Email is a cornerstone of modern communication, but it’s not always the safest method for handling sensitive information. While convenient, email lacks the robust security measures necessary to protect specific data types. Here, we explore 12 categories of sensitive data that should never be sent via email, discuss why email is a risky medium for such information, and offer safer alternatives for handling these sensitive details.
1. Personal Identification Numbers (e.g., Social Security Number)
Why Not Email: Personal Identification Numbers (PINs) such as Social Security Numbers (SSNs) are crucial for verifying identity but are prime targets for identity theft. Once someone obtains your SSN, they can potentially open credit accounts in your name, access your financial records, and cause significant damage to your financial health.
What to Do Instead: Avoid sending PINs via email. Instead, use encrypted messaging services that ensure the data is securely transmitted. For instance, apps like Signal and WhatsApp offer end-to-end encryption, meaning only you and the intended recipient can read the messages. Consider using secure postal services that provide tracking and delivery confirmation if necessary.
2. Credit Card Information
Why Not Email: Credit card details, including card numbers, expiration dates, and CVV codes, are precious to cybercriminals. If intercepted, this information can be used to make unauthorized purchases or steal your financial identity.
What to Do Instead: Use secure payment gateways or encrypted financial services for transactions. Platforms such as PayPal or Stripe are designed with advanced security features. When making purchases or sharing credit information, opt for methods that include multi-factor authentication and ensure the transaction environment is secure.
3. Bank Account Details
Why Not Email: Bank account details, such as account and routing numbers, are critical for accessing financial resources. If such information is compromised, it could lead to unauthorized withdrawals or transfers, causing economic loss.
What to Do Instead: Share bank account details through secure, encrypted financial applications or online banking platforms with built-in security measures. For sensitive financial transactions, use tools and services that offer additional layers of protection, such as encryption and multi-factor authentication.
4. Login Credentials (Usernames and Passwords)
Why Not Email: Login credentials, including usernames and passwords, are gateways to your personal and professional accounts. Email is not a secure medium for sharing this information, as it is vulnerable to interception and unauthorized access.
What to Do Instead: Use a reputable password manager to store and share login credentials securely. Password managers like LastPass or 1Password offer encryption and safe sharing features. Additionally, consider enabling two-factor authentication (2FA) on your accounts to add an extra layer of security.
5. Medical Records
Why Not Email: Medical records contain sensitive personal health information protected by privacy regulations such as HIPAA (Health Insurance Portability and Accountability Act). Email is not compliant with these regulations and could expose sensitive health data.
What to Do Instead: Use secure healthcare provider portals to share medical records. These portals are designed to comply with privacy regulations and include encryption to protect your data. If necessary, consult with your healthcare provider for secure methods of communication.
6. Legal Documents
Why Not Email: Legal documents often include confidential information such as case details, agreements, and personal data. Sending these documents via email increases the risk of unauthorized access and potential legal complications.
What to Do Instead: Utilize secure document-sharing platforms designed for legal professionals. Services like DocuSign or Adobe Sign offer secure electronic signatures and encryption. Always ensure that you are using a platform that complies with legal standards for data protection.
7. Financial Information (e.g., Tax Returns)
Why Not Email? Financial information, such as tax returns, includes sensitive details that could be exploited if accessed by unauthorized individuals. Email lacks sufficient protection for such crucial data, making it a risky choice for transmission.
What to Do Instead: Use secure file-sharing services or financial platforms with encryption capabilities. When configured with the appropriate security settings, services like Dropbox Business or Google Drive can provide a safer way to share financial documents and password-protect files before sharing them.
8. Sensitive Company Information
Why Not Email: Company information, such as trade secrets, proprietary data, and strategic plans, needs to be safeguarded to maintain a competitive edge and prevent data breaches. Email does not offer the necessary security to protect such sensitive business information.
What to Do Instead: Utilize encrypted business communication tools and secure file-sharing platforms designed for corporate use. Tools such as Microsoft Teams or Slack with encryption features can help protect sensitive company information. Implement access controls and encryption policies to enhance security.
9. Employee Records
Why Not Email: Employee records contain sensitive data such as performance evaluations, salary information, and personal details. Sending this information via email could lead to breaches of confidentiality and unauthorized access.
What to Do Instead: Use secure HR management systems with encryption and controlled access. Platforms like BambooHR or Workday provide safe ways to manage and share employee records. Ensure that sensitive documents are accessed through secure portals and that only authorized personnel can view them.
10. Personal Security Codes (e.g., Two-Factor Authentication Codes)
Why Not Email: Personal security codes, such as those used in two-factor authentication (2FA), are time-sensitive and critical for securing accounts. If these codes are intercepted, they can be used to bypass security measures and gain unauthorized access.
What to Do Instead: Use secure authentication apps such as Google Authenticator or Authy to manage and share security codes. These apps are designed to keep your codes secure and less susceptible to interception than email.
11. Confidential Client Data
Why Not Email: Client data often includes sensitive personal and financial information that must be protected to maintain trust and comply with data protection regulations. Email does not provide the level of security needed for such confidential information.
What to Do Instead: Use secure client portals or encrypted communication channels to handle sensitive client data. Platforms like Salesforce or Client Portal offer safe access and data protection features. Ensure data is transmitted through channels that comply with relevant data protection laws.
12. Sensitive Legal Information
Why Not Email: Sensitive legal information, including case details, legal strategies, and confidential communications, requires high levels of protection to avoid unauthorized access and breaches.
What to Do Instead: Use secure legal communication platforms designed explicitly for confidential interactions. Tools like Clio or LawPay offer safe environments for managing and sharing sensitive legal information. Always ensure compliance with legal privacy standards and use encryption to protect sensitive data.
Conclusion
While email is a convenient method for everyday communication, it is not always suitable for transmitting sensitive information. Understanding the risks associated with emailing specific data types is crucial for protecting your personal, financial, and professional information. You can better safeguard your sensitive information and reduce the risk of unauthorized access by opting for more secure alternatives—such as encrypted messaging services, secure file-sharing platforms, and specialized communication tools. Prioritizing security in your communication practices is essential in today’s digital age.