How Secure is Email? Community Management HOA Boards Email with Sensitive Data Needs to be Secure

Residential community boards need a safe way to communicate, especially when it comes to dealing with sensitive information. Most modern boards use email for everything from sending a newsletter to online voting. But, How secure is email? When unsecured data is compromised, bad actors can obtain personal information about residents in your community. So, encrypted messaging should be part of your property management package. Ask if your PM company offers safe email services. 

Sensitive Data

HOA boards deal with sensitive data regarding security and privacy. Some emails may contain financial records and personal data. New Jersey law protects Personally Identifiable Information (PII). Losing, compromising, or disclosing this information can lead to identity theft. Protected records include things that someone could use to identify the person.

• First and last name
• Address
• Phone number
• Date of birth
• Social security number 
• Driver’s license number
• Credit cards
• Passwords
• Account numbers
• Employment data
• Medical records

Data Breaches  

Cybersecurity is a vital part of residential community management. HOA boards and Property Managers share sensitive information about the HOA and its residents. So, a cyber attack can jeopardize PII and financial records. For example, in August, a compromised email led to an HOA board in Colorado losing nearly $30,000 from their operating account. Similarly, a sophisticated cyber attack on a property management company in Chicago exposed the PII of owners and applicants, including social security numbers, credit reports, and credit card numbers. 

Email Security 

According to the FBI, business email compromise is one of the top causes of online financial crime. That’s why HOA boards and property managers must use secure communications for all sensitive information. For example, email services that use end-to-end encryption lock your private data so only the recipient can view it. In comparison, a third party could access unencrypted or partially-encrypted messages. Another way bad actors scam your email is through “phishing” messages. These fake emails are socially engineered to trick you into disclosing log-in credentials or other sensitive data. Quality spam filters block most scam emails before they land in your inbox. 

FAQ: How do I know if my emails are secure?

Emails are only genuinely secure if both the sending and receiving servers use encryption protocols, such as Transport Layer Security (TLS). Major email providers such as gmail, outlook have settings that display a closed padlock in the heading of secure emails. Seeing this icon assures you that the email is encrypted on both ends. 

How Secure is Email?

Phishing attacks and cyber threats leave many board members asking, “How secure is email?” Robust spam filters and end-to-end encryption are crucial aspects of an HOA communication. Find out if your property manager uses a secure email platform for sensitive communications. 

Corner Property Management provides safe email services to all our clients. Learn more about our top-tier services — call 973-376-3925.