Your Email Isn’t as Secure as You Think: What You Need to Know

Email has become one of the most popular forms of communication today. According to Statista, an estimated four billion email users worldwide are expected to grow to 4.6 billion by 2025. On average, as of 2021, approximately 319.6 billion emails are sent daily, while 95% of people aged 24-44 have an email account.

Email communication is convenient and efficient, but it can come with risks if the proper security measures are not taken. It is important to remember that email is not a secure form of communication and should never be used to send private information. With the threat of cybercrime and hackers targeting unsuspecting users, emails are particularly vulnerable to being intercepted by malicious third parties. As such, everyone needs to exercise caution when emailing confidential data.

Emails often pass through multiple servers from sender to receiver, leaving them open to potential hacks or data breaches. To protect against unauthorized access, users should use secure passwords for their email accounts and avoid clicking on links or downloading attachments from unknown or suspicious senders.

As a precaution, users should delete any emails containing sensitive data after being viewed so that third parties cannot access them maliciously.

Types of protected data

Personal Identifiable Information Personally Identifiable Information (PII) refers to any data that can be used to identify a specific individual, either on its own or when combined with other information. This type of information is critical to the security and privacy of individuals, as its exposure or misuse can lead to identity theft, financial fraud, and other personal harms. PII includes a wide range of identifying details such as names, addresses, phone numbers, email addresses, Social Security numbers, passport numbers, driver's license numbers, and biometric data like fingerprints or facial recognition features. Organizations that handle PII are responsible for implementing robust security measures to protect this data from unauthorized access, breaches, and other cyber threats. They must also ensure compliance with relevant data protection regulations such as the General Data Protection Regulation (GDPR) in Europe, the California Consumer Privacy Act (CCPA) in the United States, and other local privacy laws. Managing PII securely involves practices like data encryption, access controls, regular security audits, and employee training on data privacy. Safeguarding PII is not only a legal obligation but also fundamental to maintaining consumer trust and confidence. Companies that protect personal data effectively can enhance their reputation and foster stronger relationships with their customers, thereby contributing to long-term business success. ( PII Personally Identifiable Information (PII) refers to any data that can be used to identify a specific individual, either on its own or when combined with other information. This type of information is critical to the security and privacy of individuals, as its exposure or misuse can lead to identity theft, financial fraud, and other personal harms. PII includes a wide range of identifying details such as names, addresses, phone numbers, email addresses, Social Security numbers, passport numbers, driver's license numbers, and biometric data like fingerprints or facial recognition features. Organizations that handle PII are responsible for implementing robust security measures to protect this data from unauthorized access, breaches, and other cyber threats. They must also ensure compliance with relevant data protection regulations such as the General Data Protection Regulation (GDPR) in Europe, the California Consumer Privacy Act (CCPA) in the United States, and other local privacy laws. Managing PII securely involves practices like data encryption, access controls, regular security audits, and employee training on data privacy. Safeguarding PII is not only a legal obligation but also fundamental to maintaining consumer trust and confidence. Companies that protect personal data effectively can enhance their reputation and foster stronger relationships with their customers, thereby contributing to long-term business success. ) related to emailing is the data that can be used to identify an individual. This could include email addresses, passwords, IP The Internet Protocol (IP) is a foundational communication protocol used for relaying packets of data across network boundaries. Structured as part of the Internet Protocol Suite, commonly known as TCP/IP, it is responsible for addressing and routing data so that it can travel across diverse interconnected networks and reach its intended destination. IP operates on the principles of packet-switching and is characterized by its use of unique IP addresses for each device connected to the network, ensuring that data packets are directed accurately. There are currently two primary versions of Internet Protocol in use: IPv4 and IPv6. IPv4, employing a 32-bit address scheme, has been the predominant version since its inception, but its address space has nearly been exhausted. IPv6, introduced to overcome the limitations of IPv4, uses a 128-bit address scheme, significantly expanding the available address space to accommodate the growing number of internet-connected devices. By facilitating the efficient and reliable transmission of data, the Internet Protocol underpins the functionality of the modern internet, enabling seamless communication and information sharing on a global scale. As network technologies continue to advance, the importance of robust and adaptable IP standards remains critical to the ongoing growth and evolution of digital connectivity. addresses, contact information, and other details that could be used to track a person's online activity. Protecting PII Personally Identifiable Information (PII) refers to any data that can be used to identify a specific individual, either on its own or when combined with other information. This type of information is critical to the security and privacy of individuals, as its exposure or misuse can lead to identity theft, financial fraud, and other personal harms. PII includes a wide range of identifying details such as names, addresses, phone numbers, email addresses, Social Security numbers, passport numbers, driver's license numbers, and biometric data like fingerprints or facial recognition features. Organizations that handle PII are responsible for implementing robust security measures to protect this data from unauthorized access, breaches, and other cyber threats. They must also ensure compliance with relevant data protection regulations such as the General Data Protection Regulation (GDPR) in Europe, the California Consumer Privacy Act (CCPA) in the United States, and other local privacy laws. Managing PII securely involves practices like data encryption, access controls, regular security audits, and employee training on data privacy. Safeguarding PII is not only a legal obligation but also fundamental to maintaining consumer trust and confidence. Companies that protect personal data effectively can enhance their reputation and foster stronger relationships with their customers, thereby contributing to long-term business success. when using email communication is essential as cybercriminals use increasingly sophisticated methods to access confidential information. Using strong passwords and avoiding clicking on suspicious links or attachments that may contain malicious software is crucial. Additionally, users should be vigilant in monitoring their accounts for unusual activity, such as unexplained emails sent from their accounts or emails received from unknown sources.

