How to Email PII in Compliance with GDPR: Your Guide to Secure Email Communications

The exchange of personal information has become an everyday necessity. From customer details to employee records, organizations routinely send sensitive data via email across networks, devices, and borders. Yet this essential activity carries significant risks, especially when the information qualifies as Personally Identifiable or Protected Health Information (PII/PHI).

With the implementation of the General Data Protection Regulation (GDPR), organizations must now navigate complex requirements when handling European citizens’ personal data through email. The consequences of non-compliance extend beyond regulatory penalties to reputational damage and loss of customer trust.

It is not inherently a GDPR violation to send, share, or receive PII via email, but strict requirements must be met. The data must be adequately protected, shared only when necessary and lawful, and handled with appropriate security measures. Failing to do so—such as by sending unencrypted PII or exposing personal data to unauthorized parties—can result in a GDPR breach, subject to investigation and potential fines.

This comprehensive guide explores secure PII transmission via email under GDPR requirements, providing practical insights for organizations seeking to maintain compliance while efficiently sharing necessary information in 2025 and beyond.

Key Takeaways

1. Email communications containing PII are directly subject to GDPR regulations. Any email containing personally identifiable information of EU residents must comply with GDPR security requirements, regardless of whether it’s internal communication or external correspondence.
2. Standard email services lack adequate security for GDPR-compliant PII transmission. Conventional email platforms transmit data across multiple servers in plaintext format, creating substantial interception risks that could constitute Article 32 violations under GDPR.
3. Secure alternatives to standard email attachments are essential for larger PII datasets. When sharing substantial personal data, organizations should use secure file transfer protocols or encrypted portal solutions rather than standard email attachments to ensure appropriate protection levels.
4. International email correspondence requires additional compliance measures. Sending emails containing PII from EU residents to recipients outside the European Economic Area requires specific legal mechanisms and security controls to maintain GDPR compliance.
5. Email-specific documentation is crucial for demonstrating GDPR accountability. Organizations must maintain comprehensive records of email communications containing PII, including what data was shared, with whom, when, why, and under what security measures.

The Inherent Risks of Sending PII via Email Under GDPR

Email transmission of PII presents substantial security challenges under any circumstances, but within the GDPR context, these risks carry additional regulatory implications. Organizations processing EU residents’ data must understand both the technical vulnerabilities of email and the specific compliance risks associated with different data sharing scenarios.

Security Vulnerabilities in Email Communications

Email remains the primary business communication tool despite its fundamental security limitations. Standard email protocols transmit data in plaintext across multiple servers before reaching the recipient, creating numerous interception opportunities. Under GDPR, each unsecured email containing personal data represents a potential Article 32 violation for failing to implement appropriate technical measures to ensure security.

Consider a multinational retailer with EU customers sending customer profiles containing names, addresses, and purchase histories between marketing teams in different countries via email. Without proper encryption, this routine business communication could expose personal data across multiple jurisdictions, triggering both security risks and complex cross-border transfer compliance issues under GDPR Chapter V.

Many organizations falsely assume their internal email systems provide adequate protection. However, the increasing sophistication of cyberattacks means that network perimeters alone cannot safeguard sensitive information. A European hotel chain sharing guest information with its contracted airport shuttle service via unencrypted emails would face GDPR liability even if the recipient is a trusted partner operating under a Data Processing Agreement.

GDPR-Specific Risks When Emailing EU Customer Data

GDPR introduces several specific concerns related to email transmission beyond basic security vulnerabilities:

• Cross-Border Email Transfer Restrictions: When an EU-based pharmaceutical company emails clinical trial data with research partners in non-EU countries, specific safeguards must be implemented to maintain compliance with GDPR Chapter V. Without these measures, even legitimately collected and processed data becomes non-compliant simply through email transmission.

Email Forwarding and Processor Management: A German insurance company outsourcing claims processing to a third-party service must maintain control over how personal data is emailed to and handled by this processor. The data controller remains ultimately responsible for GDPR compliance throughout the entire processing chain, including all email communications.

• Purpose Limitation Violations in Email: A financial institution legitimately collecting customer financial data for account management may violate GDPR by emailing this data to its marketing department for targeting. Each email containing personal data must align with the original purpose for which consent was obtained or another valid legal basis.
• Email Documentation Failures: GDPR’s accountability principle requires organizations to document and justify their data handling practices. A healthcare provider unable to demonstrate what patient data was emailed, to whom, when, and for what purpose faces compliance failures even if the actual email was encrypted and secure.

