Authorities post and data protection: you have to pay attention to this
Dealing with official posts is often complex and requires special attention, especially with regard to data protection. The legal basis for this can be found in the General Data Protection Regulation (GDPR) as well as in the Federal Data Protection Act (BDSG).
These regulations determine how personal data must be processed, stored and protected, also in connection with communication between citizens and authorities.
Mistakes can have serious consequences, such as data protection violations or missed deadlines. Corresponding consequences range from fines to legal proceedings if a decision is not answered in good time or sensitive data falls into the wrong hands.
What data does government post contain?
Officials’ mail usually contains sensitive personal information. These include:
- Name, address and contact details
These are basic personal data that enable a clear assignment to a person. - Tax or social security numbers
These numbers are particularly sensitive, as they are directly linked to tax or social benefits. - Information on income, assets or debts
Official letters such as tax assessments or dunning notices may contain detailed financial information. - health data
Especially when writing health insurance companies, nursing care funds or the health department, the protection of this data is the top priority. - Legal-related information, such as reminders, threats of lawsuits or motions
Such letters often contain deadlines and demands that can have legal consequences.
Improper handling of such documents entails the risk that unauthorized third parties will have access to confidential information. This can result in identity theft, financial damage or other legal problems.
Tips for safe handling of official posts
Keep documents safe
Use lockable cabinets or special file folders to protect sensitive documents from access by third parties. If the documents are stored digitally, an encrypted hard drive or a secured cloud service that meets the requirements of the GDPR is recommended. Be sure to regulate access rights precisely and change passwords regularly.
Check inbox regularly
Missed deadlines can have expensive consequences. Make sure you open and edit your mail promptly. This also includes emptying the mailbox as daily as possible so as not to overlook important letters. In many cases, it is advisable to immediately transfer appointments to a digital or analogue calendar and to provide reminders.
Encryption in digital communication
If you communicate digitally with authorities, use secure e-mail services with encryption or the so-called ‘special electronic authority mailbox’ (BeBPO) if it is available in your state. When submitting documents, you should make sure to send confidential content only in encrypted attachments. This prevents sensitive data from being intercepted on the go.
Only release originals when needed
Only pass on original documents if absolutely necessary. Otherwise, copies are often enough. If an authority requests the original, it is advisable to send it by registered mail and to make copies or digital scans in advance in order to be protected in the event of loss.
Frequent problems in dealing with official post offices
missed deadlines
Deadlines indicated in the official post are legally binding. Delayed action can lead to negative consequences, such as fines or court proceedings. Mark important dates in your calendar and set reminder aids on your smartphone or computer. In the event of uncertainties, for example about the exact start of the period, it is advisable to ask the responsible authority in order to avoid misunderstandings.
Lost Documents
The loss of official mail can not only jeopardize data protection, but also bring legal disadvantages. Therefore, secure important documents digitally, for example by scans on an encrypted hard drive or in secure cloud storage. Pay attention to a systematic filing so that you can find the documents quickly if necessary.
understanding problems
Many citizens have difficulty understanding the often complex language in official letters. Our free service helps to convert such letters to plain language:German authorities interpreter. There you can upload or enter passages and get a clear, easy-to-understand version of the text. Alternatively, some municipal advice centers on site also offer help deciphering official German.
Steps to comply with data protection
Privacy Relevant Obligations
According to the GDPR and the BDSG, citizens and institutions are obliged to protect personal data from misuse. This also applies to private documents such as tax assessments or application forms. As soon as data is processed, it must be checked whether the processing is legal and earmarked. Private individuals should therefore only collect or store as much data as absolutely necessary.
data economy
In forms, only provide the absolutely necessary data. Additional information that is not absolutely necessary should be avoided. Before filling out applications, check whether any information is really required. Thus, unauthorized third parties have fewer opportunities to access unnecessarily large data sets.
Safe disposal of documents
Destroy unneeded documents that contain sensitive data using a document shredder. This prevents information from being recovered by third parties. Pay attention to the correct security level of the device: A particle cut (safety level P-4 or later) is recommended for highly sensitive documents.
Important statistics on data protection and official post office
| Thema | Prozentsatz oder Zahl |
|---|---|
| Proportion of Germans who regularly check their post for data protection | 38% |
| Cases of data leaks at authorities (Germany, 2023) | 1,200 reported incidents |
| Average deadline in official letters | 2 to 4 weeks |
| Proportion of people who have difficulties with letters from the authorities | 54% |
These figures show that the safe handling of government post office and data protection is often neglected, although the risks are significant. Since more than half of the people have problems with the complexity of letters to the authorities, there is a high probability that deadlines will be missed or data protection measures will be overlooked.
Rights and obligations in the data protection context
Right to information (Art. 15 GDPR)
Each person has the right to request information from authorities or companies about which data is stored about them and for what purpose they are used. If you suspect that an authority will collect or store more data than necessary, you can submit a written request for information.
Right to rectification (Art. 16 GDPR)
If you find that the official documents have incorrect or outdated data, you have the right to rectification. This is particularly important if incorrect information could affect your tax or social notices.
