IAGO GmbH switched from Exchange to Tuta Mail – and is not looking back!
From its own Exchange server to a secure European alternative: Why a German business consultancy chose Tuta Mail over US clouds.
These facts – end-to-end encryption and being located in Germany – were the two deciding factors for IAGO GmbH when they were looking for an alternative for their Exchange server. IAGO GmbH is a business consultancy specializing in environmental law, transport law, and data protection law. It advises companies in highly sensitive areas, trains employees in data protection issues, and supports organizations in meeting legal requirements in the areas of compliance and security.
Until early 2025, IAGO operated its own Exchange server and used Microsoft Outlook. However, the effort required to keep the system secure, up to date, and GDPR-compliant was steadily increasing. This was particularly true given that Microsoft is fundamentally unable to meet the highest possible data protection requirements - because based on the US Cloud Act, data in the US is not safe from government access, even if it belongs to a German company. “We wanted a solution that offered encryption, fully complied with the General Data Protection Regulation, and gave us the certainty that our users’ privacy would be respected for real; not just on paper,” explains Managing Director Niclas Lahmer.
US clouds are not an option
During the initial evaluation, many of the market-leading email solutions were quickly ruled out, simply because they are headquartered in the US, which is problematic from a data protection perspective.
In our experience, US providers often offer features that are innovative and may also enable efficient working, but at the same time they charge a price that is not measured in dollars or euros, but that is being paid for with our data. As a business consultancy, we are not interested in disclosing our employees’ or clients’ data in any way, and naturally want as little data as possible to be transferred to the US or even to other countries, such as Asia. We want to keep our data entirely in Germany, which is why we decided against US providers, even though they may offer attractive pricing models or very fast speeds. Our experience has shown that Google, as well as other tech giants from Silicon Valley, are primarily interested in obtaining our data and often attempt to access it through free models. Those who don’t pay in euros or dollars pay the price with their data. We didn’t want to do business this way because we believe that both our own privacy and security and that of our clients must be protected,” explains the managing director of IAGO GmbH.
As a business consultancy with clients from industry, logistics, and the public sector, IAGO GmbH cannot afford to take any risks. “We are obliged to protect our customers’ data. This is not only a matter of the GDPR, but also of industry-specific security standards imposed on us by our clients, which can go far beyond the GDPR.”
The decision was also influenced by current developments: Microsoft’s strategic focus on moving all data to the cloud, e.g., with the “new Outlook” or the regular screenshots of your own desktop with Microsoft Recall, which Lahmer views critically: “What Microsoft is currently planning borders on espionage in my opinion. This is clearly the opposite of digital sovereignty, which we need here in Europe. That’s why we opted for a European and encrypted alternative.”
Switch to Tuta Mail
We have been using Tuta Mail since the beginning of this year and decided to abandon our own Exchange server in favor of a system that offers encryption and fully complies with the GDPR, rather than just claiming to do so. We wanted a system that guarantees both user privacy and security and whose servers are located in Germany. In the end, we had a total of three providers to choose from. We had to make a decision. In the end, we chose Tuta because we consider compliance with data protection guidelines and regulations, as well as the implementation of data protection regulations, to be more likely in Germany than in Switzerland, for example.”
Several factors were decisive for IAGO GmbH:
- Complete end-to-end encryption of all emails, contacts, and calendars
- Server location in Germany
- Open source
- Apps for Linux, Windows, Android, and iOS
- And: No dependence on US corporations
“We looked at Tuta and immediately realized: This fits perfectly into our concept,” says Lahmer. “Open source, high security standards, no tracking, no advertising; and at the same time, modern, user-friendly apps for all devices.”
The transition went smoothly. All accounts were migrated within a few days. Thanks to the Tuta clients for various operating systems, the introduction to the IAGO team of nine employees was straightforward. IAGO uses Linux and Windows in parallel, as well as Android smartphones, iPhones, and iPads. Tuta runs stable everywhere.
”The great thing about the system for us was that, in addition to the aspects of security and privacy, it also provided all the features we needed. That means, in addition to the email function, contacts and a calendar function. It was perfect for us that the desktop client was offered directly, both on Linux and Windows, and that we were able to install it seamlessly on all end devices with little effort.”
Everything in one app: email, calendar, and contacts
Since then, everyday work at IAGO GmbH has become much easier. “We now have an application that allows us to manage emails, calendars, and contacts centrally, and it’s fully encrypted,” says Lahmer.
The team functions in particular make everyday life easier. Calendars can be easily shared, contact lists are synchronized, appointments can be duplicated, and recurring meetings can be created with just a few clicks.
With Tuta, we have the great advantage of avoiding data redundancy and not having to rely on different systems all the time. Exchange is very much based on Outlook, for example, and when we still had it, Microsoft always tried to sneak its way into our work processes somehow. We’ve completely moved away from that now! In addition to the typical writing and replying to emails, this also includes the topic of signatures, of course. At the same time, we have the ability to better detect spam and better organize folders. The overall feel of Tuta is significantly better and clearer than it was with Outlook.”
For a long time, IAGO GmbH believed what many companies still believe today: Outlook is a necessary evil that you simply can’t get rid of. But Niclas Lahmer and his team are proving that there is another way!
White labeling for a professional appearance
One feature that is particularly appreciated at IAGO GmbH is white labeling. This allows Tuta to be adapted to the company’s corporate design, including logo, colors, and an own subdomain for login. “That was a real highlight for us,” says Lahmer. “Our employees log in via our own domain and the system appears under our branding. This looks very professional, especially when we send our clients end-to-end encrypted emails.”
For external communication, IAGO also uses the option of sending encrypted emails to recipients without a Tuta account. “This has been well received. Many of our clients are pleased that we offer them such a secure means of communication.”
Data protection, support, development
Lahmer finds it incomprehensible that data protection is still seen as a chore in many companies. “For us, data protection is a mark of quality. Our customers appreciate that we take security and privacy seriously.”
Lahmer is also satisfied with Tuta’s support team. “Once, we had a brief problem with the mobile client after an Apple update. It was fixed within a few days because the support team responded quickly and competently.”
He particularly likes the fact that Tuta is constantly evolving. New features such as appointment duplication and improved calendar views make his daily work easier. “You can tell that Tuta listens to user feedback. It’s not an anonymous platform from Big Tech, but a product that’s really built for people who value privacy.”
He does have one wish, though: “If I could wish for anything, it would be expanded contact management with tags or categories so that you can search for groups more quickly,” Lahmer suggests.
Encrypted and European
Ultimately, for IAGO, it’s about more than just technology. It’s about digital sovereignty. “We want our data to remain in Europe, protected by European laws, and not end up in a system we can’t control,” Lahmer summarizes.
With Tuta, IAGO GmbH has found a solution that does just that: end-to-end encryption, open source, and no compromises on data protection.
The switch to Tuta Mail has not only increased security for the business consultancy, but also simplified everyday work. A modern user interface, all functions in one app, and the good feeling of being truly independent: all this makes Tuta the ideal solution for a company that takes data protection seriously.
