales departments also communicate with customers in situations where registered email can be used, including submissions of pricing proposals and renewals and service cancellations.
- In addition, registered email can be used for claims. For example, when a company receives a claim by registered email from a customer for poor service or a defective product, it can use registered email to respond to this claim to record all communication.
- Sending invoices. In some cases, it is necessary to have proof of an invoice being sent, for which a registered email can be used to verify the sending and contents of the invoice and the date and time of the sending.
Therefore, registered email can serve as a legally valid alternative to certified postal mail.
Is a Registered Email valid as a reliable notification?
Yes. The legal validity of registered email is assured by the following:
- The Civil Procedure Law admits electronic communications, such as private documents, as means of proof.
- The eIDAS Regulation establishes that data sent and received through a certified electronic delivery service will not be denied legal effects or admissibility as evidence in legal proceedings simply for being in electronic format or not meeting the requirement of qualified electronic delivery service.
- The jurisprudence of the Supreme Court also supports the validity of this type of email as evidence.
At Lleida.net, we believe that these most common uses of Registered Email allow companies to promote their digital transformation to promote both internal and external communications.