Why Email Is a Poor Tool for Board Communication
Email may seem like a convenient way to handle board communication. It’s familiar, fast, and everyone has access to it. But beneath the surface, email is a risky and outdated tool for sharing sensitive information. In a world where cybersecurity, GDPR compliance, and proper data management are top priorities, email falls short – especially when used for board-level communication.
Email is Unencrypted – and Leaves a Trail
When you send an email, it doesn’t go straight from sender to recipient. Instead, it travels across multiple servers, often located in different countries, before landing in the recipient’s inbox. Along the way, temporary copies can be stored on these servers, leaving traces that are out of your control.
Unless specific encryption is in place, email is essentially like sending a postcard – anyone along the delivery route could potentially read it.
Attachments Are Scattered Across Devices
When board materials are sent as email attachments, they’re downloaded to multiple devices – laptops, smartphones and tablets. That means sensitive files could end up stored in unencrypted form on a dozen or more different devices.
What happens if one of those devices is lost or compromised? What if someone syncs the file to a personal cloud storage service? This lack of control introduces serious security risks.
The GDPR Perspective – When Emails Contain Personal Data
Board materials often include personal data: names, contact information, employee details, sensitive matters, and sometimes even health-related information. If this type of data is shared via email without proper security measures, it can result in direct violations of GDPR.
The consequences? Potentially hefty fines, reputational damage, and loss of stakeholder trust.
A Modern Alternative: Hippoly – Secure, Centralized Board Communication
Instead of sending files via email, Hippoly keeps all board communication and documentation in one secure place. The platform uses advanced encryption and authentication, ensuring that only authorized users can access sensitive information.
Key Benefits of Using Hippoly:
- Centralized storage: No more scattered files on personal devices.
- No downloads required: Board members can view documents securely within the platform.
- Advanced encryption: Top-tier security both in transit and at rest.
- GDPR-compliant: Full control over how and where personal data is handled.
- Access logs: See exactly who accessed what – and when.
Conclusion
Email is simply not built for secure, high-stakes board communication. It’s insecure, hard to control, and risky from both a cybersecurity and data privacy perspective. By switching to a dedicated board platform like Hippoly, your board can work smarter, safer, and in full compliance with modern regulations.
Want to learn more about how Hippoly can streamline and secure your board work? Contact us – we’d love to show you how it works.