How to Send Private Information Through Email

Apr 20, 2023

Maintain data security through encrypted email file transfer, thanks to Botdoc

Are you collecting or sending sensitive information, such as your bank information, over email? Think again.

While email is an official mode of communication and can even be used as admissible evidence in a court of law, email is NOT a secure channel for passing confidential information by default.

The only way you can send sensitive information through email securely is by using an encryption method. Even then, all parties must take privacy into account, too.

First, Let’s Define Security vs Privacy

Most people assume that security and privacy are synonymous; however, they are entirely different concepts. Security is concerned with safeguarding data from unauthorized access, while privacy relates to an individual’s right to control their personal information and how it is obtained, shared, or stored.

While one may claim that security can be maintained through utilizing end-to-end encryption, this alone is not a guarantee of privacy. Someone may take a screenshot of a message sent over an encrypted app, forward it to someone else, or simply show it to someone nearby; consequently, the human nature of communication makes sharing sensitive information vulnerable to privacy violations.

Businesses must take great care to protect their customers’ information along the lines of privacy AND security. Engaging in secure email communication and file transfer is but one of the ways businesses can be their customers’ security and privacy champion.

But Isn’t Gmail or Outlook Secure?

Big email providers like Gmail or Outlook fit their email services with TLS encryption. Transport Layer Security encryption does encrypt your email as you send it, but it may not stay that way once it hits the recipient’s inbox.

Those same email providers keep the encryption keys to your emails, too, which means they can assess your most private messages. And even Google admitted third-party apps could read your messages if you grant them access.

Now that sounds like a cause for concern among certain business sectors that rely on email, such as healthcare, where the black-market price for healthcare data records is about 97% higher than the going rate for a stolen payment card.

How to Send Private Information by Email

From bank account information to social security numbers or driver’s license numbers, all personal information must be encrypted.

Use End-to-End Encryption

Emails must be secured before they leave your computer, secured during transit, and secured once they land with the recipient. This is called end-to-end encryption, ensuring hackers cannot intercept the data on either device or while passing through cyberspace.

Botdoc uses E2EE, protecting file transfers from potential unauthorized access and serving as the lock and key to your customers’ most sensitive data.

Bonus: Use Password Protection

If you want to add a second layer of security to your email communications, use password protection. Encryption services typically offer a way to password-protect specific emails– or at least the attachment within the email.

You (the sender) set the access code for the email or attachment, and only the person who knows the code can open it. PDFs and Word documents are two very common file types that are password-protected the most.

Secure, Encrypted File Transfer Through Email

Modern businesses need a secure and reliable means of exchanging confidential and sensitive data through email. Botdoc is the only file-sharing app of its kind designed to streamline the process of sharing information with customers and employees via email securely.

With Botdoc, organizations in the healthcare, automotive, and financial services industries can choose the types, number, and size of files to send quickly and with minimal compliance risks. Effortlessly set document retention periods and automatically purge files as needed to boost employee productivity and further slash data-breach risks! To experience the power of Botdoc first-hand, schedule a free 15-minute demo today.

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