Secure e-mailing

Municipality of Asten

The municipality of Asten uses Bastion365 as its solution for secure emailing. The software allows employees to send confidential and privacy-sensitive information via e-mail in a secure manner, and where necessary with MFA.

Last change on 17th of October 2025, at 8:22 (CET) | Publication Standard 1.0

• Publication category: Other algorithms
• Impact assessment: Field not filled in.
• Status: In use

General information

Theme

Organisation and business operations

Begin date

Field not filled in.

Contact information

[e-mail]

Responsible use

Goal and impact

The purpose of this algorithm is to contribute to the proper security of information sent by e-mail. It is used by Gemeente Asten when sending e-mails to recipients outside the organisation. These include companies and citizens, for example. The algorithm ensures that security measures are not too little, but also not too much.

It also enables the secure sending of large files.

The impact of its use: it increases information security and contributes to meeting legal obligations around data protection. In certain situations, it may be necessary to have the recipient's mobile phone number ivm sending an MFA code.

Considerations

The use of this algorithm helps ensure that e-mails are sent with the right level of security. Classification of e-mails by algorithm is more effective than classification based on a glossary compiled by human input or classification by the sender, while at the same time the algorithm does not affect the content of an e-mail. Where appropriate, the algorithm also sends emails securely where the user overlooks that it should have done so.

Human intervention

It is preset when an e-mail should be sent securely or not. In principle, the sender no longer needs to do anything about this. If desired, however, the user can enforce secure sending if the rules indicate that this should not have been done in principle.

Risk management

The user has the option in a portal to see which mails were sent with which security level. And on the basis of which rules Bastion 365 made that choice. This can serve as input to adjust the rules. The considerations made are also visible to a functional administrator in an administrator dashboard.

Operations

Data

The algorithm is based on a set of rules that are preset.

All information sent (except metadata) is processed by the algorithm. This may include ordinary personal data, special personal data and criminal data. It may also involve business-sensitive information.

Technical design

When sending an e-mail, the algorithm assesses what kind of information the e-mail (and attachment) contains. This is tested using preset rules. Attachments are also assessed for content. Whereby Bastion365 determines whether secure sending is necessary. If necessary, it sends via a secure protocol. If this is necessary but not possible, MFA is used.

External provider

Bastionic B.V.