How to Email PII in Compliance with GDPR

Organizations must implement practical measures to maintain GDPR compliance while efficiently sharing personal information via email. Here are eight essential best practices that balance security requirements with operational needs:

1. Implement End-to-End Email Encryption

Deploy strong encryption solutions for all emails containing personal data. End-to-end encryption renders intercepted information unreadable without appropriate decryption keys and protects data throughout the entire email transmission path. For highly sensitive information, consider email encryption tools that require recipient authentication before decryption.

2. Use Secure File Transfer Protocols Instead of Email Attachments

Replace email attachments containing bulk PII with SFTP, FTPS, or HTTPS-based transfer systems. These secure file transfer protocols provide encrypted channels with robust authentication mechanisms, access controls, and comprehensive audit logging capabilities that standard email cannot match.

3. Establish Secure Email Alternatives Through Data Access Portals

Deploy secure portal solutions that allow recipients to access information without direct email transmission of files. These systems enable administrators to implement granular permissions, track access patterns, and immediately revoke privileges when necessary. This “view but don’t download” approach minimizes email data distribution while maintaining accessibility. Kiteworks’ possessionless editing, for example, allows organizations to share files without surrendering control of the files.

4. Develop Clear Email Data Classification Policies

Create and enforce organization-wide frameworks that help employees identify different categories of personal data and their email handling requirements. Data classification policies should explicitly define when email is appropriate for varying sensitivity levels and outline mandatory security measures for each classification.

5. Conduct Regular Employee Training on GDPR-Compliant Email Practices

Implement comprehensive security awareness training programs that ensure all staff understand GDPR requirements and security protocols for personal data in email. Include practical scenarios, clear examples of compliant email practices, and established escalation procedures for questions about secure email communication.

6. Perform Data Protection Impact Assessments for Email Workflows

Conduct formal DPIAs for all processes involving regular personal data email transmission, especially those concerning sensitive information or large volumes. These assessments help identify specific email-related risks and appropriate mitigation measures.

7. Verify Third-Party Email Security Measures

Before sharing personal data via email with external parties, conduct thorough security assessments to verify the adequacy of their email protection measures. Establish contractual obligations through Data Processing Agreements that include email security requirements.

8. Maintain Comprehensive Email Documentation

Create and regularly update documentation that demonstrates compliance with GDPR email requirements. Essential records include email flow mapping, descriptions of email security measures, email policies and procedures, training materials, incident response plans for email breaches, and agreements with third-party email recipients.

Learn More About Emailing PII Securely for GDPR Compliance

To learn more about emailing personally identifiable information (PII) while maintaining GDPR compliance, including email encryption requirements, secure alternatives to standard email, and practical solutions for protecting EU resident PII, visit. How to Send PII via Email in Compliance with GDPR: A Complete Guide to Secure Email Communications.

And to learn more about Kiteworks for CMMC compliance, be sure to check out Protect Your EU Customers’ Personal Information With GDPR Compliance.