The RMail encryption service has several features and options for ease of use, privacy, and regulatory compliance.  

Encryption Definitions

Preferred Secure Transmission

1. Emails sent encrypted are delivered using the optimal delivery method for each recipient’s mail system.
2. The RMail system detects if the recipient’s mail server has Transport Layer Security (TLS) available. If the recipient has TLS available, the encrypted message is sent by TLS.
3. If the recipient does not have TLS available, the email and attachments are wrapped inside a password protected AES 256-bit encrypted PDF.
4. An email sent to multiple recipients may result in some recipients receiving the message by TLS and others inside a password protected AES 256-bit encrypted PDF.
5. This feature may be set in the App settings page.
6. Preferred Secure Transmission emails:
   • Do not require a decryption password, link to click or special software for the recipient to open and view the message body and attachments.
   • Contain an RMail banner with the text, “Transmitted Encrypted” so the recipient is aware the email was not sent over the Internet in plain text.
   • If the recipient uses the Microsoft Outlook mail client, they may receive an Outlook “Read Receipt” request.
     
     
     

Recipient view of an encrypted email sent using Preferred Secure Transmission:

Message Level Encryption

• Encrypted emails sent to recipients with mail servers that are unable to receive emails using the Preferred Secure Transmission (Transport Layer Security) or, if the sender wishes to have the encrypted message stored encrypted at rest in the recipient’s mailbox may send the message using Message Level Encryption.
• Encrypted messages sent by Message Level Encryption provide privacy by wrapping the email and attachments inside a password protected AES 256-bit encrypted PDF.
• This feature may be set in the App settings page.
• Message Level Encryption emails:
  • Require a decryption password to open and view the message body and attachments.
  • Contain an RMail banner with the text, “Encrypted Email” so the recipient is aware the email was not sent over the Internet in plain text.
  • If the recipient uses the Microsoft Outlook mail client, they may receive an Outlook “Read Receipt” request.
    

Recipient view of an encrypted email sent using Message Level Encryption:

System Generated Password

1. Senders using Message Level Encryption may opt to have the RMail App to automatically generate a unique, eight-character, alpha-numeric decryption password.
2. The automatically generated unique, eight-character, alpha-numeric decryption password is sent to the recipient inside of an automatically generated password email.

Recipient view of a system generated password inside the automatically generated password email.

Automatically Generated Password Email

Message Level Encrypt emails may be password protected with either a system generated or user-generated password.

• Messages encrypted by a system generated password have the system generated password automatically sent by email prior to the encrypted message inside the PDF wrapper.
• Senders encrypting a message with a user-generated password have the option to send the password by email using an automatically generated password email or by their own method (phone, text, email, pre-arranged, other).

Recipient view of an automatically generated password email

Password Retrieval Feature

Senders may allow the option for the recipient to retrieve the decryption password on their own by clicking a password retrieval link inside the body of the Message Level Encrypted email.

Recipient view of the password retrieval link inside the Message Level Encrypted email.

Recipient Password Creation

1. Senders may allow the option for the recipient to create their own permanent, personal decryption password by clicking a password setting link inside the body of the Message Level Encrypted email.
2. Recipient view of the password setting link inside the Message Level Encrypted email.

Transmission Encryption Settings

Email is sent by Preferred Secure Transmission.  If the recipient’s mail system accepts Transport Layer Security, the message will go by TLS.  If the recipient does not have TLS, the email will go by Message Layer Encryption with a system generated password which is sent by an automatically generated password email.

Email is sent by Preferred Secure Transmission.  If the recipient’s mail system accepts Transport Layer Security, the message will go by TLS.  If the recipient does not have TLS, the email will go by Message Layer Encryption with a user generated password which is sent by an automatically generated password email if the feature “Email custom password” is checked.  If it is not checked, the sender must provide the password to the recipient.

Password Encryption Settings

Email is sent by Message Level Encryption with a system generated password which is sent by an automatically generated password email.

Email is sent by Message Level Encryption with a user-generated password which is sent by an automatically generated password email if the feature “Email custom password” is checked.  If it is not checked, the sender must provide the password to the recipient