How should shared phones or recycled email accounts be handled?

Use a recipient channel controlled by the intended employee and review access when devices or addresses change hands.

How to apply the answer

A personal delivery link can still be seen by someone who controls the receiving phone or inbox. Work devices, shared accounts and later reassignment all matter.

Prefer an intended-recipient-controlled channel and check what happens to old messages when a worker leaves or a device changes hands. Review the supported access settings alongside organizational handover rules.

If incorrect delivery occurs, follow the current correction and incident process. Do not promise to recover photographs, forwarded information or saved copies. Correct source data and endpoint practices remain necessary even when platform delivery is controlled.

Related questions

What if a work phone or inbox will be reassigned?

Prefer a personal delivery route controlled by the intended employee, and review access and old messages before handover. A correct original recipient does not prevent a later device owner reading retained messages. Access settings and organizational device policy need to work together.

Situations worth checking

• Can access checks eliminate privacy risks from incorrect recipient mapping?
• Can knowing a colleague's name reveal their payslip?
• Are payslips private when staff share a work phone?

Practical next steps

• Plan employee access and organizational retention separately
• Troubleshoot missing email and payslip access

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