How To Send Sensitive Information Via Email

Technology As The Connecting Tool

How to safely email files with sensitive information

Technology so far has been a major connecting tool amongst us humans. It is used and appreciated by all regardless of race, language and sex. In order to keep it less subjective to these arguments about human biases. I believe we should gather opinions on products and solutions before making them available to the public. This could be done by gathering input from intended target users and receiving feedback across the stages of production.

Recognizing the problem is a startsuccess will depend on inclusive technologies that meet this vast untapped market. This cannot be more apt especially at a time when we look up to technology for solutions. We should not muzzle our progress with technology by battling algorithm bias. The first way to avoid this battle is by reading this article here.

To Create The Policy By Using Mail Flow Rules In Powershell

Use a work or school account that has global administrator permissions in your organization, start a Windows PowerShell session and connect to Exchange Online. For instructions, see Connect to Exchange Online PowerShell. Use the Set-IRMConfiguration and New-TransportRule cmdlets to create the policy.

Text Message Risk Level Low

It is hard for people to hack into text messages, but the risk to security involves their long life span they exist on your phone until you delete them. If either the senders or recipients phone ends up in the wrong hands and the text message has not been deleted, it could pose a problem.

New technologies can make text messages more secure. There are companies that have added encryption technology to text messages and also include a message self-destruct feature, so they dont stay permanently on the recipients end.

Also Check: How Do I Recover Deleted Emails From Gmail

Disclaimer And Some Notes About Passwords

This method does not provide perfect security. The ZipCrypto encryption method is not the best and, according to the 7-Zip folks, there is at least one known attack. However, ZipCrypto is the only encryption method that a Windows user can open without installing additional software, and cracking ZipCrypto still requires significant time and expertise.

No matter what encryption method you use, if someone gets a copy of the encrypted file, they can try out different passwords again and again until the right password is found . In other words, the encryption is only as good as the password you choose. Most people use lousy, quickly guessed passwords. Dont do that. Dont use a word that is in the dictionary. Dont just take a word that is in the dictionary and substitute 1s for is. Dont use the name of your recipient, or the name of the company for which you or your recipient work, or even the same cool password you always use. Do use a long password or phrase of at least 10-12 characters. As pointed out in this rather excellent article, a simple three-word phrase like this is fun would take a long time to crack by brute force guessing, even though the individual words are in the dictionary .

Good luck!

Secure Websites Risk Level: Medium

How to Send Sensitive Information and Attachments via ...

Youll know youre at a secure website because your web browser will display https in the location or URL bar. Most web browsers feature a graphic lock you can click to examine the sites security certificate. Secure sites help ensure that the data you send will be encrypted.

If sending sensitive information, consider using a document storage site such as Dropbox, or Oneshar.es, which allows you to send confidential information that self-destructs.

The catch involved in using these sites again is weak endpoints, say some experts, which means you can be on the most secure site over a secure internet connection and still have someone literally watching your keystrokes via spyware. The answer? Keep your malware protection up to date and stay vigilant.

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How To Encrypt Emails On Ios

iOS devices also have S/MIME support built in as a default.

  • Go to advanced settings and switch S/MIME on.
  • Change Encrypt by Default to yes.
  • When you compose a message and lock icon will appear next to the recipient. Click the lock icon so its closed to encrypt the email.
  • Note: If the lock is blue, the email can be encrypted. If the lock is red, the recipient needs to turn on their S/MIME setting.

    Firefox Send And Similar Tools

    In 2019, Mozilla launchedFirefox Send. Send is a web based file sharing tool. The sender of the files uploads the files to Send and shares a personal link with the recipient. Files are encrypted before they are uploaded and are decrypted after they are downloaded, so they are end-to-end encrypted. The decryption key is contained in the shared URL, meaning everyone in possession of the URL can open the files. Mozilla solved this by allowing to enter a password, which the sender can share via another medium.

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    How To Send Self

    Taylor Gibb is a professional software developer with nearly a decade of experience. He served as Microsoft Regional Director in South Africa for two years and has received multiple Microsoft MVP awards. He currently works in R& D at Derivco International. Read more…

    Have you ever sent private information to someone, maybe a family member needed your credit card number, and then regretted that you had ever done it. This can all be solved with a self-destructing link.

