Breach of Privacy Template
Apology email to recipient of incorrect information
Dear Client,
I am writing to apologise for an error in which you were sent information intended for another client. We take confidentiality very seriously and regret this incident. Could you please delete the email and any attachments, and confirm once this has been done.
Thank you for your understanding, and please don’t hesitate to contact us if you have any concerns.
Kind regards,
Details of breach to be sent to direct manager
Dear (Manager)
I am writing to report a privacy incident that occurred on (insert date). While emailing a client, I mistakenly sent information intended for another client to the wrong recipient.
Details of the incident:
Date and time of incident:
Client who received the information:
Client whose information was disclosed:
Description of how the error occurred: (brief description – e.g., selected the wrong email address from the address book, autofill error, etc.)
Type of information disclosed:
Actions taken so far:
An apology email has been sent to the recipient, requesting deletion of the email and confirmation.
Any other actions taken, e.g. phone call, IT support contacted, etc.
Please let me know if further steps are required or if a formal breach report needs to be completed.
Yours Sincerely,
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