The way charity trustees communicate has significant implications for governance, data protection, and public trust. One simple but powerful step charities can take is to provide trustees with charity-issued email addresses. While it may seem like a minor administrative detail, the benefits are far-reaching.
Protecting personal data and ensuring compliance
Under the UK General Data Protection Regulation (GDPR), charities must ensure that personal data is handled securely and transparently. When trustees use personal email accounts for charity business, they risk blurring the lines between personal and professional correspondence. This can complicate compliance with Subject Access Requests (SARs), which may require the charity to disclose all relevant communications – even if they reside in a trustee’s private inbox.
By issuing charity-specific email addresses, organisations can clearly separate charity-related communications, making it easier to manage data access, retention, and deletion in line with legal obligations.
Strengthening cybersecurity
Trustees often have access to sensitive information, including financial data, strategic plans, and donor details. Unfortunately, this makes them prime targets for phishing and other cyber threats. Personal email accounts typically lack the robust security features found in managed charity systems, such as two-factor authentication and encryption.
Providing trustees with charity-managed email accounts allows organisations to implement consistent security protocols, monitor for suspicious activity, and respond swiftly to potential breaches.
Enhancing professionalism and public confidence
Emails sent from a charity domain (e.g., @charityname.org) convey professionalism and legitimacy. This is especially important when trustees communicate with external stakeholders, including funders, regulators, and the public. A branded email address reinforces the trustee’s official role and helps prevent impersonation or confusion.
It also signals that the charity takes governance seriously – an increasingly important factor in maintaining donor confidence and public trust.
Supporting continuity and oversight
Trustee turnover is a natural part of charity governance. When trustees use personal email accounts, valuable information can be lost when they step down. Charity-issued email addresses ensure that communications are retained and accessible, supporting continuity and institutional memory.
Moreover, centralised email systems allow for better oversight and record-keeping, which is essential for audits, investigations, and strategic reviews.
A simple step toward stronger governance
While not legally mandated, providing charity email addresses to trustees is widely regarded as best practice. It aligns with the Charity Commission’s expectations around risk management, transparency, and accountability.
For charities looking to strengthen their governance framework, this is a low-cost, high-impact measure that delivers benefits across compliance, security, and reputation.
Get in touch with us to explore how trustee email addresses can make a real difference and strengthen your charity’s governance.
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