    Note: We are not advising that you send private information via email or necessarily endorsing this service as a safe way to transfer any information. Its a novelty and a fun geeky trick.

    Encryption And The Cloud

    How to Securely Send Sensitive Information Over The Internet

    The GDPR doesnt recommend specific technologies , but it does make multiple references to encryption. This is the process of locking information so that only approved users can access it.

    Organisations that handle large volumes of sensitive data, such as the NHS, often use encrypted email, and some service providers, such as ProtonMail in Switzerland and Tutanota in Germany, offer encryption services.

    However, for the majority of businesses, the technology will be unwieldy for email. For a start, the majority of messages dont contain information that would need to be encrypted, so youre using a lot of resources unnecessarily.

    Thats why the Cloud is, in most cases, a better option. Individuals can upload attachments to an online folder and then send recipients a link. When the information is no longer needed, it can be deleted.

    This last step is essential: despite what many people think, the Cloud isnt an impenetrable fortress that automatically keeps all your information secure. Its simply a server run by a third party that takes responsibility for keeping it secure.

    However, under the GDPR, both your organisation and the service provider would be held to account for a breach, so its essential to remove information as soon as possible.

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    Example Mail Flow Rule Created With Powershell

    Run the following commands in PowerShell to create an Exchange mail flow rule that automatically encrypts emails sent outside your organization with the encrypt-only option if the emails or their attachments contain the following sensitive information types:

    • ABA routing number
    • U.S. Individual Taxpayer Identification Number
    • U.S. Social Security Number

    For more information, see Set-IRMConfiguration and New-TransportRule.

    Sending Personal Data By Email

    Another common method of sharing information is by email. By necessity the TO, FROM, DATE and SUBJECT fields of an email are transmitted in plain text and may be accessed by any unintended recipient or third-party who intercepts the communication. Without additional encryption methods in place the email body and any attachments will also be accessible to any unintended recipient or third-party who intercepts the communication.

    A common type of personal data disclosure occurs when an email is sent to an incorrect recipient. Data controllers should be aware that encryption will only provide protection to personal data send by email if the incorrect recipient does not have the means to decrypt the data .

    Personal data can also be at risk if an individual gains unauthorised access to the email server or online account storing emails which have been read or waiting to be read. The choice of password securing the server or email account is similarly important when considering the security requirements of the email system.

    Some types of encrypted email solutions can be complex to set up and require the sender and recipient to have compatible systems for the encryption and decryption process. This can cause problems when a data controller intends to send encrypted email between organisations, to members of the public, or to anyone who has not previously been contacted.

    Example

    Example

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    Microsoft Office 365 Message Encryption

    Microsoft 365 subscribers with E3 licenses can send documents securely via email using the Microsoft 365 Message Encryption tool. To encrypt a single message using the desktop version of Outlook:

    • Write your email and attach your files.
    • Much like in the desktop version of Outlook, youll next refer to the top navigation menu.
    • Press the Encrypt menu to access a drop-down menu.
    • Select the Encrypt only check box and press OK.
    • Send your email.

    How To Encrypt Your Message With One Click

    How to Send Self

    If you prefer to encrypt your message at your end other than providing a self destructive message link as above, try Encipher.it.

    Type your message and encrypt it with just one click of a button . During encryption you are required to provide a password. The recipient will get your message as regular mail/message but in an encrypted form. He needs to decrypt it. He can also do it with just one click. For that you have to provide the password to him.

    How to Use Encipherit to Encrypt and Decrypt Messages?

    Update: Skip Encipher as we no more recommend it.

    You want to ensure the privacy or confidentiality of your message, right? Then visit Encipher. It and add a Bookmarklet to your browsers address bar. Go to the Encipher homepage and drag and drop the Encipher It Bookmarklet to your address bar . It works better on Firefox and Chrome. Now the message part.

    As usual type your message. After that click the newly added Encipher It button. It encrypts the message with a password. To open the message your recipient also needs the same Bookmarkelt on his browser and the password set by you. Thats all.

