Most users are aware that sending professional communications from a personal email account is a terrible idea. Many people, on the other hand, perceive no problem with utilizing a company address to sign up for social media sites, online services, and other non-professional tools. After all, receiving all (personal and professional) communications in a single mailbox is convenient.
One of the basic problems posed by this situation is the volume of information. Seeing more messages in your inbox creates management difficulties and dangerous items become more difficult to detect. The more personal emails you read during business hours, the more likely you are to accidentally click on a malware attachment or follow a phishing link.
Furthermore, experts advise that setting boundaries between business and personal life, including the usage of email, is always a good idea. We’ll go through the topic in further detail in this article.
Why is it a security and privacy risk?
Email is used in many assaults or to get unauthorized access to a company’s data. Hackers have discovered that email is the ideal vehicle for stealing personal information and causing considerable damage.
Many of these dangers could be avoided if a series of precautions were taken, such as using an email server with the greatest level of security. In this piece, we’ll go over how to choose a safe email for businesses while also considering the level of privacy they provide, so you don’t end up putting the personal data you work with at risk.
The most obvious risk is that once the email leaves the corporate account, all the information it contains escapes the control of the company and there will no longer be any backup, security measures, or monitoring by the information technology department. This lack of control means that this information can end up in the hands of third parties.
Another issue is that all emails not stored on the company’s servers are inaccessible to audits and legal actions. When sensitive information is conveyed in this manner, this can be a concern.
Another frequent scenario is when an employee uses his email to create work online accounts (web hosting, domain registration, Skype, etc…). The issue is that if the person leaves the firm or is fired, the accounts linked with that email will no longer be under the organization’s control.
How to prevent data theft through email?
The amount of cyberattacks is on the rise, and this is especially true during the holiday season. Criminals take advantage of any loophole to cause as much harm as possible, and they frequently do so as a result of poor user behavior. As a result, here are some steps you may take to defend yourself and avoid becoming a victim of an attack.
Create Strong Password
The first step is to inform all employees of such basic aspects as using a strong password or not sending emails from a public Wi-Fi network. Passwords are the main security and identity verification measure used by all platforms today to protect their user accounts. You will understand then that it is essential to devise one that is strong and safe enough.
Do Not Click Suspicious Emails
Apart from using anti-spam and antivirus filters, it is necessary to understand. There is no need to open emails without previously identifying the sender. Be careful when opening attached files, and not to open anything doubtful. If spam is received, it is best to delete it directly.
Use Encrypted Email
To protect privacy as much as possible and ensure that no one will be able to access the information sent by email, it is important to choose an encrypted email service. It’s also important to have email policy guidelines so employees know how they should and shouldn’t use email. Understanding general email etiquette is essential for most employees.
Never Download Attachments Without a Security Method
Something similar must be taken into account when we are going to download an attached file that we receive by mail. It is another technique that can put our data at risk when using email. An attacker can send a Word, PDF, or even an image file that contains malware.
That malware can be very varied as well. In the main issue that concerns us, which is privacy and preventing information theft, keyloggers capable of collecting the passwords we put in and stealing the email key could slip in. Also, spyware, which are computer programs designed to spy on users.
Use a Reliable Provider
Are we using an email provider that protects data and information? That is also essential. We have many options available, but not all of them are going to keep privacy the same. Reliable providers will allow us to avoid tracking.
Make a Copy of Everything
Nobody wants to lose data that can’t be recovered, so keeping a backup to keep private information safe if your device is hacked is essential.
Corporate mail is an excellent way to keep things organized at work, without being complicated. It is best to always have separate emails for everything; In this way, things can be achieved easily and, of course, you can be more secure with each profile that the user has.
Taking all these aspects into account, the most advisable thing is to use an email that offers sufficient privacy measures and knows how to take advantage of all the functionalities to adapt them to the needs of the company, without forgetting to make all workers aware of the importance of following the security protocols.