Email is a convenient and widely used communication tool for both personal and professional use. However, despite its popularity, email is not the most secure medium for sharing confidential information. From the risk of interception to human errors, several factors make email a risky choice for transmitting sensitive data. Here’s an in-depth look at why you should avoid sending confidential information over email.
1. Emails Are Vulnerable to Cyberattacks
One of the most pressing concerns when sending confidential information via email is the risk of cyberattacks. Cybercriminals often target emails to gain unauthorized access to sensitive information. Common email-based threats include:
- Phishing Attacks: In 2024, 94% of organizations reported falling victim to phishing attacks, with many incidents leading to data breaches. Phishing emails trick recipients into providing sensitive information or credentials, potentially giving attackers access to entire email accounts and their contents.
- Man-in-the-Middle Attacks: In a man-in-the-middle (MITM) attack, cybercriminals intercept email communication between the sender and recipient, potentially accessing any confidential information transmitted. Without proper encryption, the content of the email can be read and exploited by attackers.
- Malware and Ransomware: Cybercriminals often use email to distribute malware, which can compromise devices and steal information. Once a device is infected, attackers can gain access to stored emails, attachments, and sensitive data.
Emails transmitted over unsecured or public networks are particularly vulnerable to interception. Given that email security breaches can lead to financial, legal, and reputational damage, sending confidential information via email poses a high risk to individuals and businesses alike.
2. Lack of End-to-End Encryption
Most standard email services do not offer end-to-end encryption, exposing the content of emails at various transmission stages. End-to-end encryption ensures that only the intended recipient can decrypt and view the contents of an email. Without this security measure, unauthorized individuals can intercept and read emails on their journey across the internet.
Popular email services like Gmail and Outlook encrypt messages in transit using Transport Layer Security (TLS). However, this method does not provide end-to-end encryption, meaning that emails may still be accessible to email service providers, network administrators, or hackers who manage to break into these systems. For truly confidential communication, using services that offer end-to-end encryption, such as Proton Mail, is essential.
3. Risk of Human Error
Human error is another significant risk when sending sensitive information via email. Mistakes can happen at any stage of the email process, leading to unintended consequences:
- Misdirected Emails: Sending an email to the wrong recipient is an all-too-common mistake. Once a confidential email is sent to the wrong person, there’s no guaranteed way to retrieve or delete the information, putting the data at risk.
- Unintended Forwarding: Even if an email is sent to the correct recipient, there is a risk that they may accidentally forward it to others, potentially exposing confidential information to unintended parties.
- Failure to Use Encryption: Many people are not well-versed in email security measures, such as using encryption tools. A lack of knowledge or awareness can lead to sending sensitive information without the necessary security precautions, leaving data vulnerable to interception and misuse.
Human error is unpredictable, making it one of the most challenging risks to mitigate. Relying on email as a secure method of communication can, therefore, result in unintentional data exposure.
4. Limited Control Over Confidential Information
Once you send an email, you lose control over what happens to the information within it. Unlike more secure file-sharing methods that allow you to control access to the content (e.g., setting expiration dates or password protection), emails can be saved, forwarded, printed, or even copied and pasted into other documents. This lack of control increases the risk of confidential information falling into the wrong hands.
Even if you use a feature like “recall” in some email clients, the success of recalling an email depends on several factors, such as the recipient’s email provider or whether the email has already been opened. Consequently, you cannot rely on recalls to protect sensitive information once an email has been sent.
5. Email Storage and Backups Are Security Risks
Emails are often stored on various servers for indefinite periods. Email service providers maintain backups of emails to ensure data recovery in the event of technical issues. However, this means that sensitive information sent via email could be stored on multiple servers, making it a potential target for hackers. Additionally, cloud-based email services might store data in various locations, sometimes in different countries, raising concerns about data privacy and jurisdictional regulations.
For businesses subject to data protection regulations like GDPR or HIPAA, this widespread storage of emails can pose a significant compliance risk. Uncontrolled storage of confidential information increases the chances of data breaches and violations of privacy regulations.
6. Emails Are Easily Phished or Spoofed
Email spoofing is a tactic in which attackers forge email addresses to impersonate a trusted contact. This form of attack is often used to trick recipients into sharing sensitive information, clicking on malicious links, or opening harmful attachments. Phishing and spoofing attacks can lead to unauthorized access to personal and business accounts, resulting in data theft or financial loss.
By avoiding the use of email for confidential information, you reduce the risk of falling victim to phishing and spoofing attempts.
7. Compliance and Legal Issues
Certain industries, such as healthcare, finance, and legal services, are subject to strict data protection regulations. For example, the Health Insurance Portability and Accountability Act (HIPAA) mandates that healthcare providers protect patient information, which includes using secure methods for transmitting confidential data. Similarly, the General Data Protection Regulation (GDPR) imposes heavy fines for mishandling personal data.
Sending sensitive information via unencrypted email can result in non-compliance with these regulations, potentially leading to legal penalties, fines, and reputational damage. For businesses, using more secure communication channels is critical to meet compliance requirements and protect sensitive information.
Alternative Methods for Sending Confidential Information
Given the risks associated with sending confidential information over email, using more secure alternatives is advisable. Here are some better methods for transmitting sensitive data:
- End-to-End Encrypted Messaging: Messaging platforms that offer end-to-end encryption, such as Signal or ProtonMail, ensure that only the intended recipient can access the message content.
- Secure File Sharing Platforms: Platforms like Dropbox, Google Drive, or OneDrive offer encrypted file sharing with advanced access controls. Use password protection, link expiration dates, and recipient verification to enhance security.
- Virtual Private Networks (VPNs): When sharing information over the internet, use a VPN to encrypt your connection and reduce the risk of interception.
Secure Alternatives: Protecting Your Confidential Information
While email is convenient, it is not a secure method for transmitting confidential information. From cyberattacks and human error to compliance issues and limited control over shared data, the risks of using email for sensitive communication far outweigh the convenience. By opting for more secure communication methods, such as encrypted file transfer services or secure messaging platforms, you can significantly reduce the risk of data breaches and protect your sensitive information.
Looking for a secure way to send confidential information? SmartPayables offers secure, automated document delivery services designed to keep your sensitive data safe. Contact SmartPayables today to find out how we can help you protect your communications.
Founded in 2005, Smart Payables offers a full range of accounts payable payment solutions including outsourced check printing and mailing, document and statement printing and mailing, ACH direct deposits + more. Our highly experienced software developers and intelligent printing teams specialize in secure, enterprise-grade payment options that are HIPAA, SOC 1 Type 2, and ISO compliant. Our mission is to help businesses and large organizations implement secure, innovative technology that will reduce overhead and improve business operations and capabilities.