Protected Health Information (PHI) is any information related to the health status, medical history, care provision, or payment for healthcare services of an individual. This includes data such as a patient's name, Social Security number, address, date of birth, diagnosis code, procedure codes, health insurance policy numbers, lab results, and other information about a person’s physical or mental health. As PHI is considered personal and sensitive information, protecting it from unauthorized access and use is important.

Under the Health Insurance Portability and Accountability Act ( HIPAA The Health Insurance Portability and Accountability Act (HIPAA) is a critical piece of legislation in the United States aimed at protecting sensitive patient health information. Enacted in 1996, HIPAA established comprehensive standards for the privacy and security of medical data, ensuring that healthcare providers, insurers, and other related entities handle patient information responsibly. The Act sets national standards for electronic health care transactions and addresses the security and privacy of health data. It is essential for organizations handling health information to comply with HIPAA regulations to safeguard patient privacy and ensure the integrity and confidentiality of the data. https://www.hhs.gov/hipaa/index.html ), healthcare providers are required to ensure the security of PHI. Therefore, all data must be secured with appropriate technical safeguards like encryption and authentication procedures. Additionally, access to PHI should be restricted to only those who need it to provide care or administer benefits. Furthermore, all electronic PHI must be monitored for potential breaches to detect unauthorized access attempts.  It is essential for healthcare providers and patients to take proper steps toward protecting PHI to ensure their privacy and security when communicating via email or other digital platforms.

