GDPR-compliant Email Signature: Required Info & Tips for Germany
Which legal details belong in your email signature in Germany, and how to design a GDPR-compliant signature that still looks great.
A GDPR-compliant email signature is more than a nice design. In Germany every business email must include legally required information, and your signature must respect data protection rules. Here is what to include and what to avoid.
Why your signature matters legally
Under Section 37a of the German Commercial Code (HGB) and Section 35a of the Limited Liability Companies Act (GmbHG), business emails count as business letters. They must include company name, legal form, registered office, register court, register number, and the names of managing directors.
What to include
- Full company name and legal form
- Registered office and full postal address
- Register court and register number
- Managing directors or board members
- VAT ID where applicable
- A clear contact channel: phone, email or website
GDPR and tracking
Avoid tracking pixels, third-party fonts loaded from non-EU servers and external analytics inside the signature. Host images on EU infrastructure and keep the signature lean.
Design tips that stay compliant
Keep the signature compact. Use one or two brand colors, one font, a small logo, and a short disclaimer if needed. Test on mobile and dark mode.
Fast track with signaturly
With signaturly you get GDPR-ready templates, EU hosting and all the legal fields built in. Fill in your data once and copy the result into Outlook, Gmail or Apple Mail.
Conclusion
A compliant signature protects your business and builds trust. Cover the legal fields, keep the design clean and host responsibly.