How do I make sure personal data is not sent by email without being protected?

E-mail is an easy and fast basic communication tool that everyone can use. If there is no internal company guidance or no follow-up on its fulfillment, a considerable amount of confidential or even sensitive personal data can be sent by e-mail. How can a business ensure that information is not sent by e-mail without protection?

The EU's General Data Protection Regulation (GDPR), which has received a lot of attention during the spring, has made people pay more attention to the processing of their personal information, and in many companies, there has been a new way of thinking about their own responsibility in the processing of personal data. When e-mail is one of the company's most important means of communication, it might be good to pause for a moment to think about whether all e-mail practices are up to date.

E-mail is, in principle, an insecure way of communicating. We often compare it to a postcard. Basically, anyone can read the content of the e-mail when the message moves online.

Although e-mail is insecure in principle, fortunately, it does not mean that it should be completely abandoned. E-mail encryption can protect a confidential message, but communication is still fast and efficient. This keeps the communication safe from outsiders and personal data is handled carefully.

Then what about human errors?

Human errors can happen inadvertently, in a hurry and just by ignorance. Even if the tools for e-mail encryption are available, they may not always be used. Even if the instructions are in order and training is given, accidents can still occur. How many can say they have never sent an e-mail to the wrong address with the help of Outlook AutoComplete?

E-mail DLP (Data Loss Prevention) allows data leaks to be prevented and information security in e-mail can be monitored.

For a business, this means that sending an e-mail with content such as a personal identity number, account info, a credit card number, or an attachment file marked as confidential, is unsuccessful without encryption. The company itself can configure the data encryption requirement in accordance with its own security policy.

What does DLP mean with email?

By analyzing outbound e-mail traffic, messages requiring confidential processing can be identified. Confidential e-mail can be encrypted automatically or sending without encryption prevented. In this case, the message is returned to the sender who can be informed of encryption need for the content. The sender can also be informed of the automatically encrypted message. This way, users are taught to see which messages require protection.

Deltagon's e-mail encryption makes it easy for both sender and recipient to communicate securely. Secure e-mail communication does not have to complicate communication and handling errands.

Those responsible for information security and risk management can instead breathe more easily when data leaks caused by human error are minimized in e-mail messaging.

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