You can tell the summer holidays are here by the growing number of out-of-office messages.
Maybe you’re preparing one right now? Or will it be a few more weeks for you? Either way, time sure flies.
As with many topics, there are also data protection considerations when it comes to out-of-office messages:
1. Content of the out-of-office message
- Keep your message brief and neutral. A statement like “I am currently away until …” is sufficient.
- The reason for your absence (e.g., vacation or illness) is personal data. You are not required to specify this (though it is not "prohibited" to mention, for example, that you are on vacation).
- If possible, provide the name and contact information of a substitute. If you have different substitutes for different matters (e.g., for works councils), please indicate this.
2. Access to Your Inbox
In general, your company’s specific policies apply here.
From a data protection perspective, the following should be noted:
- Sharing your personal inbox with colleagues so they can handle any incoming emails should be avoided whenever possible. Your communication partners may be relying on the confidentiality of the content.
- Instead, set up an out-of-office message clearly specifying who is covering for you.
- Mention that you will review and process incoming emails only after your return (and please don’t forget to include the date of your return).
- In the EU, an employer’s access to an employee’s company inbox is permitted only in specific, justified exceptions: These cases should be regulated transparently, and covert access should generally be prohibited.
Example
An example of a short out-of-office message could be:
Thank you very much for your email. I am out of office and will get back to you after my return on [date].
Your email will not be forwarded but will be processed by me upon my return. In the meantime, please direct your inquiry to [Ms. XY, email address, phone number].