We often hear about online security risks. Sending sensitive information and documents via email is no different. To send confidential email securely you need to take the following steps to protect it, especially if the privacy of that email is of the utmost importance..
How to Secure Email
1. Secure your Devices
The first step is to ensure that the device that use to send the email from is secure. When and email is sent and received from a device, it means that it is accessible from the device. The information could be vulnerable on the device if the device is not secure.
There are multiple types of malware that hackers could use as a backdoor to access a device. Ensure that you have a reliable anti-virus and ant-malware program installed on your device.
If possible, also encourage the recipient of the email to do the same, as the information could also be vulnerable after it was received.
Also ensure that the devices are password protected and not accessible to anybody that may want to access it without authorization.
2. Use a Secure Internet Connection
Internet connections may be vulnerable to interception. This means that data could be intercepted while being sent or received.
One such type of attack is known as a Man in the Middle attack. When this happens, a hacker will intercept the data by routing the data through their device and then steal confidential information as it passes through.
Always use a secure connection to the internet. Avoid using public Wi-Fi when sending sensitive information, as public Wi-Fi is often targeted. If you must use public Wi-Fi, then use a VPN to connect.
You can read more about this in our articles: Is free public Wi-Fi and Hotspots safe to use and How does a VPN Connection work.
3. Use an Email Service with a Strong Privacy Policy
Email users often make the mistake of thinking that when an email is sent, that is only on the devices of the sender and the person receiving the email. This is not true. Email pass through email servers where copies are stored.
Even after an email is deleted, copies could remain on these email servers.
Some countries have policies in place whereby private data may be accessed. There are also countries that have data sharing policies in place, such as the 5 Eyes, 9 Eyes and 14 Eyes agreements.
To truly keep your email private and secure, choose an email service provider that is based in a country with strict privacy laws, where your data will be protected under those laws.
4. Sign up for an Anonymous Email Account
If you send confidential email that contains sensitive information, there is a possibility that you may be targeted specifically.
By signing up for an anonymous email account, you will add another layer of security. Those who may want to access your sensitive information will not know that the email account belongs to you.
Also use a VPN as this will hide your IP Address, which will further contribute to hiding the origin of the email.
5. Encrypt your Email and Attachments
Data is Encrypted by converting it from a readable format to an unreadable coded format. It can then only be read if the reader has the decryption key to convert it back to a readable format.
This can be done by using an encryption email service with an encryption app, like ProtonMail. Not only do they provide and Encrypted Email Service, but also meet the criteria of the relative points mentioned here.