Email is a fantastic tool for communication as it is quick, easy and allows you to connect with clients, colleagues and partners with just a few clicks. But as convenient as it is, email is not always the safest place for certain types of sensitive information. Some things should absolutely stay out of your inbox. Let us go through what you should never put in an email and why.
Login Credentials
Login credentials (usernames and passwords) are a hacker’s goldmine. Imagine if someone broke into your email account about what they could do and find. If you have ever emailed login credentials or passwords, you have left the door open for them.
Hackers can easily search your emails to find this information, and give themselves even deeper access to your business systems, bank accounts and much more. It is like leaving the keys to your office under the doormat, so don’t do it.
What to do instead: Use a password manager to share credentials securely with your team. If you must send this information, use an encrypted method that ensures only the intended recipient can access it.
Credit Card Numbers
Sending credit card numbers through email is not just risky; it can cost you a lot of money and be illegal. There are strict rules about how credit card information should be stored and transmitted, and email doesn’t meet those standards. If your email is compromised, your business could be on the hook for any unauthorised transactions, and the consequences are severe.
What to do instead: For any transaction involving credit card information, use secure payment platforms that are designed to handle this data type. These platforms are built with security in mind and comply with the necessary regulations.
Passport and Driver’s License Numbers
Your passport and driver’s license numbers are more than just digits; they are key pieces of your identity and if in the wrong hands can very easily lead to identity theft. This could lead to everything from fraudulent accounts being opened in your name to issues with law enforcement.
What to do instead: If you need to share this information, do it in person or over a secure platform designed for sensitive data.
Personal Health Information
If your business handles any kind of health-related data, you already know there are strict rules around how it should be stored and shared and email certainly does not cut it. Whether it’s patient records, medical histories, or any other form of Protected Health Information (PHI), putting it in an email can lead to severe compliance violations.
What to do instead: Use secure, compliant systems specifically designed for storing and sharing health information. These systems encrypt data and ensure that only authorized individuals can access it.
Protect Your Legal Communications
Legal information is a big deal. If anyone outside your legal team views these communications, then serious consequences may result.
What to do instead: When sharing legal information, stick to secure methods that ensure confidentiality, such as encrypted emails or secure client portals provided by your lawyer’s office.
Keep Your Sensitive Information Safe
There are plenty of ways to share sensitive information without putting your business at risk. Depending on what kind of data you are dealing with and your industry, there are options such as encryption, secure file-sharing platforms and even specialised software designed to keep your information safe.
If you are unsure how to handle your sensitive information, do not hesitate to contact us. Contact us today to discuss the right solution for your business and to ensuring your data stays secure without compromising your workflow.