Payment Card Industry ( PCI The Payment Card Industry Data Security Standard (PCI DSS) is a framework established to ensure the security of credit, debit, and other payment card transactions and protect cardholders from misuse of their personal information. Developed by the Payment Card Industry Security Standards Council (PCI SSC), which was founded by major credit card companies including Visa, MasterCard, American Express, Discover, and JCB, PCI DSS provides a set of comprehensive data security requirements applicable to all entities involved in processing card payments. The standard covers a broad array of security measures, including but not limited to managing network security, protecting cardholder data, maintaining a vulnerability management program, implementing strong access control measures, regularly monitoring and testing networks, and maintaining an information security policy. By adhering to PCI DSS, organizations can significantly reduce the risk of data breaches and cyber attacks aimed at stealing payment card information. Compliance with PCI DSS is mandatory for any organization that stores, processes, or transmits payment card data, regardless of size or number of transactions. The standard is divided into six major goals and 12 requirements, creating a structured approach to securing payment environments: Build and Maintain a Secure Network and Systems Install and maintain a firewall configuration to protect cardholder data. Do not use vendor-supplied defaults for system passwords and other security parameters. Protect Cardholder Data Protect stored cardholder data. Encrypt transmission of cardholder data across open, public networks. Maintain a Vulnerability Management Program Protect all systems against malware and regularly update anti-virus software or programs. Develop and maintain secure systems and applications. Implement Strong Access Control Measures Restrict access to cardholder data by business need-to-know. Identify and authenticate access to system components. Restrict physical access to cardholder data. Regularly Monitor and Test Networks Track and monitor all access to network resources and cardholder data. Regularly test security systems and processes. Maintain an Information Security Policy Maintain a policy that addresses information security for all personnel. Adhering to PCI DSS not only helps businesses protect sensitive data and foster customer trust but also aligns them with legal and regulatory requirements concerning data protection. Thus, the PCI DSS serves as a critical component in the overall cybersecurity strategy for any organization handling payment card transactions. ) data is information about payment card transactions. It includes any data stored, processed, or transmitted during a card transaction. This includes customer account numbers, expiration dates, and CVV codes. It also provides detailed information about the merchant, such as store locations and employee IDs. PCI The Payment Card Industry Data Security Standard (PCI DSS) is a framework established to ensure the security of credit, debit, and other payment card transactions and protect cardholders from misuse of their personal information. Developed by the Payment Card Industry Security Standards Council (PCI SSC), which was founded by major credit card companies including Visa, MasterCard, American Express, Discover, and JCB, PCI DSS provides a set of comprehensive data security requirements applicable to all entities involved in processing card payments. The standard covers a broad array of security measures, including but not limited to managing network security, protecting cardholder data, maintaining a vulnerability management program, implementing strong access control measures, regularly monitoring and testing networks, and maintaining an information security policy. By adhering to PCI DSS, organizations can significantly reduce the risk of data breaches and cyber attacks aimed at stealing payment card information. Compliance with PCI DSS is mandatory for any organization that stores, processes, or transmits payment card data, regardless of size or number of transactions. The standard is divided into six major goals and 12 requirements, creating a structured approach to securing payment environments: Build and Maintain a Secure Network and Systems Install and maintain a firewall configuration to protect cardholder data. Do not use vendor-supplied defaults for system passwords and other security parameters. Protect Cardholder Data Protect stored cardholder data. Encrypt transmission of cardholder data across open, public networks. Maintain a Vulnerability Management Program Protect all systems against malware and regularly update anti-virus software or programs. Develop and maintain secure systems and applications. Implement Strong Access Control Measures Restrict access to cardholder data by business need-to-know. Identify and authenticate access to system components. Restrict physical access to cardholder data. Regularly Monitor and Test Networks Track and monitor all access to network resources and cardholder data. Regularly test security systems and processes. Maintain an Information Security Policy Maintain a policy that addresses information security for all personnel. Adhering to PCI DSS not only helps businesses protect sensitive data and foster customer trust but also aligns them with legal and regulatory requirements concerning data protection. Thus, the PCI DSS serves as a critical component in the overall cybersecurity strategy for any organization handling payment card transactions. data must be protected from unauthorized access to ensure the privacy and security of customers’ financial information.

