- Security e-mail is a tool that allows sensitive or confidential information to be sent securely.
- In November 2019, Deltagon's security e-mail was introduced in Metropolia. From the end of November 2019, all Metropolia employees and students will have the opportunity to use security mail for messages sent by e-mail.
- As of November 2019, the Deltagon Sec @ GW security mail solution should be used to send such e-mail containing either personal information, sensitive information or otherwise confidential information when the e-mail is sent to an e-mail address outside Metropolia.
- An e-mail address outside Metropolia means all e-mail addresses that do not end in the @ metropolia.fi terminal, for example:
- Email addresses of another college
- Email addresses of project partners or company contacts
- Personal email addresses, such as email addresses ending in @ hotmail.com and @ gmail.com
- Metropolia's internal e-mail traffic (when you send a message from an e-mail address ending in @ metropolia.fi to another e-mail address ending in @ metropolia.fi) is already basically encrypted.
- The difference to regular e-mail is that the message does not leave Metropolia's servers (unless specified), but the recipient of the message receives a link to their e-mail from which the message can be read.
When secure e-mail should be used
Security level | Description of an encryption function | Examples of use | Address format/Example |
"Letter" | An easy and straightforward transmission to send an email containing secret information. To encrypt your message, include the character '.s' after a recipient's email address (see the example in the fourth column). | Offers, price information, inquiries, reports and financial statements, personal identification numbers, confidential information of business partners, part of cooperation with authorities (where no sensitive personal data is involved), documents confidential under the Act on the Openness of Government Activities (e.g. thesis research plan), and all secret/classified information. | |
"Registered Letter" | Brings an extra security layer when sending a secret e-mail compared the Letter security function. The sender can verify the recipient by inserting the recipient’s telephone number and the character '.s' after the recipient's email address. To encrypt your message, include the recipient's phone number and the character 's' after the recipient's email address (see the example in the fourth column). Note: Registered Letter' level is exclusively accessible to authorized employees based on the nature of their duties. At this level, receiver authentication is achieved through SMS verification. In practical terms, when the recipient opens the message, the system prompts for a PIN code, simultaneously delivered as a text message to the receiver’s mobile phone. | Health information or information about the use of health and social services, board/committee communications, all sensitive personal data (information about a person's financial position, unemployment, family circumstances, matters of private life), organization's confidential information, financial and legal commitments, confidential information and decisions, and all secret/classified information. | name@company.fi.0401234567.s |
NOTE: Use of the “registered letter” level only for those who, due to the nature of their job are entitled to use this security level.
Secure email instructions (internal, EN)
Secure e-mail instructions (external, EN)