Disclaimers, notices and subject tags

PXCMail attaches footers and regulatory notices as a policy action, so the right text lands on the right message without anyone remembering to paste it, and subject tags such as [SECURE] let staff force locked delivery from any client.

Before you start

Compliance, Admin or Owner role.
The approved wording from your compliance officer or counsel. We supply templates; you own the text.
A list of which domains need which footer, and whether each notice should attach always, only when detection finds something, or only on one rule.

Steps

Console → Policy → Notices → New footer. Pick the domain, paste the text and an HTML version, preview it.
Add a regulatory notice from a template: the 42 CFR Part 2 redisclosure notice (42 CFR Part 2), the wire-fraud “verify by phone” notice, or the attorney-client privilege banner. Edit the wording; a template is a starting point, not legal advice.
Choose when it attaches: always (every outbound message from that domain), on finding (when a detection pack or custom pattern fires), or on rule (as the optional notice of one rule under Policy → Rules).
Console → Policy → Subject tags. [SECURE] is on by default; add synonyms such as [ENCRYPT] or [PHI]. Tags are stripped before delivery. [PLAIN] is never honored for content that detection has flagged.
Save with a note. The policy gets a new version; if a notice is tied to a rule, run the rule in test mode first.

Verify

Send three test messages to an outside address you control: a plain one, one with a sample finding, and one with [SECURE] in the subject. The first shows the footer, the second shows the notice above the footer, the third arrives as locked delivery with the tag removed. Archive & audit shows the notice that applied under each policy decision.

Troubleshooting

The footer appears twice. Cause: Google Workspace or Microsoft 365 is appending its own footer too. Fix: remove the provider footer and keep the PXCMail one, which is versioned and logged.
A notice is missing on a message that should carry it. Cause: the notice attaches on finding and detection did not fire, or the rule is still in test mode. Fix: open the message in Archive & audit → Decision; see a message should have been encrypted but wasn’t.
The HTML footer shows as plain text. Cause: the message was sent as plain text or the recipient’s client blocks HTML. Fix: keep the text version of every footer current; the editor asks for both.
[SECURE] had no effect. Cause: the tag was not spelled as configured, or the message went to your own staff and never left your provider. Fix: check Policy → Subject tags for the exact tag and synonyms; internal mail is never processed.

Example

Harbor Title, a 14-person title and escrow company on Microsoft 365, keeps a per-domain footer with the firm’s address on every message. The wire-fraud “verify by phone” notice is set to attach on finding, so it appears whenever the wire-instructions pattern fires. The same rule sets the action to encrypt, so escrow officer Maria’s closing instructions reach the buyer as locked delivery with the notice at the top.

FAQ

Is the Part 2 template legal advice?

No. It follows the notice language in 42 CFR Part 2; your counsel approves the final text.

Can different domains have different footers?

Yes. Footers are per domain; regulatory notices and subject tags apply to the whole organization.

Do notices go on internal mail?

No. Mail between your own users stays inside Google or Microsoft and is not processed, so no footer, notice or tag applies.

Where can I see which version of a notice went out?

Policy → Versions shows every change with its note; the audit record for a message names the policy version that applied.

Still stuck? A human answers within 15 minutes on chat, 1 hour by email during business hours (24/7 for outages).