Can Email Be Tracked? Security Risks and How to Mitigate

At the moment, email tracking is quite a common and rather efficient process that does not attract much attention from the recipient. Therefore, the tracking can identify features of interest such as the previews of the email, the time of opening the email, the geographical location of the recipient, and links within the body of the email that were clicked.

Though email tracking is very useful to businesses and marketers, it has a disadvantage: Regarding its impact, it elicits many questions regarding the privacy and security of personal and business data.

One needs to understand and accept these risks and be in a position to know how to avoid them so as to protect the privacy and quality of your communication. With this understanding, it is now possible to discuss the various elements described in this blog.

How Emails Are Tracked:

1. Pixel tracking: 

   - Also known as "web beacons" or "spy pixels"

   - Tiny, transparent 1x1 pixel images embedded in emails

   - When the email is opened, the image is loaded from the sender's server

   - This logs the time, date, location, and device information

Pixel tracking is the process of adding a very small picture (usually 1 by 1 pixels) to an email that can't be seen. A clear GIF, computer beacon, or tracking pixel are some of the names for this pixel.

How Pixel Tracking Works

a) Embedding the Pixel: The sender includes a tracking pixel in the email's HTML code. This pixel is hosted on the sender's server. 

b) Email Delivery:The tracking pixel is still incorporated into the email after it has been received and delivered to the recipient.

c) Email Opening: The tracking pixel and all of the images in the email are automatically loaded by the recipient's email client when they open it.

d) Server Request: Loading the tracking pixel triggers a request to the sender's server. This request includes information that the email has been opened.

e) Data Collection: The server logs this request and collects various data points such as:

i) Open Time: When the email was opened.

ii) IP Address: Which can be used to estimate the recipient’s location.

iii) Device Information: Type of device used (e.g., desktop, mobile).

iv) Email Client: Information about the email client or software used to open the email.

2. Link tracking:

  - URLs in emails are replaced with unique, redirect links

   - When clicked, these links pass through the sender's servers before reaching the destination

   - This allows senders to track which links were clicked, when, and by whom

Link tracking involves modifying the URLs within an email to include special tracking parameters or redirect through a tracking server. This allows the sender to collect data on which links are clicked and other relevant information.

How Link Tracking Works

a) Creating Tracking Links: The sender modifies each link in the email to include tracking parameters or redirects through a tracking server. These tracking links often look different from the original URLs, sometimes containing long strings of characters.

b) Email Delivery: When the email is sent to the recipient, it contains these modified tracking links.

c) Link Click: When the recipient clicks on a link, their click is first routed through the tracking server before they are redirected to the intended destination.

d)  Data Collection: The tracking server logs the click and collects various data points, such as:

i) Click Time: When the link was clicked.

ii) Link URL: Which specific link was clicked.

iii) IP Address: Used to estimate the recipient’s location.

iv) Device Information: Type of device used to click the link (e.g., desktop, mobile).

v) Email Client: Information about the software used to click the link. 

3. Read receipts:

   - A feature in many email clients that sends a notification when an email is opened

   - Can be automatic or require user permission

   - Provides definitive proof that an email was accessed

When someone opens an email, the writer gets a message called a look receipt. The sender can ask for this feature, but the recipient's email client must be able to support and reply to the request.

How Read Receipts Work

a) Requesting a Read Receipt: The sender includes a read receipt request in the email headers when composing the email.

b) Email Delivery: The email is sent to the recipient along with the read receipt request.

c) Recipient’s Action: When the recipient opens the email, their email client detects the read receipt request.

d) Sending the Receipt: The email client may prompt the recipient to send a read receipt or may automatically send it, depending on the client’s settings and the recipient's preferences.

e) Notification to Sender: If the recipient agrees or if the client automatically sends the receipt, the sender receives a notification indicating that the email has been opened.

Security Risks:

1. Privacy invasion:

   - Senders can build detailed profiles of your email habits

   - May reveal when and where you access your email

   - Can expose personal or sensitive information without your knowledge

People may be very worried about their privacy when track emails in certain ways, such as through pixels, links, and read receipts. Read on to get an idea of how these methods can leak your privacy and what you can do to fix them.

