In our digital age, email serves as one of the most common forms of communication. It’s convenient, fast, and effective for sharing information. However, not all content is suitable for email, especially when it comes to sensitive information. Understanding what information should never be emailed can save you from potential mishaps like data breaches, fraud, and identity theft. In this article, we will explore the types of information that should be kept out of your inbox, as well as best practices for secure communication.
Why is Email Vulnerable?
Email is not a secure method of communication by default. Here are a few reasons why:
1. Lack of Encryption
Many email services do not encrypt messages automatically. This means that your emails can be intercepted by hackers during transmission and read without your knowledge.
2. Human Error
People often forget to double-check email addresses before hitting “send.” This simple mistake can lead to sharing sensitive information with the wrong person.
3. Phishing Scams
Cybercriminals frequently use email to execute phishing scams. These scams trick users into providing sensitive information under the pretext of being a trusted entity.
4. Business Risks
In a business setting, sharing sensitive information via email can lead to significant reputational and financial risk if mishandled.
With these vulnerabilities in mind, let’s delve into the specific types of information you should avoid emailing.
Types of Information You Should Never Email
It’s essential to have a clear understanding of what not to share in emails. Below are categories of information that you should keep out of your email communications.
1. Personal Identification Information (PII)
Personal Identification Information, or PII, can include:
- Social Security numbers
- Driver’s license numbers
- Passport numbers
Never share PII via email. This data is highly sensitive and can be used for identity theft if intercepted or accessed by unauthorized individuals.
2. Financial Information
Financial data is another category that should be kept private. This includes:
- Bank account numbers
- Credit card details
- Passwords and PINs
Sending such sensitive financial information through email can lead to financial fraud or unauthorized transactions.
3. Passwords and Access Codes
Whenever possible, avoid sharing passwords or access codes in emails. Have you ever heard the saying, “Don’t put your eggs in one basket?” The same logic applies here. It’s better to use secure password managers for sharing credentials or opt for two-factor authentication whenever feasible.
4. Health Information
Sharing health-related information via email poses serious privacy concerns. According to the Health Insurance Portability and Accountability Act (HIPAA), your health information is protected and should only be shared through secure channels. Do not email:
- Medical records
- Health insurance information
If you need to communicate sensitive health information, consider using encrypted messaging services that comply with privacy laws.
5. Legal Documents and Sensitive Contracts
Legal documents contain crucial information that can be exploited if compromised. Examples include:
- Contracts
- Court documents
These materials should be protected and shared through legal portals or secure file-sharing services.
6. Confidential Business Information
For businesses, sharing proprietary information (e.g., internal reports, upcoming project details, or product designs) over email can lead to trade secret theft. Employees should refrain from emailing:
- Product roadmaps
- Sales strategies
Confidential business information is best shared via secure intranet systems.
7. Employment Application Materials
When applying for jobs, be careful with the materials you email to recruiters. These may include your:
- Resume
- Cover letter
While this information is less sensitive, ensure that it doesn’t contain personal data like a Social Security number unless absolutely necessary. Always check the company’s application policy regarding email submissions.
Best Practices for Secure Email Communication
Now that you’ve learned what not to email, let’s discuss best practices for safe email communication.
1. Use Encryption
Using encryption can secure your email content. Several email services provide encryption features, such as:
- PGP (Pretty Good Privacy)
- End-to-End encryption
These technologies help ensure that only the intended recipient can read your emails.
2. Use Secure File Sharing Services
For documents containing sensitive information, use trusted file-sharing services that offer secure sharing features. Look for services with the following characteristics:
- End-to-end encryption
- Password protection
Platforms like Google Drive and Dropbox can be secure options when combined with good security practices.
3. Think Twice Before Clicking “Reply All”
In many corporate email threads, people hit “Reply All” without considering who will receive that information. A response intended for one person could go to multiple recipients, potentially leading to a security breach. Always review the email recipients before replying.
4. Set Up Two-Factor Authentication (2FA)
Enabling 2FA for your email account adds an extra layer of security. Even if someone gets access to your password, they won’t be able to log in without the second factor.
5. Regularly Update Passwords
Make a habit of regularly changing your email account passwords. Strong passwords should include:
- At least 12 characters
- A mix of uppercase and lowercase letters, numbers, and symbols
This makes it much harder for hackers to gain access to your account.
