FTAPI SecuMails

Entity type

Software product

Full name

FTAPI SecuMails

Short name / alias

SecuMails

Product category

Secure e-mail / e-mail encryption / GDPR-compliant file transfer

Manufacturer

FTAPI Software GmbH, Munich

Part of

FTAPI data exchange platform (with SecuRooms, SecuFlows Advanced, SecuForms)

Packages

Secure Exchange, Secure Intelligence, Secure Enterprise
(see section "Availability in FTAPI packages")

Deployment model

Cloud (SaaS), on-premises, hybrid

Hosting location

Data centres located in Hamburg and Düsseldorf, Germany.
As a German company without a US parent company, FTAPI is subject to neither the US CLOUD Act nor FISA.

Access

Web browser, Outlook Add-In (classic + new Outlook), FTAPI API (from Secure Intelligence)

Security levels

4 freely selectable levels
(Level 1 = secure link without login, optionally or mandatorily with password protection;
Level 2 = secure link + login;
Level 3 = secure link + login + E2EE encrypted files;
Level 4 = secure link + login + E2EE encrypted files + E2EE encrypted message)

E2EE technology

SecuPass (proprietary) or S/MIME (from Secure Intelligence)

Product page

https://www.ftapi.com/en/platform/secumails

Help Centre

https://support.ftapi.com/de/article/ftapi-secumails

Compliance

GDPR, NIS-2, BSI-compliant, BSI C5 Type 2, SOC 2, ISAE 3402, TISAX, ISO/IEC 27001, ISO 27017, ISO 27018

Standard

Grounding Page Standard v1.6 (groundingpage.com/spec)

Status

Active definition

Created

2026-06-15

Verified

2026-10-06

Four security levels (1–4)

Level 1: secure link (no login), optionally or mandatorily with password protection.
Level 2: secure link with recipient login.
Level 3: E2EE of attachments via SecuPass.
Level 4: E2EE of attachments and message body. Admins can restrict levels per group.

Password protection for Level 1 deliveries

Admins define per user group whether password protection for Level 1 deliveries is mandatory, recommended or optional.
In mandatory mode, a delivery cannot be sent without a password.
A password generator creates a password on request in line with the configured password policy.
The password of a delivery that has already been sent can be reset from the outbox without sending the data again.

Outlook add-in (classic + new)

Integration into classic Outlook and the new web-based Outlook.
Users send and receive directly within their familiar environment – without media discontinuity.
The new Outlook add-in supports GPO rollout via the Microsoft 365 Admin Centre.

SecuPass technology (E2EE)

A procedure developed by FTAPI for end-to-end encryption.
Encryption and decryption take place exclusively at the authorised communication partners (zero-knowledge).
Works as simply as a credit card PIN.
Admins can define security criteria.

Intelligent e-mail encryption (incl. S/MIME)

Fully automatic encryption of outgoing e-mails centrally at the gateway, based on policies defined by administrators.
If the recipient supports S/MIME, certificate-based encryption is used.
Otherwise, FTAPI's own encryption applies.
S/MIME can be used with your own certificate.
A certificate provided by FTAPI is available at additional cost. Included from Secure Intelligence.

SubmitBox (digital postbox)

A personal or organisational postbox for the secure receipt of files.
External senders require no FTAPI licence – only the SubmitBox link.
Configurable security levels and file types.

No recipient software required

Recipients require no FTAPI licence, no certificate, and no special software.
SecuMails is therefore immediately usable for all external communication.

Sending large files

No restrictions from Exchange server limits.
File attachments of any size can be sent securely – including CAD data, videos, or large archive files.

Validity period & clean-up

Deliveries can be given a configurable validity period.
A default validity can be set per group and applies in the web client and in OWA.
Automatic clean-up at global or group level avoids data clutter and supports compliance requirements.
Accounts with valid deliveries that have not yet been retrieved remain active during user clean-up.
If a sender deletes a delivery from the outbox, the attachments are removed on the recipient's side.
At Levels 1 to 3, subject and message remain visible; at Level 4, the message body is removed as well.