Real-World Consequences of Insecure Email Under GDPR

The aftermath of insecure PII email transmission extends far beyond immediate data exposure and carries specific GDPR penalties. A retail company that experienced a breach affecting EU customers’ payment details through compromised email accounts faced not only a €20 million fine but also mandatory notification to all affected individuals, creating massive reputational damage and customer churn.

For affected individuals, the impact can persist for years as their information circulates among criminal networks. Meanwhile, organizations face tiered GDPR penalties based on the nature of the violation, with email security failures potentially triggering fines up to 4% of global annual revenue.

Beyond regulatory penalties, the operational impacts can be severe. A travel agency that experienced a data breach through insecure email transmission was required to suspend all data processing operations until adequate email security measures were implemented and verified by supervisory authorities, effectively halting business operations for weeks.

What Qualifies as PII Under GDPR: Understanding Personal Data Protection Requirements

The term “Personally Identifiable Information” traditionally referred to data elements that directly identify an individual, such as name, social security number, or contact information. GDPR dramatically expanded this concept with its comprehensive definition of “personal data.”

Personal Data Definition in GDPR Legislation

GDPR defines personal data as “any information relating to an identified or identifiable natural person.” This definition encompasses both direct identifiers and information that could indirectly lead to identification when combined with other data points. The regulation explicitly includes online identifiers, location data, and factors specific to physical, physiological, genetic, mental, economic, cultural, or social identity.

This broad approach means many data elements not traditionally considered PII fall under GDPR protection. IP addresses, cookie identifiers, device IDs, and browser fingerprints all qualify as personal data when they can be linked to an individual. Even pseudonymized data remains within GDPR scope if the organization maintains the ability to re-identify individuals.

Commonly Overlooked Personal Data in Business Communications

Work-related information often receives insufficient protection based on misconceptions about its status. Work email addresses containing name components (firstname.lastname@company.com) qualify as personal data under GDPR. Similarly, professional biographies, employment histories, and workplace photographs all constitute protected information.

Behavioral data presents another frequently overlooked category. Browsing histories, search patterns, and application usage statistics may reveal substantial personal information and therefore require appropriate safeguards. The same applies to preference data that might reveal sensitive characteristics like political opinions, religious beliefs, or health concerns.

GDPR Requirements for Secure PII Email Handling

GDPR establishes comprehensive requirements for personal data protection throughout its lifecycle, including email transmission phases. Organizations must implement appropriate technical and organizational measures for email security based on risk assessment and current technological capabilities.

Core Principles for Email Data Protection for GDPR Compliance

Article 5 of GDPR outlines fundamental principles that apply to all personal data processing activities, including email communication. The regulation mandates data minimization—limiting shared information in emails to what’s strictly necessary for the stated purpose. It also requires appropriate security measures to protect against unauthorized access to emails, accidental loss, and other security incidents.

The principle of accountability demands organizations not only comply with these requirements but also demonstrate their compliance through documentation and appropriate organizational measures. This includes clear email policies, regular training on secure email practices, and systematic data protection practices embedded in business operations.

Technical and Organizational Measures in GDPR for Secure Email Transmission

GDPR Article 32 requires security measures “appropriate to the risk,” acknowledging that different data types and processing operations require varying levels of protection. Organizations must conduct risk assessments to determine appropriate safeguards based on:

• The nature, scope, and context of processing
• Potential impact on data subjects if compromised
• Likelihood and severity of potential harm
• Available technology and implementation costs

The regulation specifically mentions encryption and pseudonymization as appropriate technical measures but does not prescribe specific technologies or standards. This principles-based approach allows flexibility while maintaining focus on effective protection based on current technological capabilities.

Legal Basis Requirements for Transmitting PII per GDPR

All personal data transmission must occur under one of six legal bases outlined in GDPR Article 6. These include:

• Explicit consent from the data subject
• Necessity for contract performance
• Compliance with legal obligations
• Protection of vital interests
• Public interest or official authority
• Legitimate interests (subject to balancing tests)

Organizations must determine and document the appropriate legal basis before transmitting personal data. This requirement applies to internal transfers within an organization and external sharing with third parties.

GDPR Penalties for Insecure Data Transmission

GDPR enforcement includes substantial penalties designed to ensure organizations prioritize data protection. Understanding these consequences helps organizations appropriately resource their compliance efforts and justify necessary investments in security measures.

GDPR’s Administrative Fines Structure for Data Security Violations

GDPR establishes a two-tiered penalty structure with maximum fines reaching the greater of €20 million or 4% of global annual revenue for the most severe violations. Security failures related to data transmission typically fall under Article 32 (security of processing), which carries penalties in the higher tier.