Conclusion
In a world where digital communication is pervasive, it’s vital to protect sensitive information from potential threats. Always be cautious about what you share via email, as it may lead to severe consequences like identity theft and fraud. By adhering to best practices and avoiding sharing specific types of information, such as PII, financial data, passwords, health information, legal documents, and confidential business materials, you can significantly diminish the risks associated with email communication.
By being vigilant and employing careful communication practices, you can help safeguard not only your own data but that of others involved in any email exchanges.
In this digital age, remember: it’s always better to think before you click.
What types of personal information should never be emailed?
It is essential to treat personal information with the utmost care, particularly when it comes to emails. Sensitive details such as your Social Security number, bank account information, credit card details, and passwords should never be sent via email. These details are frequently targeted by cybercriminals, and sending them through unsecured channels increases the risk of identity theft and financial fraud.
In addition to financial information, it is advisable to avoid sharing sensitive health information, personal identification details (like your driver’s license number), and login credentials for various services over email. Even though you might trust the recipient, email can be easily intercepted or inadvertently forwarded to the wrong person, leading to potential breaches of privacy and security.
Is it safe to email work-related sensitive information?
Generally, it is not safe to email sensitive work-related information, especially if it contains confidential customer data, proprietary company information, or trade secrets. Many organizations have strict policies against sharing sensitive information through email due to the heightened risk of data breaches. Unauthorized access to such information can result in major financial and reputational harm to the organization.
If you must send sensitive work-related data, consider using secure file-sharing services or encrypted communication platforms that offer additional layers of protection. These tools not only safeguard the information during transmission but also ensure that only authorized individuals can access the data.
What are the risks of emailing sensitive information?
Emailing sensitive information exposes you to several risks, primarily due to the vulnerability of email systems. Emails can be intercepted by hackers through phishing attacks, man-in-the-middle attacks, or simply through insecure networks. Once sensitive information falls into the wrong hands, it can lead to identity theft, financial loss, and other harmful consequences.
Additionally, even if you’re emailing a trusted recipient, human error can lead to accidental disclosures. Misaddressing an email, using an insecure network, or failing to implement adequate security measures can result in sensitive data leaking to unintended recipients. It’s vital to assess the necessity of sharing sensitive information and explore more secure methods whenever possible.
What should I do if I’ve mistakenly emailed sensitive information?
If you realize that you’ve mistakenly emailed sensitive information, act quickly. First, try to reach out to the recipient immediately and ask them to delete the email without reading it, if possible. It’s important to communicate the seriousness of the situation and to request confirmation that the email has been deleted. While this doesn’t guarantee that the information remains secure, it is a crucial first step in mitigating potential fallout.
After addressing the immediate situation, take additional precautions like changing any passwords associated with the sensitive information you shared. For instance, if you sent login credentials, update your password as soon as possible. Additionally, monitor your accounts for unusual activity and consider reporting the incident to your company’s IT department or a cybersecurity expert.
Can I use encryption for emailing sensitive information?
Yes, using encryption is one of the best practices for safeguarding sensitive information sent via email. Encryption converts your data into a format that can only be read by someone with the appropriate decryption key. This means that even if a hacker intercepts the email, the information remains unreadable without the key, significantly reducing the risk of data breaches.
Many email providers now offer built-in encryption options, and there are also third-party tools and services available for added security. Before sending sensitive information, check if your email service supports encryption, and make it a habit to enable it whenever you send confidential information, thereby enhancing your email security.
What alternatives exist for sharing sensitive information?
There are several alternatives to emailing sensitive information that offer better security and privacy. Secure file-sharing services such as Dropbox, Google Drive, or OneDrive can be used to share documents, allowing you to control who has access to the files. These services often provide options for password protection and expiration settings on shared links, adding another layer of security.
Moreover, consider using encrypted messaging apps like Signal or WhatsApp for sharing sensitive information. These platforms use end-to-end encryption, ensuring that only the sender and intended recipient can read the messages. Evaluate your options and choose methods that emphasize security, especially when dealing with sensitive data.
How can I recognize phishing emails to avoid sharing sensitive information?
Recognizing phishing emails is crucial in preventing the unintentional sharing of sensitive information. Phishing emails often contain poor grammar or spelling mistakes, which can be telltale signs of a scam. Additionally, be cautious of emails that create a sense of urgency or pressure you to take immediate action, as this is a common tactic used by scammers to manipulate victims.
Furthermore, always verify the sender’s address. Phishers may use email addresses that closely resemble legitimate businesses but contain slight variations. If you’re ever in doubt about the legitimacy of an email, contact the organization directly using official contact information rather than clicking on links or replying to the suspicious email.