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If you’re working on a secret project, you make your own communication tools and protocols. Or if you’re lazy you just set up a mail server behind a VPN.
Nah, everyone uses Slack or Teams or whatever. Look at Rockstar and the GTA6 leak, for example.
Making your own protocols means vulnerabilities are more likely. Better to use one that’s been tested and audited (unless it’s following something like this EU thing of course)