Merchants must follow the Payment Card Industry The Payment Card Industry Data Security Standard (PCI DSS) is a framework established to ensure the security of credit, debit, and other payment card transactions and protect cardholders from misuse of their personal information. Developed by the Payment Card Industry Security Standards Council (PCI SSC), which was founded by major credit card companies including Visa, MasterCard, American Express, Discover, and JCB, PCI DSS provides a set of comprehensive data security requirements applicable to all entities involved in processing card payments. The standard covers a broad array of security measures, including but not limited to managing network security, protecting cardholder data, maintaining a vulnerability management program, implementing strong access control measures, regularly monitoring and testing networks, and maintaining an information security policy. By adhering to PCI DSS, organizations can significantly reduce the risk of data breaches and cyber attacks aimed at stealing payment card information. Compliance with PCI DSS is mandatory for any organization that stores, processes, or transmits payment card data, regardless of size or number of transactions. The standard is divided into six major goals and 12 requirements, creating a structured approach to securing payment environments: Build and Maintain a Secure Network and Systems Install and maintain a firewall configuration to protect cardholder data. Do not use vendor-supplied defaults for system passwords and other security parameters. Protect Cardholder Data Protect stored cardholder data. Encrypt transmission of cardholder data across open, public networks. Maintain a Vulnerability Management Program Protect all systems against malware and regularly update anti-virus software or programs. Develop and maintain secure systems and applications. Implement Strong Access Control Measures Restrict access to cardholder data by business need-to-know. Identify and authenticate access to system components. Restrict physical access to cardholder data. Regularly Monitor and Test Networks Track and monitor all access to network resources and cardholder data. Regularly test security systems and processes. Maintain an Information Security Policy Maintain a policy that addresses information security for all personnel. Adhering to PCI DSS not only helps businesses protect sensitive data and foster customer trust but also aligns them with legal and regulatory requirements concerning data protection. Thus, the PCI DSS serves as a critical component in the overall cybersecurity strategy for any organization handling payment card transactions. Data Security Standard ( PCI The Payment Card Industry Data Security Standard (PCI DSS) is a framework established to ensure the security of credit, debit, and other payment card transactions and protect cardholders from misuse of their personal information. Developed by the Payment Card Industry Security Standards Council (PCI SSC), which was founded by major credit card companies including Visa, MasterCard, American Express, Discover, and JCB, PCI DSS provides a set of comprehensive data security requirements applicable to all entities involved in processing card payments. The standard covers a broad array of security measures, including but not limited to managing network security, protecting cardholder data, maintaining a vulnerability management program, implementing strong access control measures, regularly monitoring and testing networks, and maintaining an information security policy. By adhering to PCI DSS, organizations can significantly reduce the risk of data breaches and cyber attacks aimed at stealing payment card information. Compliance with PCI DSS is mandatory for any organization that stores, processes, or transmits payment card data, regardless of size or number of transactions. The standard is divided into six major goals and 12 requirements, creating a structured approach to securing payment environments: Build and Maintain a Secure Network and Systems Install and maintain a firewall configuration to protect cardholder data. Do not use vendor-supplied defaults for system passwords and other security parameters. Protect Cardholder Data Protect stored cardholder data. Encrypt transmission of cardholder data across open, public networks. Maintain a Vulnerability Management Program Protect all systems against malware and regularly update anti-virus software or programs. Develop and maintain secure systems and applications. Implement Strong Access Control Measures Restrict access to cardholder data by business need-to-know. Identify and authenticate access to system components. Restrict physical access to cardholder data. Regularly Monitor and Test Networks Track and monitor all access to network resources and cardholder data. Regularly test security systems and processes. Maintain an Information Security Policy Maintain a policy that addresses information security for all personnel. Adhering to PCI DSS not only helps businesses protect sensitive data and foster customer trust but also aligns them with legal and regulatory requirements concerning data protection. Thus, the PCI DSS serves as a critical component in the overall cybersecurity strategy for any organization handling payment card transactions. DSS) to protect this sensitive data. The standard outlines security requirements that organizations must comply with PCI The Payment Card Industry Data Security Standard (PCI DSS) is a framework established to ensure the security of credit, debit, and other payment card transactions and protect cardholders from misuse of their personal information. Developed by the Payment Card Industry Security Standards Council (PCI SSC), which was founded by major credit card companies including Visa, MasterCard, American Express, Discover, and JCB, PCI DSS provides a set of comprehensive data security requirements applicable to all entities involved in processing card payments. The standard covers a broad array of security measures, including but not limited to managing network security, protecting cardholder data, maintaining a vulnerability management program, implementing strong access control measures, regularly monitoring and testing networks, and maintaining an information security policy. By adhering to PCI DSS, organizations can significantly reduce the risk of data breaches and cyber attacks aimed at stealing payment card information. Compliance with PCI DSS is mandatory for any organization that stores, processes, or transmits payment card data, regardless of size or number of transactions. The standard is divided into six major goals and 12 requirements, creating a structured approach to securing payment environments: Build and Maintain a Secure Network and Systems Install and maintain a firewall configuration to protect cardholder data. Do not use vendor-supplied defaults for system passwords and other security parameters. Protect Cardholder Data Protect stored cardholder data. Encrypt transmission of cardholder data across open, public networks. Maintain a Vulnerability Management Program Protect all systems against malware and regularly update anti-virus software or programs. Develop and maintain secure systems and applications. Implement Strong Access Control Measures Restrict access to cardholder data by business need-to-know. Identify and authenticate access to system components. Restrict physical access to cardholder data. Regularly Monitor and Test Networks Track and monitor all access to network resources and cardholder data. Regularly test security systems and processes. Maintain an Information Security Policy Maintain a policy that addresses information security for all personnel. Adhering to PCI DSS not only helps businesses protect sensitive data and foster customer trust but also aligns them with legal and regulatory requirements concerning data protection. Thus, the PCI DSS serves as a critical component in the overall cybersecurity strategy for any organization handling payment card transactions. standards. These include encryption of all cardholder data, regular vulnerability assessments, secure storage procedures, and restricted access to sensitive data. Additionally, merchants must implement two-factor authentication for all users with access to payment card information and use an intrusion detection system to monitor any malicious activity on their network.

