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Today, people are all hyper-connected, making privacy a necessity. Whether you're communicating with colleagues, clients, or friends, your digital trail is constantly at risk of being exposed to third parties, from internet providers and tech giants to bad actors and government surveillance.
If you’re relying on traditional tools like Gmail or standard text messaging, your information may be more accessible than you think. In this blog, we will cover practical, affordable steps you can take right now to significantly reduce your risk.
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Below, we've broken down five essential recommendations to keep your communications private and your data protected.
1. Use Only Encrypted Channels to Communicate
Not all communication tools are created equal. Many popular platforms leave your messages vulnerable to interception, surveillance, or data harvesting. To keep your conversations private, whether over email, text, or video calls, end-to-end encryption is important. This makes sure that only the intended recipients can read your messages, blocking out internet providers, hackers, and even the platforms themselves.
Recommended Privacy Tools
If you're ready to make the switch to more secure communication tools, here are a couple worth exploring.
✅ Email:
Most Secure: Tuta Mail
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End-to-end encrypted email (including subject lines and attachments)
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Encrypted calendar and secure contact form
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Free plan available; $3/month for more storage
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⚠️ Limitation: Limited email search and only accessible via Tuta’s browser/app (not Outlook or Apple Mail)
More Secure: mailbox.org
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Secure, Germany-based alternative to Gmail
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Includes email, video calls, file storage, and chat
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$1–$3 per user/month
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⚠️ Limitation: Interface can be clunky, a few features in the larger suite are only available in German, and it relies on PGP (which doesn't encrypt metadata).
NOTE:
"Free" email isn't really free. You pay with your privacy. Most major providers like Gmail and Yahoo monetize your data through ads, tracking, and even sharing information with third parties. If your goal is true privacy, the best thing you can do is support ethical, privacy-first providers by subscribing to their paid tiers.
Paid platforms like the ones mentioned above don’t rely on ad revenue or user tracking. Instead, they use your subscription to invest in better features, tighter security, and a business model that respects your privacy.
✅ Texting, audio/video calls: Signal
Most texting services (SMS, iMessage, Messenger, and WhatsApp) collect metadata about your location, who you communicate with, and when you send messages. The most secure form of calling and texting is Signal. Signal collects minimal metadata and uses end-to-end encryption so that even the provider cannot read your messages. An added feature is that pictures sent with Signal are automatically stripped of location/device data.
- How to use Signal
- With Signal, Calls support up to 50 users at once
2. Use a VPN to Protect Your Online Activity
Even with encrypted messaging, your internet connection can still reveal a lot about you, like where you're located, who you're communicating with, and when. That’s where a Virtual Private Network (VPN) comes in. A reputable, paid VPN masks your IP address and encrypts your online traffic, making it significantly harder for third parties to track or intercept your activity.
Avoid free VPNs: Many of them log and sell your data, undermining the very privacy you're trying to protect. Instead, invest in a trusted, no-logs VPN service and install it on every device you use to access secure communication channels.
We recommend the following VPN providers:
NOTE:
Even secure email services can be legally compelled to hand over customer metadata, often enough to determine your identity and location. A good VPN helps protect that data trail by obscuring your IP address and keeping your location private. It’s one more way to close the loop on potential vulnerabilities.
3. Keep Your Devices Updated
Your communication is only as secure as the device you're using. Operating system updates often include critical security patches that protect against newly discovered threats and vulnerabilities. That’s why it’s important to keep all your devices, such as laptops, phones, and tablets, up to date.
Enable automatic updates on your operating system to make sure that you’re always protected. Regular updates make it much harder for hackers or third parties to exploit your system and access sensitive data.
4. Encrypt Your Devices for Added Protection
Even the most secure communication tools won’t help if someone gains physical access to your device. Encrypting your phone and computer helps make sure that if they’re ever lost, stolen, or seized, the data stored on them remains protected. Most modern operating systems offer built-in disk encryption; you just need to make sure it’s enabled.
It's also smart to understand how to quickly disable biometric access (like fingerprint or facial recognition) if you ever feel your physical security is at risk. A strong password is harder to crack than a thumbprint. Privacy Guides provides a good overview of built-in and third-party encryption options.
5. Use a Password Manager and Strong, Unique Passwords
Reusing passwords is one of the easiest ways to compromise your digital security. If just one site is breached, attackers can use that same login to access your other accounts. To fix this, use a secure password manager.
Tools like Bitwarden can generate and store strong, unique passwords for every site you use, autofill them when needed, and alert you if any have been compromised. Just make sure to secure your password manager with a long, complex master password, ideally 20+ characters with a mix of letters, numbers, and symbols. This simple step significantly reduces your risk of credential-based attacks.
Extra Privacy Measures For High-Risk Situations:
If you're an activist, journalist, or someone who faces heightened risk, basic protections may not be enough. Here are a few advanced options:
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Use Tails OS – A secure operating system that runs from a USB stick and leaves no trace
→ How to Install Tails -
Harden your smartphone – Disable location tracking, tighten app permissions, and use encrypted messaging apps
→ Secure Your Smartphone Guide
What to Look for in Privacy Tools
Not all privacy tools are built the same, and some can actually give you a false sense of security. Before you download that app or sign up for a “secure” service, take a moment to check if it meets key privacy standards.
The checklist below outlines the essential (and nice-to-have) features that truly protect your communications, data, and identity. Use it as your guide when evaluating tools for email, messaging, browsing, and beyond.
Must Have:
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End-to-end encryption (data at rest and in transit)
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Secure logins (MFA, strong passwords)
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Low cost and ease of use
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Zero-knowledge storage (provider can’t read your data)
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Ideally hosted in a privacy-friendly country
Nice to Have:
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Zero-access encryption for metadata
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Encrypted contact and recipient info
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Dedicated, secure app for easy use
While no single tool can guarantee total security, combining the right practices makes a real difference. Need help evaluating your current setup or figuring out which tools are right for your team? We’re here to help.
Contact us to talk with one of our experts and take the next step toward protecting your communication and your business.