Encrypting an email helps to minimize the risk of phishing, interception, and data leaks. It’s not only your data that will be safer with encrypted emails. You’ll also be protecting your customers’ data from attack and fraud. Helpfully, encrypting emails is easy with HostPapa’s Website Builder.
To learn how to access your Website Builder to get started, please visit this article.
This Knowledge Base article will help you to not only secure data but also customer trust. Encrypting emails is a good step in the direction of carefully handling sensitive information. At the end of this article, HostPapa will explain what encryption is and offer nine tips on keeping your data secure. You’ll also be provided with a data security checklist!
PGP Keys for sending encrypted emails
PGP Keys help to protect and encrypt your emails when sending sensitive information.
How to add a new PGP Key
- Select New PGP Key.
- Provide a Key Name. Your email will already be shown in the Email field.
- Add a Note and Password. You’ll need to enter the password twice to confirm it.
- Select Add to complete.
Once you have added the PGP key, it will appear on your dashboard. Webmail allows you to create a PGP key pair. You can send the public key to other users to decrypt your messages. The private key is stored on the Webmail server to decrypt your received messages.
Please note: To delete a PGP Key, select the trash can icon under the Remove section.
To add a PGP Key to your email
Compose a message and select the More drop-down menu. Here you’ll see the possibility to Attach Public Key. Select the option to enable it. Don’t select Encrypt Message. If the recipient does not have access to the Public Key, you’ll receive a notification to uncheck Encrypt Message.
Please note: After sending the public key, the recipient will be able to receive encrypted messages from your email account once they have added it to their Public Keyring. When the recipient receives an email, they will receive a special note to add the public key to their public keyring.
If it’s accepted by the recipient, you can proceed with sending encrypted messages, and you don’t have to check Attach Public Key again.
Understanding encryption and nine tips for data security
Encryption is a core technology that protects information from unauthorized access. It works by changing readable information into unreadable code. Only authorized users with keys can reverse encryption. This process keeps data private and protected from attacks.
Encryption helps secure both stored and transmitted data. Sensitive details like credit card numbers or messages require encryption. Without it, anyone intercepting the data can read or misuse it. For this reason, encryption is indispensable in modern digital life.
Different types of encryption serve different purposes and needs. Symmetric encryption uses the same key for locking and unlocking data. Asymmetric encryption uses two keys, one public and one private. Both forms are widely used depending on the security situation.
Businesses, governments, and individuals rely on encryption daily. Mobile devices, websites, and messaging apps use encryption by default. Even cloud services apply encryption to safeguard stored information. Strong encryption creates barriers against hackers, thieves, and malicious activity.
While encryption is powerful, it’s not enough alone. Other practices are needed to maintain good cyber security. Users must combine encryption with habits that reduce risk. Together, these measures give stronger and layered protection.
Below are nine important tips for keeping data safe and secure.
1. Use strong passwords and passphrases
Strong passwords create your first defense against intruders. Weak passwords allow quick guesses and breaches. Use combinations of letters, numbers, and symbols. A passphrase with random words is even better. Change passwords regularly to improve security.
Example of poor vs. strong passwords:
- Poor: password123
- Strong: Tr33River!Sky
2. Enable Two-Factor Authentication (2FA)
Two-factor authentication adds another barrier to your accounts. Attackers who know your password still need your code. Codes normally arrive by text, app, or hardware token. Always enable two-factor authentication on important accounts.
Popular choices include:
- Google Authenticator.
- Authy.
- Hardware security keys.
3. Encrypt devices and drives
Device encryption protects files stored locally on your hardware. Without encryption, stolen laptops or phones expose sensitive files. Modern operating systems often include encryption tools by default. Always activate full-disk encryption on your computer and phone.
Built-in alternatives:
- Windows: BitLocker.
- macOS: FileVault.
- Android/iOS: Automatic encryption enabled.
4. Keep software updated
Software updates close known weaknesses in your system. Attackers exploit outdated software to enter devices. Always download official updates, not unverified versions. Enable automatic updates where possible for ease and consistency.
Keeping current reduces risks of harmful malware infections. Updates apply to apps, operating systems, and browsers. Neglecting updates leaves hidden doors open for hackers.
5. Protect your home and work networks
Securing your network prevents intruders from reaching connected devices. Always set a strong Wi-Fi password to block unauthorized use. Change default router names and login details. Enable WPA3 or WPA2 encryption for wireless connections.
Extra steps:
- Disable remote router access.
- Regularly reboot the router.
- Hide the network SSID if possible.
6. Backup data safely
Backups prevent permanent loss from attacks or disasters. Keep at least two copies of important files. Store one version offline, away from the internet. Cloud storage is helpful, but offline backups are safer.
The 3-2-1 backup rule:
- Keep 3 total copies of data.
- Store 2 on different devices.
- Store 1 copy offsite.
7. Beware of phishing attacks
Phishing attacks trick users into sharing credentials or clicking malware. Attackers fake emails, texts, or websites to seem trustworthy. Always check the sender’s details carefully before clicking. Don’t trust suspicious links asking for urgent actions.
Phishing is the easiest route for attackers, so always remain alert. Education and awareness stop many phishing attempts before damage occurs.
8. Limit access to sensitive data
Only share information with users who truly need access. Restricting permissions reduces risks if accounts are compromised. In workplaces, apply role-based access control. On personal devices, control app permissions closely.
Steps to limit data access:
- Review app permissions monthly.
- Share files with restricted access links.
- Delete accounts no longer used.
9. Use secure connections anywhere
Always check websites use HTTPS when entering personal data. Avoid making purchases over public, unsecured Wi-Fi. When using open networks, apply a dependable VPN. Secure connections protect your information from interception and theft.
Public Wi-Fi poses many dangers, including man-in-the-middle attacks. Limiting public connections reduces exposure to invisible cyber threats.
Conclusion
Encryption is the foundation of modern data security. It shields information during storage and transfer. But encryption alone cannot protect against every risk. Strong habits and layered defenses create lasting protection.
Following these nine tips builds a stronger safety net for your data. Each step reduces vulnerabilities exploited by attackers. By adopting encryption and secure practices, you maintain long-term privacy.
Cybersecurity is not a one-time effort but a daily commitment. Technology evolves, and threats evolve just as quickly. Remaining cautious and prepared keeps your digital world safe and secure.
Here’s a printable checklist version of the nine data safety tips HostPapa has discussed with you. It’s concise and easy to use as a quick reference.
Data security checklist
General protection
- Use strong, unique passwords or passphrases for every account.
- Enable Two-Factor Authentication (2FA) whenever possible.
- Keep software, apps, and browsers updated at all times.
Device and network security
- Turn on device and drive encryption (BitLocker, FileVault, mobile encryption).
- Protect Wi-Fi with strong passwords and WPA2/WPA3 encryption.
- Change default router settings and passwords immediately.
Data management
- Follow the 3-2-1 backup rule:
- 3 copies of data.
- 2 stored on different devices.
- 1 kept offline or offsite.
- Restrict access to sensitive files only to trusted users.
- Review and remove unnecessary app permissions or accounts.
Safe online habits
- Check sites for HTTPS before entering personal information.
- Avoid shopping or banking on public Wi-Fi without a VPN.
- Remain alert for phishing emails and fake websites.
If you need help with your HostPapa account, please open a support ticket from your dashboard.
