Beyond Compliance: Building Employee Trust through Secure HR Communications

Human Resources teams handle some of the most sensitive information in any organisation.

From job applications and payroll records to performance reviews and medical details, HR communications frequently contain personally identifiable information (PII) and, in many cases, special category data under Article 9 of the UK GDPR.

If exposed, this information could cause serious harm to employees and lead to legal, financial, and reputational consequences for the business.

Under the UK GDPR and guidance from the Information Commissioner’s Office (ICO), employers have a clear duty to make sure employee information is processed lawfully, fairly, and securely.

Despite these obligations, many HR departments still rely on standard email to transmit sensitive data.

Without the right safeguards, this risks breaching data protection principles and eroding trust in HR.

The Nature of HR Data

HR records extend well beyond names and addresses. They can include:

• Identification documents (passports, driving licences)
• National Insurance numbers and payroll details
• Performance management notes and disciplinary records
• Health and wellbeing information (special category data)
• Background and eligibility to work checks, references, and recruitment notes

A breach could expose employees to identity theft, discrimination, or reputational damage, and undermine the relationship between employees and the organisation.

Risks of Using Unsecured Email

The ICO consistently identifies email as one of the leading causes of personal data breaches. Risks include:

• Misdirected emails - sent to the wrong recipient
• Interception in transit - if encryption is not applied
• Unsecured attachments - such as contracts or medical certificates
• Forwarding outside the organisation - without adequate controls

In HR, where confidentiality underpins trust, even a single mistake can damage employee confidence and trigger regulatory investigation.

ICO and GDPR Requirements

The UK GDPR sets out the principle of integrity and confidentiality (Article 5(1)(f)), requiring organisations to protect personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage.

Employers must also demonstrate compliance under the accountability principle (Article 5(2)).

"Organisations must adopt appropriate technical and organisational measures to protect the personal data they hold, taking into account the nature of the data and the harm that may result from its misuse."

UK Information Commissioner’s Office

The ICO’s Employment Practices guidance highlights that HR teams should:

• Conduct regular training on the risks of emailing personal data
• Encrypt emails and attachments containing sensitive information
• Apply access controls so only authorised individuals can view communications

Failure to meet these standards risks not only regulatory sanction but also a breakdown in employee trust.

Best Practices for Securing HR Email Communications

Use Secure Email Solutions

Work with IT and compliance colleagues to adopt platforms that provide encryption, recipient authentication, and the ability to revoke or restrict access if emails are sent in error.

Adopt Privacy by Design

Build privacy safeguards into HR workflows from recruitment through to exit interviews, considering security at every stage.

Control Access and Retention

Restrict HR mailbox access to authorised staff only, and set clear retention and deletion policies to reduce unnecessary risk.

Apply Data Minimisation

Share only the information strictly necessary for the task, reducing the exposure of sensitive details.

Audit and Train Regularly

Carry out periodic audits of HR communication practices and provide ongoing training, as human error remains the leading cause of breaches.

Beyond Compliance

For HR teams, securing communications is fundamental to protecting employee trust and upholding the organisation’s integrity - not simply ticking a compliance box.

Confidentiality underpins fairness, wellbeing, and professional treatment.

By following GDPR principles, applying ICO guidance, and working closely with IT and compliance teams, HR professionals can protect sensitive employee data.

The right combination of technology, governance, and awareness strengthens not only compliance but also the employee experience.

FAQs

Why Is Email Risky for HR Communications?

Email can be misdirected, intercepted in transit, or forwarded without controls, exposing sensitive HR data.

What Counts as Special Category Data in HR?

Health, wellbeing, racial or ethnic background, and union membership details all fall under GDPR’s special category definition.

How Often Should HR Teams Train on Data Security?

Training should be refreshed at least annually, with extra sessions when new risks or tools are introduced.

What’s the Role of Secure Email Solutions Like Mailock?

Solutions like Mailock secure email add encryption, recipient authentication, and access controls that standard email lacks, meeting compliance needs and protecting trust.

References

Article 9 of the UK GDPR, GDPR Info, 2024

Article 5: Integrity, Confidentiality, and Accountability, GDPR Info, 2024

UK GDPR Guidance, ICO, 2025

Information Commissioner’s Office, ICO, 2025

Mailock Secure Email, Beyond Encryption, 2025

What Is Encryption?, Beyond Encryption, 2025

What Is Email Authentication?, Beyond Encryption, 2025

Reviewed by

Sam Kendall, 08.09.25