Appropriate handling of confidential information and focusing on information security is more relevant than ever and one of the basic preconditions for a company's success. E-mail encryption can be used to protect confidential or sensitive information from being read by anyone other than the intended recipient.
Trust between the customer and the company is a major factor in the company's success regardless of the industry. A deal is rarely made if trust is not in place. A partner and a customer must be able to trust that when they provide confidential information to the supplier or partner, it is handled appropriately.
Particularly, at the time of changes in legislation and regulations, businesses and individuals are increasingly interested in how confidential information is handled.
10 reasons why you should use e-mail encryption:
- E-mail is like a postcard – it has no privacy
Too often it is overlooked how insecure e-mail is – e-mail is as easily read by outsiders as a postcard. Many times, it is perceived that an e-mail only passes through one computer to another. In reality, the message travels to the recipient through several mail servers and different proxy servers. The e-mail travels in perfectly readable format through all these stages. Basically, anyone can read the message on the way without the sender or recipient knowing anything about it.
- Protecting business-critical information
Every business has something unique and worth protecting. Ultimately, all business is based on knowledge. But for business to continue, information needs to be communicated. The need for confidential communication is not only found at an executive management level, but also in sales, financial administration, product development, human resources and customer service. Does your company send information regarding your business you don’t want your competitors to know about by e-mail?
- Avoiding data leaks
Confidential information leaking outside companies or public authorities may result in considerable disadvantages to the organization. In worst case, the information leak may result in loss of income or reputation, fines or even criminal procedures. Securing e-mail reduces the risk of private or confidential information falling into the wrong hands.
- Securing customer communication
Customers expect fast and easy communication. They know about digital methods and have more alternatives than ever to share information. They also trust you to protect the personal information they share. However, customers don’t always have the best knowledge of what is a safe communication method or have access to one. It is up to the company to provide the customer (and employees) with secure communication channels that meet their needs.
Many companies use traditional mail for confidential communication. In a fast pace environment, many times this is no longer a viable option. With encrypted e-mail messaging, processes become significantly more efficient and faster. What previously took days or weeks can now be done in minutes. Securely. Employees have more time for more important tasks than printing, mailing and scanning.
- Identifying the recipient
When communicating electronically, you want to know who the other party is. It could even be a requirement for you to do business. With e-mail encryption you can identify the recipient. There are several options for identifying the e-mail recipient, for example, strong electronic identification can be used.
- Regulation compliance
NDAs, contracts, legislation and other regulation set their own requirements for keeping confidential data secure. For example, every company operating in European Union must comply with the EU General Data Protection Regulation (also known as GDPR). Personal data must always be processed in compliance with the data protection principles specified in data protection legislation.
In addition, different industries have their own regulations that must be followed when it comes to communication. The obligations imposed on communications can be met by using a versatile e-mail encryption solution that takes different use cases into account.
- Preventing data leaks caused by human errors
E-mail encryption protects confidential information such as credit card numbers, bank account numbers, social security numbers etc. from ending up in the wrong hands. Sometimes, however, the sender might forget to encrypt the mail or fail to understand the sensitive nature of the content. In these cases, it is beneficial to use automatic methods to detect such messages and either encrypt them automatically or prevent them from being sent unencrypted.
- Protecting your reputation and brand image
How do you want your business to been seen? Reputation is an increasingly important part of any company's brand. Confidential customer relationships are built on long-term basis, still the gained trust collapses in a moment if news of information leakage spreads into front page of newspapers. Information security reinforces and protects a reliable corporate image.
- E-mail encryption is more straightforward to use than traditional mail
Sending a confidential document by traditional mail contains several steps. Let us say you want to deliver papers quickly and to a specific person. You print the document, seal it in an envelope, write the address, order a courier, wait for them to arrive and hand it over for delivery. Depending on the location of the recipient, the deliver most likely takes hours or even days. With e-mail encryption all you need to do is add the document as attachment and press send.
Information security, and e-mail encryption, should not affect performance negatively. Many times, encryption is seen burdening and difficult. But it does not need to be. Encryption can be straightforward for both the sender and recipient to use without any need of installations, new accounts or passwords.