    The above two are the two different ways to send confidential information securely online. Hope you liked it. I wish to hear your thoughts in this regard. So do post in comments.

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    Fax Risk Level: Medium

    The traditional method of sending information by fax is fairly secure. As long as both fax machines transmit and receive through the traditional method over telephone lines , the process poses minimal privacy threat. If someone was able to intercept the telephone line, all they would hear is the screechy noise the one you hear when connecting to the internet by dial-up modem.

    A big risk enters when you cant be certain the intended recipient is the only one who will see the fax. If youre sending your credit card or other sensitive information, it is prudent to make sure that the recipient will be standing by the fax machine ready to receive it and immediately confirm its arrival. Also, make sure any confirmation printouts containing sensitive information either on the sending or receiving end are destroyed. This does not apply to personal fax users however.

    The Gdpr: How To Send Sensitive Information By Email

    Organisations should always be concerned about the security of their email correspondences. After all, everyone has probably been guilty at least once of sending a message to the wrong person or accidentally hitting reply all.

    If youre lucky, your misdelivered message only revealed some mundane organisational processes and leave you feeling embarrassed.

    But in many cases, the email will contain sensitive information either in the body of the text or in an attachment, and this will have much more significant consequences than simply leaving you red-faced.

    Depending on the nature of the compromised information, it could have severe financial or logistical effects on your business, pose nasty privacy ramifications for affected data subjects and expose your organisation to disciplinary action under the GDPR .

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    How To Send A Fully Encrypted Email In Outlook

    Microsoft Outlooks email encryption services arent as secure as you may believe. This is because Outlook encrypts email using S/MIME and Office 365 message encryption, which both rely on the sender and recipient having it enabled.

    You may not be protected when emailing a recipient who uses an email platform that doesnt support S/MIME or Office 365 message encryption. Free webmail users such as clients on Gmail, Yahoo, and iCloud often wont have the functionality needed for robust email encryption.

    In 2019, cyber criminals hacked webmail client Outlook.com and gained access to sensitive private information, including email subject lines, folder names, contact lists, and some email content. Using end-to-end encryption is the only way to make sure that your Outlook email messages and attachments are entirely secure, both while in transit to your recipient and sitting at rest in an inbox.

    What Is Email Encryption

    Microsoft 365: Protecting sensitive emails with policy-driven compliance

    Email encryption is essentially mixing up the contents of an email so it becomes a puzzle that only you have the key to solve. The public key infrastructure is used to encrypt and decrypt emails. Each person is assigned a public and private key in the form of digital code.

    The public key is stored on a key server along with the persons name and email address, and can be accessed by anyone. This public key is what is used to encrypt the email. If someone wanted to send you an email with sensitive information, they would use your public key to encrypt it. The private key is used to decrypt emails. It is stored somewhere safe and private on the persons computer and only that person has access to it. The private key can also be used to digitally sign a message so the recipient knows it came from you.

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    What Should You Do

    Protecting Privacy

    • Dont give private information to anyone you dont know or who doesnt have a legitimate need for it.
    • Dont provide personal, sensitive, or confidential information online unless you are using a trusted, secure web page.
    • At a minimum, look for https in the URL to indicate that there is a secure connection.
    • Get to web sites by typing the web address indirectly. Dont click or cut and paste links in unsolicited emails.
    • Remember that links and web sites that look legitimate can really be bogus sites designed to steal information or infect your computer.
  • Dont put sensitive information in locations that are accessible from the Internet. Even unlinked web pages can be found.
  • Use Secure Encrypted Networks

    Be especially careful about what you do over wireless. Information and passwords sent via standard, unencrypted wireless are especially easy for hackers to intercept .

    Only use known, encrypted wireless networks when working with sensitive information.

    Protecting Information in Email and IM/Texts

    Never assume that email, instant messages , texts, or attachments are private or confidential. Don’t send P3-P4 data or sensitive information via email or instant message . These are not secure methods of communication. If you receive P3-P4 data via email, keep it for the shortest amount of time possible and delete it securely. This includes attachments.

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