Right to Deletion (Art. 17 GDPR)
Under certain conditions (e.g. if your data has been processed incorrectly or the original purpose limitation no longer exists), you can request the deletion of personal data. However, special retention periods often apply to authorities, so that immediate deletion is not always possible.
Right to appeal (Art. 77 GDPR)
If you feel unfairly treated by an authority when handling your data, you can complain to the responsible data protection supervisory authority. This checks whether there is a data protection violation and, if necessary, takes further steps.
Peculiarities of digital authorities communication
The progressive digitization means that more and more authorities are offering digital access routes. These include:
- Online Forms: Tax returns, applications for housing benefit or BAföG can now be submitted completely digitally.
- e-government portals: Many municipalities and districts provide portals in which users can apply for various services after registration.
- Electronic Signatures: In order to ensure the applicant’s identity, electronic signatures or online identification (e.g. via the eID function of the identity card) are often required.
However, digital communication also involves risks. Traffic over the Internet can potentially be intercepted, which is why end-to-end encryption and secure passwords are crucial factors. Be sure to regularly import updates for your computer and other devices to close security gaps.
Secure passwords and multi-factor authentication
Especially with access to authority portals, you should definitely use strong passwords. A secure password:
- Contains uppercase and lowercase letters, numerals and special characters.
- is at least twelve characters long.
- Should not be used in other contexts (e.g. email, social media).
Where possible, activate multifactor authentication (MFA). Unauthorized access is even more difficult because an additional security code (e.g. via SMS or app) is required after entering the password.
Storage and retention periods
for private individuals
In principle, private individuals are not obliged to keep official documents for very long periods of time. However, there are some documents that should be kept for several years:
- tax assessments(At least four years, since the tax office can request documents for a possible review)
- pension documents(Stay for life! Information from pension notices or social security documents can still be important years later.)
- judicial documents(Save as long as the procedure is pending, plus a few years later)
For the self-employed and companies
Anyone who runs a business or works freelance is sometimes subject to stricter retention periods, e.g. B. six or ten years for tax-relevant documents. Contracts or accounting documents must also be available during this time.
Data protection and transfer to third parties
Authorities often need further proof that they may only be able to receive from third parties (e.g. employers, banks, health insurance companies). In such cases, a declaration of consent is often required so that your data may be passed on. Note:
- earmarking
The authority may only use the data for the specific purpose specified. - Read the consent forms carefully
It is not uncommon for them to contain clauses that allow more extensive use of your data than would be necessary. If in doubt, ask or make restrictive comments. - Withdrawal
You have the right to withdraw your consent at any time. However, all processing that has been legally carried out up to the time of the revocation usually remains unaffected.
Security in the digital age
Email vs. De-Mail
Authorities sometimes offer the option of sending documents via De-Mail. This is a state-certified service that promises more secure communication than conventional e-mail. However, De-Mail has not yet prevailed across the board, which is why many citizens continue to rely on classic mail or unencrypted e-mails. If an authority offers you De-Mail, you should check whether you have the appropriate infrastructure and whether the effort is worthwhile.
Electronic file keeping
In many authorities, analogous processes are successively replaced by electronic files. This has the advantage for citizens that certain documents are more readily available digitally and can be exchanged more quickly. At the same time, however, a high level of data security is crucial. Electronic files may only be accessible to authorized employees and any access should be logged. If you have any questions about handling your electronic file, you can contact the official data protection officer directly.
Summary and Outlook
Dealing with official posts not only requires organizational skills, but also an awareness of the protection of sensitive data. Risks can be minimized by using secure storage systems, digital tools and careful data protection management. If you are in regular contact with authorities, you should also pay attention to transparent and encrypted communication in order to avoid data leaks and misunderstandings.
The main points you should remember:
- Privacy: Sensitive data does not belong in unsecured email attachments or unlocked folders.
- Deadline Management: Make a note of all deadlines and set reminders in time.
- Understanding: Take advantage of offers of help such as the authorities German interpreter, advice centers or hotlines to understand complicated official mail.
- Digital Security: Use secure passwords, encrypted connections, and multi-factor authentication when needed.
- Document Management: Keep documents for as long as they might be relevant. Safely dispose of unnecessary documents.
Anyone who observes these aspects lays a solid foundation for reliable, secure and timely communication with authorities. This significantly reduces the stress potential and the risk of financial or legal disadvantages. Especially in a time when more and more processes are going digital, the protection of personal data continues to gain in importance. Good preparation and a conscious handling of your own data are the key to meeting the requirements of the GDPR, the BDSG and the requirements of the authorities.
If something is unclear to you in a specific letter or application, do not hesitate to seek support. Whether through neighborhood help, consumer advice centers or online services – numerous offers are available to you. So you can be sure that you will comply with all deadlines and protect your personal data properly at all times.
In conclusion, it can be said: With a little organization, care and the necessary data protection awareness, you can look forward to everyday government life in a relaxed manner. Document chaos, data protection breakdowns and missed deadlines can be largely avoided through a structured approach, continuous further training and the use of suitable tools.