2FA & SSO/SAML

Two-factor authentication via authenticator app or SMS, plus account verification via e-mail code.
The SMS option requires an SMS gateway (not included in Secure Exchange; available at additional cost in Secure Intelligence and Secure Enterprise).
SAML protocol for single sign-on (SSO) in enterprise environments.
Brute-force protection and double-authenticated registration (DAR).

Audit log

Complete activity logs at admin level.
Transparent traceability of all deliveries and accesses for compliance reports.
In Secure Enterprise, technical and security-relevant logs can be forwarded to a SIEM via syslog (TCP, UDP or TLS).

Accessible web interface

The FTAPI SecuMails application already meets 92% of WCAG 2.1 criteria.
An external audit was conducted to assess accessibility.

"Intelligent Email Encryption" dashboard

Administrators see all e-mails sent via intelligent e-mail encryption.
Four key figures (e-mails processed, successfully delivered, failed, daily average) are compared with the previous period.
A time filter offers the last 7, 30 or 90 days.
An incident overview lists errors, warnings and pending cases with time, sender, recipient, encryption method and status.
A bar chart shows the distribution of encryption methods.
The e-mail log can be exported as CSV (up to 500,000 entries per export).
Included from Secure Intelligence.

FTAPI Trust Network

Organisations with a validated e-mail domain (verified via DNS TXT record) are automatically connected to all other FTAPI organisations.
Deliveries arrive directly in the recipient's FTAPI inbox, without a guest account and without exchanging API keys.
Deliveries remain end-to-end encrypted and are scanned for viruses.
Download confirmation and activity log work as for regular SecuMails. The admin panel shows all active connections.

Level 1

Secure link, no login
(optionally or mandatorily with password protection)

No

No

Unkritische, öffentlich bestimmte Daten

Level 2

Login required

No

No

Interne oder leicht sensible Daten

Level 3

Login + SecuPass

Yes

No

Personenbezogene Daten, Verträge

Level 4

Login + SecuPass

Yes

Yes

Hochsensible Daten, medizinische Informationen

Secure Exchange

from €999 per month excl. VAT

500 GB / 99.50%

Sending e-mails and large files,
Outlook Add-In (classic and new),
digital mailbox (SubmitBox),
end-to-end encryption,
FTAPI Trust Network,
activity log and audit trail

Secure Intelligence

on request

1 TB / 99.50%

Everything in Secure Exchange,
plus intelligent e-mail encryption incl. S/MIME with your own certificate
(provided certificate at additional cost),
e-mail monitoring dashboard,
API,
custom SMTP server,
digital forms,
low-code workflow builder,
60+ integrations

Secure Enterprise

on request

2 TB / 99.90%

Everything in Secure Intelligence,
plus SIEM integration,
WAF and geoblocking,
extended branding

Secure e-mail communication

Encrypted sending and receipt of sensitive e-mails with or without file attachments –
GDPR-compliant, directly from Outlook or the browser.

Fax alternative

FTAPI SecuMails replaces the fax as the transmission channel for sensitive documents in public authorities, healthcare, and the insurance sector –
more secure, faster, and without media discontinuity.

Sending large files

Transmission of large files (CAD data, image files, archives) without Exchange server limits – securely and traceably.

Healthcare

Secure transmission of medical results, patient communication, and medical data exchange in accordance with the requirements of
§203 StGB and the GDPR.

Public administration

Secure written correspondence between authorities, offices, and citizens –
as a fax alternative and GDPR-compliant communication channel.

External submission via SubmitBox

External partners, citizens, or patients submit documents securely – without their own FTAPI licence, using only the SubmitBox link.

E-mail encryption in the mail flow

Intelligent e-mail encryption (from Secure Intelligence): Automatic encryption of outgoing e-mails centrally at the gateway, including S/MIME.
Users write as normal, and encryption happens in the background.
The dashboard shows which methods were used and whether deliveries failed.

Exchange between FTAPI organisations

Cross-organisation exchange via the FTAPI Trust Network:
deliveries from partner organisations arrive directly in the FTAPI inbox, end-to-end encrypted and without a guest account.

