Is Gmail HIPAA Compliant?

TL;DR

• Gmail’s Compatibility with HIPAA: As standard, Gmail does not meet HIPAA compliance for handling Protected Health Information (PHI).
• Gmail HIPAA Configuration: Gmail, and the wider Google Workspace suite of tools, can be configured to bring the use of Gmail into compliance with HIPAA standards.
• Business Associate Agreement (BAA): A BAA is a critical component of HIPAA compliance. Google does offer a BAA that covers Gmail.
• Storing PHI in Gmail: Presents significant security and compliance risks, especially if Gmail is not configured for handling and storing sensitive data.
• Potential for PHI Leakage: There is a large potential for data leaks within Gmail, underscoring the need for comprehensive Data Loss Prevention (DLP) strategies.
• Strac’s Gmail DLP: Uses algorithms to automatically detect and redact sensitive content within Gmail, ensuring real-time protection against inadvertent data exposure. Gmail DLP can identify and redact a myriad of sensitive data, from SSN to IDs, and cryptographic API keys.

Is Gmail HIPAA Compliant?

Gmail is a widely used email service provided by Google. The use of large email services such as Gmail raises questions regarding HIPAA compliance, especially for organizations handling PHI.

Gmail is not HIPAA compliant straight out of the box. However, Gmail can be made HIPAA compliant if it's configured correctly. 

Healthcare organizations can use Gmail to handle and manage PHI only when they meet the following prerequisites:

1. Using Gmail as part of an Enterprise Workspace Plan, and;
2. Signed a relevant Business Associate Agreement (BAA) with Google.

Once your organization meets Google’s requirements including signing a BAA, it can begin to use Gmail in a way that is HIPAA compliant. But, it’s also necessary to configure Gmail’s security settings.  

Will Gmail Sign a Business Associate Agreement?

To comply with HIPAA, third-party vendors must have a Business Associate Agreement (BAA) in place with their customers.

Yes, Google will sign a BAA for Gmail. The Business Associate Agreement offered by Google covers the various apps that make up the Google Workspace suite, including Gmail. 

The BAA underlines Google’s commitment to HIPAA compliance and the company's willingness to meet the compliance needs of a wide variety of customers, organizations, and industries.

Can You Store PHI in Gmail?

Yes. It is possible to store PHI in Gmail, but only when certain security settings are configured. PHI must be protected and the ability of both users and Google to access sensitive data must be managed via strict controls and monitoring capabilities.

‎Google’s Enterprise Plan includes security features for archiving and retrieving emails, among other protections. But remember that, to ensure PHI is handled securely within Gmail relies on the correct configuration of Gmail / Google Workspace security settings, as well as strict adherence to Google's best practices for data security.

Many organizations prefer a more convenient and management solution, so opt to purchase additional security software from other vendors.

Can PHI/Patient Data Be Leaked from Gmail?

Even with the proper configuration of the Gmail and Google Workspace plans, there is a risk of PHI being leaked from Gmail. Aside from the incorrect configuration of settings, the most common cause of data leaks from Gmail is unauthorized access. 

Organizations handling sensitive and Protected Health Information need to be aware of these risks and adopt additional security mechanisms to protect their handling of PHI within Gmail.

Robust and feature-rich Data Loss Prevention (DLP) solutions can be used to effectively safeguard sensitive information within Gmail.

How Strac Protects Gmail Against Data Leaks?

Strac Gmail DLP  is a data loss prevention software that uses advanced algorithms to detect and redact sensitive content within Gmail, bringing organizations into full-compliance with data privacy standards including HIPAA.

Strac’s Gmail DLP adds an additional layer of security by ensuring gmail messages are always compliant, private, and only accessible by authorized users.

• Real-time Gmail Redaction: Strac's advanced algorithms promptly detect and redact sensitive content in gmails, ensuring real-time protection against inadvertent data exposure.
• Outbound Gmail DLP: When sending any sensitive email (body or attachment) to an external recipient, you can have different ways to protect sensitive data ranging from Redact, Encrypt, Alert, Block, Quarantine, Log, Forward to Tag.
• Comprehensive Data Detection: Utilizing intricate pattern recognition, Strac's wide range of DLP integrations identifies and redacts a myriad of sensitive data, from SSN to cryptographic API keys. The full catalog of sensitive data elements Strac can detect highlights the system's thoroughness.
• In-depth Audit Trails: Strac facilitates granular audit logs, capturing detailed insights on message access, enhancing transparency and accountability in gmail communications.
• Configurable Sensitive Data Elements: Configure what is sensitive for your business - whether it is PCI, HIPAA, financial, Intellectual Property Data or anything deemed sensitive. Strac is highly configurable.
• Easy System Integration: Strac's robust API framework ensures a swift 15-minute integration with existing gmail ecosystems, fortifying security protocols promptly. Learn more with Strac's Developer Documentation.

Learn more about how Strac helps organizations bring the use of 3rd-party applications into full compliance with HIPAA standards.

For more, check out the Strac guide to HIPAA Compliance and the video on Strac’s comprehensive Email DLP. 

Book a free 30-minute demo to learn more.