No one wants to deal with a data breach, but how you communicate it can make all the difference.
We've designed five data breach notification templates to help you handle this tough situation with clarity and confidence. Relying on a template removes the guesswork, letting you respond effectively when it matters most.
<template>
Subject: Important Security Alert: Unauthorized Access to Your Account
Hi [Customer Name],
We're writing to inform you that we detected and blocked an unauthorized login to your account on [Date] at [Time]. Our security systems immediately flagged this activity, and we have taken proactive steps to secure your account by ending all active sessions.
While we have no evidence that any of your data was altered, the unauthorized party may have viewed information such as [list of potentially accessed data, e.g., your name, email address, and recent activity]. Your password was not exposed.
As a precaution, please reset your password immediately. We also recommend reviewing your recent account activity for any changes you don't recognize.
We sincerely apologize for this incident and any concern it may cause. Protecting your account is our highest priority. If you have any questions, please contact our support team at [Support Email Address or Link to Support Page].
Sincerely,
[Your Name]
[Your Position]
[Company Name]
</template>
<template>
Subject: Urgent Security Notice: Data Theft Incident
Hi [Customer Name],
We are writing to inform you about a data security incident where an unauthorized third party illegally accessed our systems and stole customer data. We discovered this on [Date] and took immediate action to stop the intrusion.
The stolen information includes [list of stolen data, e.g., your name, email address, and mailing address]. We want to be clear that sensitive data such as [list of safe data, e.g., your payment information and account password] was not compromised.
Upon discovery, we secured our systems and launched a full investigation with external cybersecurity experts to understand the extent of the theft. We have also notified the relevant authorities.
While your password was not exposed, we recommend you remain vigilant against any suspicious emails. Please be aware that we will never ask for your password or personal information over email.
We deeply regret this situation and apologize for any distress it may cause. We are taking every step to fortify our security and protect your data. For further updates or if you have any questions, please visit our dedicated support page [Link to Support Page].
Sincerely,
[Your Name]
[Your Position]
[Company Name]
</template>
<template>
Subject: Important Notice Regarding a Recent Security Incident
Hi [Customer Name],
We’re writing to inform you about a security incident we identified and resolved on [Date]. Our team discovered a [brief, simple description of the incident, e.g., vulnerability in a third-party software we use] that created a potential risk to account information.
Our investigation shows no evidence that your data was accessed or misused. However, the vulnerability could have theoretically allowed access to information such as [list of potentially exposed data, e.g., your name and email address]. We want to be clear that sensitive information like your password and billing details remained secure and were not at risk.
Upon discovery, we immediately patched the vulnerability and conducted a thorough security audit to ensure our systems are protected. We are also reviewing our internal security protocols to prevent similar incidents from happening in the future.
No action is required on your part, but your trust is important to us, and we are committed to protecting your data. We sincerely apologize for any concern this may cause. If you have any questions, please contact our support team at [Support Email Address or Link to Support Page].
Sincerely,
[Your Name]
[Your Position]
[Company Name]
</template>
<template>
Subject: Important Notice Regarding Your Personal Information
Hi [Customer Name],
We’re writing to let you know about a data security incident we discovered on [Date] that involved a leak of some customer personal information. We took immediate action to secure the source of the leak and contain the incident.
The information involved in this leak includes [list of specific personal data, e.g., your name, email address, and phone number]. We want to be clear that more sensitive data, such as your password and financial information, was not exposed and remains secure.
Our team has resolved the issue that caused the leak and we are conducting a full review of our security measures to prevent this from happening again. We have also notified the relevant data protection authorities.
While your password was not compromised, we recommend being cautious of any unsolicited emails or messages that ask for personal details. As a best practice, always be wary of phishing attempts. No action is required on your account at this time.
We sincerely apologize for this incident and any concern it may cause. Protecting your information is a responsibility we take very seriously. If you have any questions, please contact our support team here: [Link to Support Page].
Sincerely,
[Your Name]
[Your Position]
[Company Name]
</template>
<template>
Subject: Immediate Action Needed to Secure Your Account
Hi [Customer Name],
We are writing to inform you that we have detected suspicious activity on your account and have taken immediate steps to protect it. Our security systems identified that your account was accessed by an unauthorized individual on [Date] at [Time].
To protect your information, we have locked your account and logged you out of all active sessions. The unauthorized party may have viewed information such as [list of accessed data, e.g., your contact lists, recent campaign data].
Please secure your account immediately by resetting your password through this secure link: [Link to Password Reset Page]. We strongly recommend choosing a unique, complex password that you do not use for any other service. We also suggest reviewing your recent account activity for any unfamiliar changes.
We understand this is concerning and sincerely apologize for this incident. Your account's security is our top priority, and we are here to help you through this. If you have any questions or need assistance, please visit our support center at [Link to Support Page].
Sincerely,
[Your Name]
[Your Position]
[Company Name]
</template>
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