Merchants must report any potential breaches or suspicious activity immediately so that they can be investigated thoroughly and appropriate measures are taken to protect customers’ confidential financial information. PCI The Payment Card Industry Data Security Standard (PCI DSS) is a framework established to ensure the security of credit, debit, and other payment card transactions and protect cardholders from misuse of their personal information. Developed by the Payment Card Industry Security Standards Council (PCI SSC), which was founded by major credit card companies including Visa, MasterCard, American Express, Discover, and JCB, PCI DSS provides a set of comprehensive data security requirements applicable to all entities involved in processing card payments. The standard covers a broad array of security measures, including but not limited to managing network security, protecting cardholder data, maintaining a vulnerability management program, implementing strong access control measures, regularly monitoring and testing networks, and maintaining an information security policy. By adhering to PCI DSS, organizations can significantly reduce the risk of data breaches and cyber attacks aimed at stealing payment card information. Compliance with PCI DSS is mandatory for any organization that stores, processes, or transmits payment card data, regardless of size or number of transactions. The standard is divided into six major goals and 12 requirements, creating a structured approach to securing payment environments: Build and Maintain a Secure Network and Systems Install and maintain a firewall configuration to protect cardholder data. Do not use vendor-supplied defaults for system passwords and other security parameters. Protect Cardholder Data Protect stored cardholder data. Encrypt transmission of cardholder data across open, public networks. Maintain a Vulnerability Management Program Protect all systems against malware and regularly update anti-virus software or programs. Develop and maintain secure systems and applications. Implement Strong Access Control Measures Restrict access to cardholder data by business need-to-know. Identify and authenticate access to system components. Restrict physical access to cardholder data. Regularly Monitor and Test Networks Track and monitor all access to network resources and cardholder data. Regularly test security systems and processes. Maintain an Information Security Policy Maintain a policy that addresses information security for all personnel. Adhering to PCI DSS not only helps businesses protect sensitive data and foster customer trust but also aligns them with legal and regulatory requirements concerning data protection. Thus, the PCI DSS serves as a critical component in the overall cybersecurity strategy for any organization handling payment card transactions. compliance is essential for all merchants who accept credit cards as it ensures that their customers’ sensitive data is kept safe from potential threats such as hackers or other malicious actors.

How to Email Protected Data

Email encryption is a process used to protect the privacy and security of emails sent over the internet. It involves scrambling the contents of an email message so that only the intended recipient can read it. Using encryption, email senders can ensure their messages remain confidential, preventing unauthorized third parties from accessing or intercepting sensitive information. In addition to providing confidentiality, encrypted emails also provide authenticity and integrity as they cannot be modified without detection by either the sender or receiver. This makes them ideal for sending sensitive data, such as financial information or health records, which must always be kept secure.

Intrada utilizes Barracuda Email and Archiving as one vendor to ensure their customers' sensitive data is always secure. This solution is designed with robust security features such as encryption and two-factor authentication, which makes it easy for organizations to protect their confidential information from potential threats. Barracuda Email and Archiving also provides entire message archiving capabilities, allowing users to store, search, and analyze emails for compliance. Additionally, the solution integrates with various applications like Microsoft Outlook and Office 365 to make collaboration more efficient. By using these advanced technologies, Intrada ensures its customers can safely send confidential emails while remaining compliant with the latest regulations.

Staff Training

To ensure the security and privacy of sensitive data, businesses must train their staff about the risks of email communication.  This can include training on proper email etiquette and using services that test users through phishing emails in a controlled environment.   Organizations should also have a policy that requires email encryption whenever confidential data is being shared. By taking these steps, businesses can guard that their customers' data is as secure and private.

In conclusion, protecting customer data is essential for all businesses. If your business needs help to implement security solutions or educate staff about best practices for email communications, contact Intrada for more information.

Cybersecurity Awareness Poster

Click here for a cybersecurity awareness training poster that Intrada Technologies clients may print and post to meet cybersecurity insurance requirements.