What information is required before you decide to correspond with the Welsh Revenue Authority via email.
We know that corresponding via email can make it easier and quicker to complete the things you need to at a time that’s convenient to you. As with other communication channels, corresponding via email is associated with some risks. The Welsh Revenue Authority takes the security of personal information seriously. We want to make you aware of the risks of corresponding with us via email, what we will do to reduce these, and also what you can do to help keep your information secure.
About the risks
The main risks associated with using email to correspond with the Welsh Revenue Authority are:
- confidentiality/privacy - there is a risk that emails sent over the internet may be intercepted
- there is no guarantee that an email received over an insecure network, like the internet, has not been altered during transit
- attachments could contain a virus or malicious code
How we can reduce the risks
We will desensitise information, for example by only quoting part of any unique reference numbers. We may also use encryption. We are happy to discuss how you can do the same but still provide the information we need.
We will only communicate with established contacts at their correct email addresses. You should check that emails that you receive from us come from email addresses ending ‘@wra.gov.wales’. If we receive email contact from someone we don’t recognise from the information you gave us, we will verify the position with you before responding. You can do the same if you don’t recognise an email address from the WRA by contacting firstname.lastname@example.org.
If you want to use email
If you want to correspond with us by email, we will need you to confirm in writing:
- that you understand and accept the risks of using email
- that you are content for financial information to be sent by email
- that attachments can be used
You will need to make sure that your spam filters are not set to reject and/or automatically delete Welsh Revenue Authority emails.
If you want us to send emails to other staff in your organisation we will need you to confirm their names and email addresses.
If you don’t want to use email
You may prefer that we don’t use email, for example because other people have access to your email account. If so, we are happy to respond by an alternative method. We will agree this with you either by telephone or in writing via post.
Contacting your agent
If you would like us to contact authorised representatives of your organisation’s agents, we will need you to confirm their names and email addresses.
How we use your agreement
Your confirmation will be held on file and will apply to future email correspondence. We will review the agreement at regular intervals to ensure there are no changes.
You may opt out of using email at any time by letting us know.