Security Tips for HR Teams Distributing Benefits Information

Email is a quick and convenient way to communicate with employees about their benefits, but it also presents serious privacy and security risks. Many benefits-related messages contain sensitive personal information, including Social Security numbers, medical details, and banking information. If not handled properly, this can expose both employees and the company to data breaches and compliance issues.

HR professionals should take steps to ensure that benefits communications sent by email are secure, compliant, and appropriately limited in detail. Below are some key tips to share with your team or implement in your processes.

Use Encryption for Attachments

Whenever possible, avoid placing sensitive data directly in the body of an email. Instead, use encrypted PDF attachments that require a separate password to open. Share the password by phone or a separate email.

Avoid Including Personal Details in the Subject Line

Subject lines are not encrypted, even if the email body or attachment is. Avoid putting any identifying or sensitive information like full names, ID numbers, or benefit elections in the subject. Use general references such as “Your Health Plan Confirmation” or “Benefits Information Enclosed.”

Limit the Information Shared

If an email is meant to confirm enrollment or share plan details, make sure you are not including more information than necessary. For example, avoid listing dependent names or full banking details. Instead, point employees to a secure online portal for full access to their personal information.

Use Secure Portals or Messaging Tools When Possible

If your organization has access to secure messaging tools or benefits portals, use those to send or house sensitive documents. These platforms often provide audit logs, multi-factor authentication, and encryption.

Train Staff to Recognize Phishing and Social Engineering

Cybercriminals frequently target HR and benefits staff by pretending to be employees, vendors, or leadership. Make sure staff are trained to verify identity before responding to email requests for information. Never send sensitive data to a personal email address or in response to unexpected requests without confirming authenticity.

Set a Clear Policy on Email Use for Benefits Communications

Establish and document internal policies for sending benefits information by email. Include guidance on encryption, prohibited content, use of secure portals, and employee expectations. Review the policy with any HR team member or third party who may handle sensitive information.

A Shared Responsibility

Sending benefits information securely is a joint responsibility between HR IT, and employees. Work together to establish secure processes and review them annually to keep pace with changing threats and compliance requirements.