TL;DR
Handling credit card details via email is extremely risky and generally not compliant with security standards like PCI DSS. This guide explains why, and outlines safer alternatives for accepting payments.
Why Email Isn’t Secure for Credit Card Payments
- Unencrypted Transmission: Most emails aren’t properly encrypted end-to-end. This means they can be intercepted and read by unauthorized parties.
- Storage Risks: Emails are stored on multiple servers, increasing the chance of a data breach.
- Compliance Issues: PCI DSS (Payment Card Industry Data Security Standard) requires robust security measures for handling credit card information. Email rarely meets these standards.
- Phishing Attacks: It’s easy for criminals to spoof email addresses and trick customers into providing their details.
Safer Alternatives
- Use a Payment Gateway: This is the best option. Payment gateways (like Stripe, PayPal, Square) securely process credit card information on your behalf.
- Customers enter their details directly on the gateway’s secure website.
- You receive confirmation of payment without ever seeing sensitive card data.
- They handle PCI DSS compliance for you.
- Online Invoicing with Payment Links: Many invoicing tools (like Xero, QuickBooks) integrate with payment gateways.
- Create an invoice and send a link to your customer.
- The link directs them to a secure payment page hosted by the gateway.
- Virtual Terminal: If you need to manually enter card details (e.g., over the phone), use a virtual terminal provided by a payment processor.
- The data is encrypted during entry and transmission.
- It provides an audit trail for security purposes.
- Tokenization: Some systems allow you to replace sensitive card details with a unique “token”.
- You store the token instead of the actual card number.
- The token can be used for recurring billing or future transactions.
- Requires careful implementation and PCI DSS compliance.
Steps to Stop Handling Credit Cards via Email
- Choose a Payment Solution: Research payment gateways, invoicing tools, or virtual terminals that suit your business needs. Consider transaction fees and integration options.
- Set up Your Account: Follow the provider’s instructions to create an account and configure your payment settings.
- Integrate with Your Website/Systems: If applicable, integrate the chosen solution with your website or accounting software.
- Inform Your Customers: Let customers know you’ve updated your payment process and how they can securely submit their payments. Do not mention email as a payment method.
- Disable Email Payments: Remove any options for accepting credit card details via email from your website, forms, or communications.
- Train Your Staff: Ensure all employees understand the new process and are aware of the risks associated with handling sensitive data.
Example Code (Illustrative – Payment Gateway Integration)
This is a simplified example to show how you might integrate a payment gateway into your website. The specific code will vary depending on the gateway and programming language.
// Example using Stripe's API (Node.js)
const stripe = require('stripe')('YOUR_STRIPE_SECRET_KEY');
async function createPaymentIntent(amount, currency) {
try {
const paymentIntent = await stripe.paymentIntents.create({
amount: amount,
currency: currency,
});
return paymentIntent.client_secret;
} catch (error) {
console.error('Error creating Payment Intent:', error);
throw error;
}
}
Important Considerations for cyber security
- PCI DSS Compliance: Understand the requirements if you’re handling any card data, even indirectly through tokenization.
- Data Encryption: Ensure all communication channels are encrypted using HTTPS (SSL/TLS).
- Regular Security Audits: Conduct regular security audits to identify and address vulnerabilities.
- Fraud Prevention: Implement fraud prevention measures, such as address verification system (AVS) and card verification value (CVV) checks.