Email encryption with Employment Agencies

Encrypt and sign GDPR compliant emails automatically

Personal data is inherently transferred in exchanges with the Federal Employment Agency (BA) or job centers. Since, for example, anonymization is not possible for employers and education providers in specific cases, data processing, which includes sending emails, must be encrypted according to the General Data Protection Regulation (GDPR).

Automate encrypted communication with the Federal Employment Agency (BA) and job centers with Z1 SecureMail Gateway.

Email encryption with the Federal Employment Agency (BA) and job centers with S/MIME certificates

Employee and group mailboxes of the Federal Employment Agency and associated job centers are equipped with x.509 certificates for encrypted email communication, as per the S/MIME standard. The Public Key Infrastructure (PKI) of the Federal Employment Agency, which issues these email certificates, is among over 80 accepted certificate authorities in our freely accessible certificate portal Z1 Global TrustPoint. In some cases, independent job centers of the Authorized Local Government Providers (zKT) also use S/MIME certificates. These certificates are also listed in Z1 Global TrustPoint through their commercial providers.

Our Z1 SecureMail Gateway can handle all S/MIME-based encrypted email communication – including signatures’ placement and validation. All in a fully automated manner, including exchanges with the Federal Employment Agency and job centers.

Send encrypted emails to the Federal Employment Agency (BA)

Central security policies safeguard your email exchange with the employment agency

As is the case for any communication relationship where communication must be exclusively encrypted, establishing a central security policy is considered the best practice for email exchanges with the Federal Employment Agency. Z1 SecureMail Policy is set by admins for all emails directly at the Z1 SecureMail Gateway: all emails with a recipient address of the “arbeitsagentur.de” domain, “jobcenter-ge.de” domain, or the regional subdomains are encrypted. The rules need to be configured centrally only once so that all employees can automatically encrypt emails to the employment agency without actively triggering encryption themselves.

Employers and education institutions encrypt emails with employment agencies

Automatically find and validate employment agencies' email certificates with Z1 Global TrustPoint

Find Federal Employment Agency and Job center certificates in Z1 Global TrustPoint

To send an encrypted email to the Employment Agency, you need the S/MIME certificate of the employee or the group mailbox with whom you want to communicate. Anyone can find the Federal Employment Agency certificates through the technical interface of Z1 Global TrustPoint. All of our customers’ Z1 SecureMail Gateways are directly connected to Z1 Global TrustPoint. Therefore you can automatically find the appropriate certificate for your respective communication partners. Before use, the certificates are automatically checked so that only valid email certificates are used for encryption.

Receive encrypted emails from the Federal Employment Agency

Encrypt emails automatically with employment agencies

The gateway also decrypts incoming emails from the Federal Employment Agency and validates the signatures.

To receive encrypted messages from the Federal Employment Agency, you must first make your own certificates available to the agency and add contact data. Z1 Global TrustPoint also simplifies the process of certificate transfer to the Federal Employment Agency: Your Z1 SecureMail Gateway publishes your certificates to the Z1 Global TrustPoint, through which, in turn, the Federal Employment Agency can retrieve the latest status at any time by using the freely available standard interfaces.

Even without Z1 SecureMail Gateway, you can publish your own certificates in Z1 Global TrustPoint

Any company can publish its own S/MIME certificates on the Z1 Global TrustPoint. Certificate Authorities (CAs) or trust centers go through a short vetting process before being included. Public email certificates with respective validity statuses for each communication partner can be easily found.

The advantage for Zertificon customers

With the Z1 SecureMail Gateway, automatic certificate publication at the Z1 Global TrustPoint is already preset. All certificate status updates are transmitted in real-time, such as certificate revocations, renewals, etc.

How does the Z1 SecureMail Gateway affect secure email handling processes?

Privacy for emails with employment agencies

Your employees can concentrate entirely on their actual communication as they do not need to worry about encrypting emails or certificate management. There is no additional effort even if contact persons change or employees communicate with different offices and group mailboxes. Zertificon’s Z1 SecureMail Gateway automatically and centrally encrypts and signs emails at the gateway. Your employees do not need any training, and their usual workflows remain unchanged when exchanging emails.

The entire encryption and signature verification processes remain verifiable at all times. A glance at the mail flow provides this information. And detailed logs can be stored for years. Data protection of email communication is fully guaranteed with encryption and signature. The solution is 100% GDPR-compliant.

Email encryption with the Federal Employment Agency is included in Z1 SecureMail Gateway basic feature set

Encryption with the Federal Employment Agency is included in the basic feature set for all customers with an active “S/MIME encryption and signature” license. You do not need a special module, nor do you require further licensing.

Whether you transmit personal data to the payroll department, various health insurance companies, the Federal Employment Agency, or job centers, your HR department is very well equipped with Z1 SecureMail Gateway for GDPR-compliant emailing. The gateway’s Z1 SecureMail Messenger extension is recommended for communication with applicants.

GDPR compliant email with employment agencies

Are you ready to automate your GDPR-compliant emails?

Learn how to protect personal data in email exchanges by attending one of our webinars with a product demo:

“Easy and central implementation of email encryption with Z1 SecureMail Gateway.”

Dates & Info

Webinars are available in the German Language. Requests for product demos in the English Language are reviewed individually. Do not hesitate to send a query to our sales team!

Are you in the project planning stage right now? Do you have questions about company-wide GDPR compliance and data protection in email communication? Then get in touch now. We look forward to your inquiry!