The regulation directs supervisory authorities to ensure penalties remain “effective, proportionate and dissuasive” while considering factors such as:

• Nature, gravity, and duration of the infringement
• Intentional or negligent character
• Actions taken to mitigate damage
• Previous relevant infringements
• Cooperation level with supervisory authorities
• Categories of personal data affected

Regulatory Enforcement Trends for Data Protection Lapses in the EU

European data protection authorities have demonstrated increasing willingness to impose significant penalties for security failures. In 2020, the UK Information Commissioner’s Office fined British Airways £20 million after inadequate security measures allowed attackers to compromise customer data. The Italian data protection authority imposed a €27.8 million fine on telecom provider TIM for insufficient security measures and improper data sharing practices.

These cases illustrate that authorities particularly scrutinize security measures when data breaches occur. Organizations with documented, robust security protocols face significantly reduced penalties compared to those with demonstrably inadequate measures.

GDPR Penalties Beyond Monetary Fines

GDPR enforcement extends beyond monetary fines to include corrective powers that can severely impact business operations. Supervisory authorities may impose temporary or permanent processing bans, order deletion of improperly transmitted data, or mandate specific security measures.

Article 82 provides data subjects the right to seek compensation for material and non-material damages resulting from GDPR violations. This creates additional financial risk through civil litigation separate from administrative penalties. Class actions and representative actions in some jurisdictions further amplify this exposure.

Best Practices for GDPR-Compliant PII Email Sharing

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.

Specialized Solutions for GDPR-Compliant PII Email Security

While implementing best practices helps organizations approach GDPR compliance, purpose-built email security solutions can streamline this process by addressing multiple requirements through integrated platforms. Specialized secure content communication platforms like Kiteworks offer comprehensive capabilities designed specifically for compliant handling of sensitive information in email.

Comprehensive Security for PII in Email

Advanced email security solutions provide layered protection for personal data throughout its transmission lifecycle. Kiteworks implements AES-256-bit encryption for email data at rest and TLS 1.2 or higher for email data in transit, ensuring PII remains protected against unauthorized access. This level of encryption satisfies GDPR’s requirements for appropriate technical measures based on current technology standards.

More sophisticated platforms incorporate additional protections like FIPS 140-2 validated encryption modules and email protection gateways that automatically apply policy-based encryption to messages containing PII. These capabilities help organizations maintain consistent protection even when employees might otherwise forget email security protocols during routine communications.

Kiteworks is FIPS 140-3 validated. Learn more about Kiteworks and FIPS-validated encryption.

The concept of sole encryption key ownership gives organizations complete control over their email data security. When organizations maintain exclusive ownership of encryption keys—ensuring no third parties, including the solution provider, can access their email data—they significantly reduce the risk profile of their data sharing activities.

Access Controls and Authentication for Secure PII Management

Granular access management proves essential for GDPR compliance by ensuring only authorized individuals can access personal data. Role-based permissions that limit access based on specific job requirements help organizations implement the principle of data minimization in practice, providing users with access only to the information necessary for their tasks.

Multi-factor authentication (MFA) adds a critical security layer by requiring additional verification beyond passwords. GDPR-focused solutions allow flexible implementation of MFA requirements based on risk levels—applying stricter verification for sensitive data access or connections from unknown networks while maintaining workflow efficiency for routine operations.

Document rights management (DRM) capabilities prevent unauthorized copying or distribution of sensitive documents, even after initial access authorization. Features like online-only viewing and editing ensure that sensitive information never leaves protected environments, significantly reducing the risk of inadvertent data exposure through downloaded copies.

Complete Visibility and Audit Capabilities for GDPR Accountability

GDPR’s accountability principle requires organizations to demonstrate compliance through appropriate documentation. Unified visibility across all data transfers—including who shares what information with whom, when, and how—proves essential for this requirement. Specialized platforms provide comprehensive audit trails that capture and consolidate this information automatically.

Detailed audit logs document all file activity involving personal data, creating records that demonstrate compliance and support forensic analysis if security incidents occur. Integration with Security Information and Event Management (SIEM) solutions allows these logs to become part of broader security monitoring, enabling correlation with other security events and anomaly detection.

Audit-ready compliance reports that document system configurations, security settings, and policy implementations streamline regulatory reviews and demonstrate the organization’s commitment to data protection. These reports transform what would otherwise be labor-intensive documentation processes into automated functions that reduce compliance burdens.

Data Subject Rights Management for EU Residents

GDPR grants individuals specific rights regarding their personal data, including the “right to be forgotten.” Managing these requests presents significant operational challenges without appropriate tools. Specialized solutions centralize personal data management, making it possible to locate, deliver, or delete all information associated with specific individuals when required.

