The Email Security Policy serves as a critical governance document for organizations operating in New Zealand, establishing mandatory guidelines for secure email communications and data protection. This policy is essential for organizations seeking to protect sensitive information, maintain compliance with New Zealand's privacy laws, and establish clear protocols for email usage. The document addresses key requirements under the Privacy Act 2020, Harmful Digital Communications Act 2015, and other relevant legislation, while incorporating industry best practices for email security. Organizations should implement this Email Security Policy to establish clear guidelines for email usage, define security requirements, outline incident response procedures, and ensure consistent application of security measures across all email communications.

1. Purpose and Scope: Defines the purpose of the policy and its applicability to different users, systems, and communications

2. Definitions: Key terms used throughout the policy including technical terminology and specific email security concepts

3. Email Usage Guidelines: General rules and requirements for appropriate email use within the organization

4. Security Requirements: Specific security measures required for email communications including encryption, authentication, and access controls

5. Password and Authentication: Requirements for email account passwords and multi-factor authentication

6. Data Protection and Privacy: Guidelines for handling sensitive information and personal data in compliance with the Privacy Act 2020

7. Prohibited Activities: Specific actions that are forbidden under the policy, including activities that could violate applicable laws

8. Incident Reporting: Procedures for reporting email security incidents and suspicious activities

9. Compliance and Enforcement: Consequences of policy violations and enforcement procedures

10. Review and Updates: Process for regular policy review and update procedures