With the modern technology revolution, most of the office work is done with the help of electronic devices. Especially office communication is entirely switched to digital platforms. Using email services for business helps to communicate faster and efficiently.
While using emails for office work, this question may cross your mind, can my employer monitor my emails?
The answer is yes; your employer can go through your emails if you are using an office email ID or your personal email ID on your office device.
In this well-researched article, I will give an honest answer to how and why employers can monitor your emails.
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Follow our guide on how to Tell If Your Employer is Monitoring Your Computer
Why does your employer want to monitor your emails?
Office emails can contain confidential data; on the wrong hand, this data can cause serious trouble. To avoid this undesired situation, the employer wants to monitor your emails. Go through the below reasons to know why the employer intends to monitor emails.
- By monitoring emails, the employer can ensure the efficiency of the employee. Monitoring emails also helps the employer to get an insight into the workspace.
- Another reason for email monitoring is the fear of losing sensitive business data, such as credit card info, client details, business accounts, etc. Regular monitoring can prevent data loss in an early stage or even can avoid damage.
- Spammers can send emails containing a virus which leads to phishing attacks, malware infection, etc. Monitoring incoming emails can reduce the chance of being attacked by spammers very early.
The main reason for monitoring your emails is to ensure productivity and efficiency. The fear of losing company data and security is also a critical reason.
Can your employer monitor your emails?
While writing an email using your office email ID, you should keep in mind that this data is not private. Your employer can monitor your emails without difficulty. Even the court supports employers when it comes to email privacy.
If you are using your office equipment to access your personal email, don’t think your data is safe from your employer. The office provided-device is a property of the office, and they have complete control of your device.
The employer can lawfully monitor your emails when using your office/work emails or personal emails on a work device.
Here are the terms when the employer can legitimately monitor your emails:
Using Work Emails
The emails you have sent and received through your company email account are not actually private. Your employer is free to see these emails whenever he wants.
Nowadays, most companies have a written policy to watch over your online activity.
Though your employer doesn’t have a written policy on this topic, he can still go through your emails when the messages are transmitted through your office account.
In spite of everything, your employer can not monitor your emails for illegal reasons.
Check out our detailed post on Can My Employer Monitor My Personal
Using Personal Emails on a Work Device
The ability to pass through your personal emails(Personal Gmail or Outlook accounts) is much more complicated than you think. Your employer does not have the right to do that unless you use your office device to access your personal account.
Your office equipment is 100% owned by your company, and they have full access to your device. So when you use your personal accounts on your work device, be sure they can see what you are doing on this device.
The laws for monitoring are still under development. Sometimes you may think your employer is violating your privacy by watching over your work. But couldn’t find out is it legal to do so?
I suggest you research your local laws about employee monitoring. Don’t hesitate to consult with a local employment attorney in case it is needed.
Check out our detailed post on how Can Text Messages Be Monitored By Employer
What to do to stay out of the trouble?
If you use your work email for personal tasks, it can lead you to numerous trouble. The American Management Association did a survey revealing that 43% of the responding companies monitor employee email, and 28% of them got fired for misusing email.
You can evade this problem by following some simple, still effective methods
- Handle your work mail as you handle your business phone.
- Make sure you use work email only for work-related communication.
- Don’t open your personal email ID on an office-provided device.
- Never mail any inappropriate or unsympathetic messages from your work email.
Remember that you should never use a word in a work email that makes you uncomfortable in front of your employer or coworker. Always try to keep transparency while using work email.
Also, check out our separate post on how to Tell If Your Employer is Monitoring Your Computer
FAQs
Are emails protected by privacy laws?
The Electronic Communications Privacy Act of 1986 restrains electronic communication service providers from willingly exposing the contents of emails; a government warrant is needed to disclose the content of an email.
Can a company be allowed to monitor emails?
Most U.S. companies have written policies that allow them to monitor employees’ emails. United States law also permits the employer to monitor emails if the email or the device is company property, including your personal email you sign in on the office device.
Can employer read your emails?
Suppose you are using your company-provided email or device. In that case, your employer is generally free to read all the incoming and outgoing messages as long as there is a valid reason to do so.
Final Thoughts
If you are using your office machine for your work, remember that the employer owns it, and anything you do with this machine is his property. Your personal email, social media, and any other work activity on an office device are open to your employer.
When you use a web service for sending email, your employer may not be able to see the receiver’s name, but he can capture a screenshot or access your keylogger.
So, ensure you are using your work device perfectly and keeping your work and personal data separate.
I have covered all justification and possible ways your employer can monitor your personal and work emails. Don’t forget to mention your unexpressed queries in the below comment box.
