On June 24, 2024, the Bermuda Office of the Privacy Commissioner (PrivCom) published a blog providing guidance on how organizations can maintain privacy during email communication.

Common privacy issues in email

The blog identifies several privacy concerns associated with email communication, including:

• unauthorized access during email transit or storage on servers or user devices;
• handling mistakes, such as sending sensitive information to the wrong recipient; and
• lack of encryption, which is crucial for ensuring that only authorized parties can read the information.

To address these issues, the blog recommends implementing robust encryption methods, adhering to regulatory standards, and educating users on secure email practices.

Carbon Copy and Blind Carbon Copy

The blog explains that whereas Carbon Copy (CC) allows all email recipients to see each other's email addresses, which can be a privacy concern, Blind Carbon Copy (BCC) keeps recipient addresses private, making it useful for maintaining privacy in group emails. The blog advises careful use of these email features to respect privacy and confidentiality, particularly when dealing with sensitive information.

For organizations using Microsoft Outlook, the blog outlines steps to mitigate privacy risks when sending calendar invites. For example, the blog suggests that users can add recipients as BCC to keep their information private and make appointments or meetings private to enhance privacy.

Practical tips to enhance privacy

To ensure the privacy of email communications the blog advises users to take several measures, including:

• double-checking CC and BCC fields;
• being cautious of links and attachments;
• using strong passwords and two-factor authentication;
• encrypting sensitive emails;
• keeping software up to date; and
• understanding organizational privacy policies.

You can read the blog here.