How email servers help protect data

Email servers help to protect user data, as well as the security of the information in a message.

And information security, it should be remembered, is a basic premise of the General Data Protection Act (LGPD), with which companies and professionals must comply.

Data leaks generate fines of up to 2% of the company’s revenue for each infraction. That’s not counting the sanctions to which offenders are obliged to comply.

Spams, which are carriers of data leakage scams (phishing and ransonware), are a constant threat not only to online security, but also to those who work with email marketing.

One way or another, spam leads to mailing lists being blocked. This hurts the reputation of senders, who lose out on investments in communication and are also susceptible to penalties under the GDPR.

Email verification removes all spam from lists in order to keep them healthy with real leads.

Email servers identify the senders, the body of the message and the address of the recipients. This is extremely beneficial for online security.

Read on to find out what servers are and how they protect data.

What are email servers

Servers are services that send and receive messages. When you send an email, your server communicates with the recipient’s server to send the message.

In other words, the email server is responsible for transferring messages between devices.

How email servers work

There are 2 types of servers: outgoing and incoming. They are present in all devices that send and receive emails.

Let’s understand what they are and how server protocols work:

Output protocol

SMTP: Simple Mail Transfer Protocol – is the protocol used to send all emails. It works in two phases: in the first, it checks the sender and all the information in the message.

In the second phase, SMTP defines where the message will be delivered (POP3, IMAP or Exchange, as we’ll see below). If the message cannot be delivered, it returns to the sender.

Input protocols

There are three protocols used to receive messages:

POP3: Post Office Protocol – this is responsible for getting the message to the device to which the recipient is connected (so the message leaves the server and connects to the user’s device).

This protocol only allows the recipient to access the message via the device to which the message was first connected. This “limitation” creates greater online security.

IMAP: Internet Message Access Protocol – unlike POP3, the IMAP protocol stores incoming emails on the server, which allows the message to be accessed from different devices.

EXCHANGE: most commonly used by those who work in companies (as it allows the integration of applications such as calendars, etc.) and also by those who prefer to use cell phones to send and receive emails. As with IMAP, messages are stored on the server.

The difference between servers and providers

The providers (Gmail, Yahoo, Outlook, among other free and paid services) are responsible for directing the message within the email. For example, in Gmail we have the main box, promotions, social and the spam box.

First, the message hits the recipient’s SMTP server port, which will forward it to POP3, IMAP or Exchange.

After this, the message enters the criteria of the provider’s spam filter, which will determine which folder the message will be deposited in.

Why is it important to know these things?

Knowing the protocols of email servers prevents unforeseen events, which in turn can cause messages to be bounced by the servers.

In the world of email marketing, a bounced email is a bounce. And that’s exactly what marketers should avoid, since 3% of them cause lists to be blocked.

In addition, it is essential that the sender of bulk emails follows internet protocols correctly in order to have a guaranteed reputation.

Otherwise, emails can be sent to spam boxes, damaging the deliverability of campaigns.

Dedicated and shared email servers

The IP address, together with the domain of those sending bulk emails, form the sender’s reputation.

This element is of the utmost importance for deliverability, since senders with a low reputation are blocked and subsequently have their names sent to international blacklists.

Dedicated servers are exclusive services that only meet the demands of the company. This way, security is greater because the company is solely responsible for its reputation. This results in a higher cost.

Shared servers, on the other hand, bring together IPs and domains from different senders. As a result, accounts can influence each other’s reputation.

Conclusion

Understanding how email servers and their protocols work is essential for protecting data and optimizing the security of digital communications. The correct configuration and use of email servers not only prevents data loss and exposure to attacks, but also guarantees the efficiency of email marketing campaigns. Investing in verification technologies and dedicated servers can be an important competitive differentiator, helping to build a solid reputation and success in digital marketing strategies.

In addition, compliance with regulations such as the LGPD and GDPR is made easier by using servers that follow best security practices. This helps avoid severe fines and sanctions, protecting the company’s integrity and customer trust. The combination of robust security practices and in-depth knowledge of email servers is key to mitigating risks and maintaining legal compliance.

Finally, the constant advance in technology and digital threats makes it essential to continually update the practices and tools used. Awareness of the functions and protocols of email servers prepares companies and professionals to face new challenges and ensure the effective protection of data and the successful delivery of messages. Investing in knowledge and technology is the key to maintaining security and efficiency in email communication.

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