How Email Tracking Invades Privacy

a) Unintentional Data Collection: Recipients might not be aware that their actions are being monitored, leading to unintended data collection.

b) Personal Information: Tracking can gather personal data such as location, device information, and email usage patterns without explicit consent.

c) Behavioral Insights: Collecting detailed information about when and how emails are opened or links are clicked can create detailed behavioral profiles of recipients.

d) Lack of Transparency: Often, recipients are not informed about the tracking mechanisms in place, which can feel intrusive and deceptive.

e) Third-Party Access: Data collected through tracking might be shared with or sold to third parties, further compromising privacy.

 2. Data collection:

   - Your IP address can reveal your approximate location

   - Device information can be used for fingerprinting

 - Over time, this data can build a comprehensive picture of your online behavior

Tracking emails entails gathering several types of data on how well campaigns are performing and how people respond to them. Continue reading to learn about the many methods for tracking emails, including what information is collected and how it is used.

Types of Data Collected

a) Open Data

b) Click Data

c) Device Data

d) Geolocation Data

e) Engagement Data

f) Email Client Data

 3. Phishing vulnerability:

   - Tracking techniques can be exploited by malicious actors

   - Scammers can use this information to craft more convincing phishing attempts

   - May lead to increased risk of identity theft or financial fraud

Email tracking methods, while useful for legitimate purposes, can also expose recipients to phishing attacks. Understanding how phishing works and how email tracking contributes to its vulnerability can help mitigate these risks.

What is Phishing?

Hackers use phishing, a type of cyberattack, to get people to give up private information like passwords, credit card numbers, or personal data by sending them fake emails. Often, these emails look like they came from people you can trust.

How Email Tracking Contributes to Phishing Vulnerability

a) Tracking Links

b) Data Collection

c) Familiarity and Trust

Identifying Phishing Emails

a) Suspicious Links

b) Unusual Requests

c) Spelling and Grammar

d) Generic Greetings

Mitigating Phishing Vulnerability

a) Educate Recipients

b) Use Secure Email Practices

c) Enhanced Security Measures

d) Privacy-Focused Tracking

4. Corporate espionage:

   - In business settings, competitors could gain insights into communication patterns

   - Sensitive negotiations or deals could be compromised if tracking is detected

Mitigation Strategies:

1. Disable automatic image loading:

   - Most email clients offer this option in settings

   - Prevents pixel trackers from activating without your consent

   - You can choose to load images on a case-by-case basis

2. Use a secure email service:

   - Some providers, like ProtonMail or Tutanota, offer built-in tracking protection

   - These services often include end-to-end encryption for added security

3. Employ a VPN:

   - Virtual Private Networks mask your IP address and location

   - Makes it more difficult for trackers to pinpoint your physical location

   - Adds an extra layer of privacy to your online activities

4. Be cautious with email links:

   - Hover over links to see their true destination before clicking

 - Consider typing important URLs directly into your browser instead of clicking

   - Use link-expanding services to check shortened URLs for safety

5. Opt out of read receipts:

   - Configure your email client to never send read receipts

   - If prompted, decline to send read receipts for individual emails

6. Use email aliases or disposable addresses:

   - Create unique email addresses for different services or purposes

   - Helps compartmentalize your online presence and reduce tracking across platforms

7. Keep software updated:

   - Regularly update your email client and security software

   - New updates often include patches for security vulnerabilities

8. Educate yourself and others:

   - Stay informed about the latest email tracking techniques

   - Share knowledge with colleagues, friends, and family to promote broader awareness

Typically, it is alright for organizations to monitor their employees’ emails, and there are advantages to be derived, such as improved customer relations or enhanced marketing strategy, among others. However, there are also risks involved, which can be defined as the following: Understanding how tracking functions can help you better manage how secure and private your emails are.

Since most communication nowadays occurs through emails, this means that your personal and professional data will still remain vulnerable in the digital world and therefore adaptation of security measures as well as an Open mind since the form of communication through email is still changing