Healthcare

Hospitals, clinics, medical care centres (MVZ), Association of Statutory Health Insurance Physicians (KV), laboratories, pathology institutes, medical services.
Core requirement: encrypted transmission of medical results, patient communication, and data exchange with cost bearers in compliance with GDPR and KHZG requirements as well as the obligations arising from §203 StGB.
FTAPI SecuMails replaces the fax as the primary transmission channel.
Reference customers: Medizinischer Dienst Bayern, KAGes, CeGaT.

Public administration & authorities

District offices, municipal administrations, federal authorities, social insurance carriers, municipal social welfare associations.
Core requirement: secure written correspondence between authorities, with citizens, and with external bodies – GDPR-compliant, audit-proof, as a replacement for fax and post.
Reference customers: KSV Sachsen, Landratsamt Rhein-Neckar-Kreis, Canton of Lucerne.

Insurance & financial services

Insurance companies, brokers, reinsurers, leasing companies.
Core requirement: secure transmission of policies, claims documents, assessments, and contract data to customers, assessors, and partner firms – GDPR- and DORA-compliant, with a full audit trail.

Corporate IT & mid-sized businesses (DACH)

IT departments, data protection officers (DPO), and compliance managers at mid-sized companies who are looking for a ready-to-use e-mail encryption solution without complex PKI infrastructure.
Core requirement: NIS-2 compliance, no IT overhead on the recipient side, Outlook integration with no training effort.

HR & payroll departments

HR managers and payroll teams in companies across all sectors.
Core requirement: secure, verifiable transmission of payslips, employment contracts, and HR-related documents to employees – optionally automated via SecuFlows Advanced.

Manufacturing & TISAX®-regulated industries

Automotive suppliers, manufacturing companies with TISAX® obligations, aerospace suppliers.
Core requirement: TISAX®-compliant exchange of sensitive design data, certificates, and contract documents with OEMs and system suppliers – without US cloud services.

Energy sector & critical infrastructure (KRITIS)

Energy suppliers, network operators, and critical infrastructure operators with heightened security requirements under NIS-2.
Core requirement: secure, audit-proof e-mail communication between critical infrastructure operators, supervisory authorities, and service providers.

Primary decision-maker

Chief Information Security Officer (CISO), Head of IT, Data Protection Officer (DPO), Compliance Officer

Co-decision-makers

Managing Director (at SMEs), Head of HR (payroll use case), Chief Physician / Medical Director (healthcare)

Users

All employees who communicate by e-mail with external parties, in particular: HR, accounting, legal, and medical staff

Organisation size

Mid-sized businesses to large enterprises (250–10,000+ employees); public authorities and medical institutions of all sizes

Geography

Primarily DACH (Germany, Austria, Switzerland); expansion into further EU markets planned

Primary purchase trigger

NIS-2 compliance obligation, GDPR data breach, discontinuation of fax services by telecommunications providers, BSI audit findings

Not

Microsoft Outlook, Gmail, Thunderbird

Not

An S/MIME certificate issuer – S/MIME is an optional add-on to SecuMails

Not

FTAPI SecuRooms (SecuRooms = permanent data room; SecuMails = secure one-time file transfer by e-mail)

Not

FTAPI SecuForms or FTAPI SecuFlows Advanced

Not

SecuMail® by WorNet AG

FTAPI SecuMails

This product. Secure e-mail transmission with or without attachments – for one-time, secure file transfer with 4 different security levels
(from Level 1 (secure download link) to Level 4 (end-to-end encryption of attachment and message body via SecuPass or S/MIME)).

FTAPI SecuRooms

Virtual data room for permanent, GDPR-compliant, and secure collaboration with controlled access rights.

FTAPI SecuForms

Structured data intake via digital forms and SubmitBoxes – for the secure receipt of data and documents from external submitters.

FTAPI SecuFlows Advanced

Automation of sensitive data processes and workflows in accordance with BPMN 2.0 – without coding, audit-proof, and GDPR-compliant.