Configurable data retention policies allow organizations to automate the implementation of data minimization principles by specifying how long personal data should be stored before archiving or deletion. This systematic approach reduces privacy risks while ensuring the organization can demonstrate compliance with GDPR’s storage limitation principle.

Organizations that properly implement “right to be forgotten” capabilities demonstrate respect for individuals’ privacy rights while protecting themselves from potential litigation and public criticism. With centralized PII storage platforms, businesses can respond to data subject rights requests efficiently with a single-click approach to either delivering or deleting relevant personal data, with all activities fully logged for audit purposes.

GDPR-Compliant PII Email Communication in 2025 and Beyond

GDPR compliance for personal data sent via email requires both technical safeguards and organizational measures integrated into business operations. Organizations must balance email security requirements with practical usability to maintain efficient workflows while protecting sensitive information.

Implementing appropriate email protection measures serves multiple purposes beyond regulatory compliance. These practices build customer trust, protect organizational reputation, and create resilience against evolving cyber threats. Rather than viewing GDPR requirements as constraints, forward-thinking organizations recognize them as catalysts for improved email governance and security practices.

The increasing frequency and sophistication of data breaches make robust email security essential regardless of regulatory requirements. By implementing the best practices outlined in this guide and considering specialized solutions designed for secure email communication, organizations can confidently exchange necessary information while maintaining appropriate protection for the individuals whose data they process.

Remember that compliance remains an ongoing process rather than a one-time achievement. Regular reviews of email security measures, staff training, and documentation ensure protection keeps pace with evolving threats, technological changes, and regulatory developments. This proactive approach transforms email compliance efforts from regulatory burden to business advantage through enhanced data stewardship.

Kiteworks Helps Organizations Secure PII in Compliance with GDPR

GDPR requires that personal data be protected during transmission. If PII must be sent via email, strong security measures such as end-to-end encryption, secure web portals, or password-protected attachments (with passwords sent via a separate secure channel) are required to reduce risk and meet GDPR obligations.

The Kiteworks Private Data Network provides organizations a robust, secure platform for sharing PII that aligns with GDPR requirements through strong encryption, granular access controls, comprehensive auditing, and tools for managing data subject rights. These features collectively ensure that organizations can share and manage PII securely and in full compliance with GDPR.

How Kiteworks Enables Secure, GDPR-Compliant PII Sharing

The following features are just a few tools that help organizations share PII securely in adherence to GDPR requirements:

• End-to-End Encryption:
  Kiteworks uses AES-256-bit encryption for data at rest and TLS 1.2 or higher for data in transit, ensuring that PII is protected from unauthorized access during storage and transfer. The platform features a FIPS 140-2 Level 1 validated encryption module and allows organizations to retain sole ownership of encryption keys, further safeguarding data privacy.
• Granular Access Controls and Authentication:
  Role-based access controls restrict who can view, download, or edit PII, minimizing the risk of unauthorized access. Multi-factor authentication (MFA) can be enforced for users accessing sensitive data, adding an extra layer of security.
• Comprehensive Visibility and Auditing:
  Kiteworks provides detailed audit logs and comprehensive reporting on all file activity, including who accessed or shared PII, when, and how. These logs can be integrated with SIEM solutions for forensic analysis and compliance verification, supporting GDPR’s accountability requirements.
• Secure Email and File Transfers:
  The platform includes an email protection gateway (EPG) with automated, policy-based encryption, ensuring that PII sent via email is protected end-to-end. Files and emails containing PII can only be accessed by verified recipients, with all access and sharing activities logged for compliance.
• Data Subject Rights Management: Kiteworks enables organizations to efficiently manage data subject requests, such as access, modification, or deletion of PII, supporting GDPR’s Right to be Forgotten. Data retention policies can be set, and all deletion activities are logged and auditable, ensuring compliance with data minimization and erasure requirements.
• Deployment and Data Sovereignty: Kiteworks offers flexible deployment options (on-premises, private, hybrid, or FedRAMP cloud), supporting data sovereignty and ensuring that PII remains within required jurisdictions.
• Regulatory Certifications: Kiteworks is SOC 2 Type II certified and holds ISO 27001, 27017, and 27018 certifications, demonstrating adherence to international standards for information security and privacy.

To learn more about Kiteworks and sharing PII securely, schedule a custom demo today.

Additional Resources

• Blog PostUnderstand and Adhere to GDPR Data Residency Requirements
• Blog PostProtect Patient Privacy: The Definitive Guide to GDPR Compliance for Healthcare Companies
• Blog PostSending PII Over Email: Security & Compliance Considerations
• Blog PostLevel Up Your Managed File Transfer Game to Achieve and Maintain GDPR Compliance
• Blog PostHow to Create GDPR-compliant Forms