Is It Safe to Send PII Over Email? Security & Compliance Best Practices

Quick Answer: No, sending personally identifiable and protected health information (PII/PHI) over email without strong encryption is not safe and can result in data breaches or legal penalties. Always use secure, encrypted channels when transmitting sensitive data.

What Is PII and Why Is It Sensitive?

PII, or personally identifiable information, refers to any data that can identify an individual, such as:

• Full name
• Social Security number
• Home address
• Email address
• Passport or driver’s license number
• Financial or health records

This type of information is highly valuable to cybercriminals and is subject to strict regulations globally, including the General Data Protection Regulation (GDPR), Health Insurance Portability and Accountability Act (HIPAA), and NIST SP 800-122.

How Does NIST Categorize PII?

According to NIST Special Publication 800-122, PII falls into two main categories:

1. Linked Information: Can directly identify an individual (e.g., name, SSN).
2. Linkable Information: When combined with other data, can identify an individual (e.g., date of birth, gender).

Organizations are required to assess the sensitivity of both types and implement protections accordingly.

Is It Ever Safe to Send PII in an Email?

Email, by default, is not secure. Sending PII over regular email channels leaves data vulnerable to interception, especially during transit or if stored in unprotected inboxes. However, it can be made safer using the following precautions:

• End-to-end encryption: Use secure email platforms that support PGP or S/MIME.
• Secure portals: Share documents via encrypted file-sharing platforms instead of attachments.
• Password-protected files: When unavoidable, send PII in encrypted ZIP or PDF files with separate password communication.

What Are the Legal Risks of Sending PII Over Email?

Failing to protect PII can lead to serious consequences:

• GDPR fines up to €20 million or 4% of annual global turnover
• HIPAA violations resulting in penalties up to $1.5 million per year
• Reputational damage and loss of customer trust

Sending unencrypted PII via email may also violate internal data protection policies and result in regulatory audits.

What Are the Best Ways to Encrypt PII in Email?

To reduce risk, consider these encryption strategies:

• Transport Layer Security: TLS is common, but not foolproof
• End-to-End Encryption (E2EE): Most secure; encrypts message from sender to receiver
• Secure File Transfer Solutions: Transferring large volumes of PII? Secure file transfer is ideal for this use case
• Data Loss Prevention tools: DLP prevents unintentional leaks

Also implement multi-factor authentication (MFA) to restrict access to email systems.

Final Thoughts: Minimize Risk, Maximize Compliance

While email is convenient, it is not designed for secure PII transmission. If your organization must email sensitive information:

• Encrypt everything
• Conduct security awareness training sessions regularly
• Use secure alternatives when possible

Compliant communication isn’t just a best practice—it’s a legal and ethical necessity.

Need help designing a secure data-sharing process? Contact us to audit your current practices and implement compliant solutions.

Additional Resources

• ArticleWhat Is PCI Data Compliance?
• Blog PostWhat Is HIPAA-compliant Email?
• Blog PostHow to Make Your Email Subscribe Form GDPR Compliant
• Blog PostWhat Does Compliance Email Mean?
• WebinarSeamless eDiscovery of Encrypted Email Across Archiving Platforms