The answer is never, but individuals can often change back to personal email accounts. Large businesses have many risks involved with the availability of mobile email. These risks should be enough to hinder using personal email accounts for business purposes.
If, for example, an employer is out of the office and is required to work remotely, cloud computing should be available through the business email on a mobile phone or computer. This would be a far easier route than reverting to a personal email account.
Personal email accounts exist outside of the IT department’s control. They are not subject to backup, archiving, security, or governance, so using them for business is a clear violation of compliance regulations. And since personal emails are not stored on company servers, discovery, and FOIA requests are seriously compromised, presenting legal risks to your business.
What are the legal risks involved in using a personal email for business purposes?
Your company’s information is stored on mail servers in many out-of-reach places where employees are allowed to use personal email accounts to conduct business. These places could be anywhere without knowing where your company’s data is being stored. Third parties such as Managed Service Provider (MSP) services would be required to help track where the data is transmitted and subsequently stored.
Your company’s IT security policies do not protect a personal email account. You may have agreed to Gmail’s Terms and Conditions, but your business didn’t. You might have a decent data privacy policy in place, but a personal email account can still bypass them with the simple click of a ‘Send’ button.
Understanding the risks and implications of using personal accounts for business is not always evident until there are internal investigations. In these cases, those personal email accounts may contain relevant information that must be available for search and retrieval.
In standard legal discovery procedures, personal emails are not discoverable. This makes even the simple act of discovery difficult. Google, for example, prohibits external scanning of users’ emails, meaning the company will have to order the user to scan their emails themselves and runs a massive risk of spoliation sanctions.
If an employee is using personal email accounts to send business-related emails using a company device, it doesn’t mean the company has the right to search through those emails.
Corporate risks involved in using a personal email for business purposes
Allowing employees to use personal email for work poses serious risks of IP theft, losing company privacy or violating customer privacy, and disrupting network operations due to exploits that can be carried out on unsecured computers.
Personal email compromises company secrets and exposes company correspondence to unrestrained searching. This may result in the need for computer repair or IT security maintenance.
Continuity could pose a threat if an employee decides to leave a company. Those emails would leave with the individual, which could contain valuable and relevant information. This information could make future searches difficult.
Employees might use a personal email address to set up functions critical to your company’s daily operations. The employee’s email address then becomes the sole owner of the account, so if that employee leaves, you may have a difficult time taking ownership of the assets they set up on the company’s behalf.
In short, many risks are involved with using a personal email account to conduct business. Therefore it is strongly not recommended.
At Partners Plus, we have more than 30 years of experience in handling any IT problems that rear their ugly heads. From data backups to Dark Web monitoring, we are committed to protecting your business, whether it’s a small or medium-sized business.
Why Trust Partners Plus
Partners Plus, Inc. has been a beacon of innovation and reliability in the managed IT services industry for over three decades. Founded on providing bespoke, cutting-edge technology solutions, Partners Plus empowers businesses to achieve peak operational efficiency and security. Our expertise spans comprehensive IT support, cybersecurity enhancements, cloud computing solutions, and data backup and recovery, all tailored to meet each client’s unique needs.
Our Locations:
- Managed IT Services in Philadelphia: In the city’s heart, our Philadelphia location stands as the cornerstone of our operations, delivering robust IT frameworks and cybersecurity defenses to a diverse clientele.
- Managed IT Services in Malvern: Serving the dynamic businesses in Malvern, our team specializes in custom IT strategies that drive growth, streamline operations, and protect against cyber threats.
- Managed IT Services in Wilmington: Our Wilmington branch focuses on delivering top-tier managed IT services, ensuring businesses operate smoothly with state-of-the-art technology and fortified security measures.
- Managed IT Services in Middletown: The latest addition to our network, the Middletown office, extends our reach, offering comprehensive IT solutions that support businesses in adapting to the digital age, emphasizing innovation and security.
Our Services:
- Customized IT Support: Understanding that each business’s needs are unique, we offer personalized IT support plans to ensure your technology aligns with your business goals.
- Cybersecurity Solutions: With cyber threats evolving daily, our advanced cybersecurity services are designed to protect your business from the latest digital threats, ensuring your data and operations are secure.
- Cloud Computing Services: Leverage the power of the cloud with our cloud computing solutions, facilitating seamless access to data and applications, enhancing collaboration, and optimizing operational efficiency.
- Data Backup and Recovery: Our comprehensive data backup and recovery services protect your critical business data against loss with robust recovery solutions to minimize downtime during a disaster.
- Strategic IT Consulting: Navigate the complex technology landscape with our expert IT consulting services. From strategic planning to implementation, we guide you through every step to ensure your IT investments deliver maximum value.
Choosing Partners Plus for your managed IT services means partnering with a team that understands the nuances of technology and values the trust and collaboration essential to fostering long-term business relationships. Our commitment to excellence, combined with our strategic locations in Philadelphia, Malvern, Wilmington, and Middletown, positions us uniquely to serve businesses with unparalleled IT support and services.
At Partners Plus, we’re not just your IT service provider but your IT partner, dedicated to ensuring your business thrives in an ever-evolving digital landscape. Our holistic approach to managing IT services for all companies empowers you to focus on what you do best—running your business while we handle the rest.
Contact Us Today:
Ready to elevate your IT strategy with a partner that puts your business first? Contact Partners Plus today to discover how our managed IT services can transform your technology into a strategic asset.
