Encrypted email that satisfies the auditor and the recipient
Trustifi's Outbound Shield encrypts sensitive messages, catches regulated data before it leaves, and records proof of delivery for every protected email. Senders click once. Recipients open it without installing anything.
| Encryption | 256-bit AES |
|---|---|
| Recipient access | Multi-factor verification, no software to install |
| Data loss prevention | Classification, tokenization, block or encrypt by policy |
| Proof | Tracking with postmarked proof of delivery |
| Mail systems | Microsoft 365, Google Workspace, Exchange, API or relay |
| Frameworks | 10+ supported, per Trustifi |
2.0 What actually leaks by email
Most regulated data that escapes by email is not stolen by an attacker. It is sent by an employee who meant well. The three patterns below account for the incidents that compliance teams most often have to explain.
Sent in the clear
A client file, a patient summary or a spreadsheet of account numbers sent as a plain attachment over the open internet.
Sent to the wrong person
An autocomplete error puts sensitive data in a stranger's inbox, with no way to pull it back once it is opened.
No record it was received
When a regulator or client asks for proof of secure delivery, the sender has a sent folder and nothing else.
3.0 What happens between Send and delivered
Every outbound message passes the same sequence of controls. Each step produces something an auditor can see.
| # | Step | Control applied | Evidence produced |
|---|---|---|---|
| 3.1 | Scan | Content and attachments checked against data loss prevention policies and classification rules. | Policy match logged |
| 3.2 | Decide | Sensitive data is encrypted, tokenized or blocked automatically, or the sender uses One-Click Compliance. | Action and reason recorded |
| 3.3 | Encrypt | 256-bit AES protection applied to the message and attachments. | Encryption status |
| 3.4 | Verify | Recipient confirms identity with multi-factor verification before opening. | Access record |
| 3.5 | Track | Delivery and opening tracked, with postmarked proof of delivery. | Postmark proof |
| 3.6 | Retain | Message kept in a tamper-proof archive, searchable for eDiscovery. | Archived record |
4.0 Mapping to the frameworks you answer to
Trustifi lists support for more than ten regulatory frameworks. The table maps the common email obligations to the Trustifi control that addresses them. Your own counsel or auditor confirms final scope.
| Framework | Email obligation | Trustifi control |
|---|---|---|
| HIPAA, HITECH | Protect patient information in transit and control who can open it | Encryption, recipient verification, BAA available |
| PCI-DSS | Keep cardholder data out of unprotected email | DLP detection with block or encrypt |
| GDPR, CCPA, CPRA, POPI | Secure personal data and show what was shared | Encryption, DLP, delivery tracking |
| FINRA, GLB | Safeguard client financial data and retain communications | Encryption and tamper-proof archive |
| FERPA | Protect student records sent by staff | DLP classification and encryption |
4.1 Why one policy set matters
Most businesses answer to more than one framework at once: a clinic takes card payments, a law firm holds personal data from several states. One set of Trustifi policies covers the overlap, so you are not maintaining separate tools per regulation.
5.0 Who this is built for
- Healthcare
- Clinics and practices sending referrals, results and billing records.
- Legal
- Firms exchanging privileged documents with clients and opposing counsel.
- Financial services
- Advisors, lenders and insurers handling account and identity data.
- Education
- Schools and colleges sharing student records with families and agencies.
- Less suited
- Organizations that never send regulated or confidential data externally.
6.0 What your IT provider does
your IT provider identifies which frameworks apply to you, configures the data loss prevention policies to match, connects Trustifi to your mail system without an MX record change, and produces the delivery and archive records when an audit request arrives.
7.0 Know which of your emails would fail an audit today
A review of what your people send, and how, shows where encryption and DLP policies are missing.
Frameworks and controls as published by Trustifi on trustifi.com, September 2026.
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