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Encryption Software

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Encrypting your emails

Emails are the quickest and easiest way to communicate.

However, have you ever considered how secure the contents are, as each email shoots through cyberspace? In today’s world, an unencrypted email is about as private as a postcard.


As a therapist, you have both an ethical and a legal responsibility to protect clients’ personal details and sensitive information.


In particular, if any emails that you send contain specific client details, such as their names, addresses or treatment information, or if you send marketing emails, you will need to make sure that they comply with the Data Protection Act (DPA) and the Privacy & Electronic Communications Regulations


Mistakes can happen

Consider this scenario. You get a request for an update on a client’s medical condition. You type out your email, including your client’s name, history and treatment details. You hit send on your email, and seconds later realise that the auto-complete function in the address bar has sent it to the wrong person.


What do you do now? Firstly, you have to tell the Information Commissioner’s Office within 24 hours of the breach. You should also log it in your own records and tell the affected client. 


How email encryption software can help

For a small cost, encryption software could save you a lot of money and hassle. It will also give you peace of mind that your message contents and attachments are safe in transit. You don’t have to encrypt every single email that you send - simply those that contain confidential information.


When considering which encryption package to use, you should think about your needs. Do you regularly send emails with or without attachments when communicating with clients and others involved in their care? Do you want to restrict when the email can be read or whether it can be forwarded on or not?


Once you’ve identified your basic requirements, you can browse the products on the market and choose the one which is right for you. Features you might look for are:


1. Ease of use. Top-of-the-line email encryption software shouldn’t be difficult to use, whether you’re the sender or recipient. Complicated encryption packages which require all users to sign up with different services, and receive passwords and emails in separate emails, are unlikely to be popular with recipients.

2. Seamless integration with your current email programme. Encryption software should work seamlessly with existing email programmes, whether they’re desktop-based (e.g. Microsoft Outlook Express) or in the cloud (webmail services)

3. Value for money. Assess what the encryption package offers so you’re not spending money on high end encryption services which have far more features than you will actually use. 

4. Help and support. The best email encryption software should provide excellent and accessible help and support. These should include email and phone support with a quick response time.

Read our reviews of encryption software

We asked an independant therapist to carry out reviews of a number of encryption software packages. You can read them here.


Special offer for members

You can now get a 15% discount off email encryption software with Egress. Find out more here