It is becoming increasingly difficult to guarantee the safety of personal data in this digital age that we live in. Everyone’s email is replete with personal information that if not properly protected, can be used against them. From sensitive conversations to financial details, these inboxes are like treasure boxes for hackers, scammers and their ilk.
Therefore, due to this increase in cyber threat, cyber security continues to be a big deal for everyone, both individuals and corporations. That is why people are constantly looking for mail services that pay premium attention to data protection. When we talk of mail service it means a system that expedites the process of sending, receiving and processing documents, packages, letters or any form of correspondence between two parties.
This correspondence can either be digital or physical and can be between individuals or business entities or other kinds of organizations. The scope of the service covers express delivery, mail delivery, parcel delivery, registered mail and much more. This service can be provided by private companies or government agencies known as postal agencies/services. You can visit www.dakotapost.net to understand the scope of these agencies.
In this article, we will explore the subject of mail services and how they can ensure the protection of personal data. So stay with us.
The Importance of Privacy in Mail Handling
Having seen what mail services entail, we can boldly say that this is a very critical and sensitive service. Imagine that classified company documents get to the wrong person or competitors due to a mix-up by the service provider. Or worse still, personal information that can destroy a person’s career finds its way to a political opponent or detractor?
That is why privacy is of utmost importance in the handling of mail whether digitally or physically. Though we feel this point goes without saying, we would further buttress it by giving reasons below:
To Maintain Trust
People rely on these service providers to deliver all kinds of information; from the mundane to highly classified information. These customers expect that their documents will be delivered securely. Imagine what happens if the customer’s information is handled carelessly and gets into the wrong hands. Trust is lost!
Therefore in order for these companies/agencies to maintain the trust that their clients have in them, they must securely handle the documents that pass through them.
To Protect Personal Data
Client mails must be handled with a high level of privacy to protect personal data. Some of the common data that is found in mails are financial details, health records, legal information and a whole lot of correspondence that is sensitive and not for unauthorized persons/entities. Therefore access to these pieces of information can result in various malicious activities that include fraud and identity theft.
Compliance with Legal Stipulations
Privacy in handling client mails is very important to remain compliant with legal stipulations for the industry. A good number of regions in the country and indeed all over the world have strict laws and regulations on the issue of privacy. Examples are HIPPA in USA and GDPR in Europe. Mail service providers who fail to handle their client mails with the highest level of security consciousness and privacy are liable to legal repercussions. Click here for information on the Privacy Act of 1974.
Protection of Confidential Business Correspondence
Businesses communicate with their partners, clients and employees through mails whether digital or physical. These mails often contain information such as trade secrets, recipes, MOUs and confidential employee data. A breach of these correspondences can lead to the destruction of business relationships. It can also undermine true/fair competition in the marketplace.
Preservation of Personal Dignity
Most times people express their deepest emotions to friends and loved ones through mails (whether digital or physical). This therefore means that these correspondences must be handled with the highest level of privacy so as to preserve the dignity of the individuals involved.
Trusting Mail Services for Confidential Communication
In this day and age, both individuals and businesses have no choice but to trust mail services to protect their correspondences. This is one of the ‘dividends’ of digitalization and a vital part of our modern society. Although it may seem scary to rely on a mail service provider for confidential communication, there are a number of reasons why you can trust them to safeguard your personal data. Some of the reasons are as follows:-
Legal Protection
There are laws and regulations that govern mail services as it pertains to confidentiality and privacy. These agencies and companies are bound by law to protect your personal data (whether individual or corporate) and are liable to face severe legal consequences should they fail to do so. So this legal protection provided by law gives one reason to trust the mail service system.
Data Encryption
Most mail service providers provide the option for encrypted communication. Choosing this option means that your physical correspondences, emails or attachments can be protected using encryption algorithms that make it highly difficult for hackers to intercept or interpret your correspondence.
Secure Configuration/Infrastructure
Companies that provide this service put in so much to ensure that their infrastructure is secure. Some of the things they do include employing and implementing advanced security and surveillance protocols and tracking systems. These measures that they put in place prevent theft and access to unauthorized persons/entities. You can therefore rest assured that your confidential mails will get to the right recipient(s) safely.
User Authentication
Mail service providers require that users of their online mail services are duly authenticated. This process include having strong passwords and the 2FA (two factor authentication). These are part of the security measures that stops unauthorized access to your account which in turn protects your confidential information and personal data.
Conclusion
Unless one is a hermit, everyone needs to correspond with one person/business or the other. You will need documents such as your bank statement or your medical reports for one transaction or the other. These correspondences take place either online or physically and are facilitated by mail service providers.
In this article, we have discussed some pertinent issues about this service and we know that the information shared here will help you engage better with these agencies.
