Email Encryption with HIN
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Instructions
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Email Encryption with HIN for Employees with @unilu.ch, @doz.unilu.ch, or @zhbluzern.ch Email Addresses
1. Automatic Encryption and Decryption
- Emails between the university and other participants in the HIN network are transmitted in encrypted form in both directions. The network includes, for example, hospitals and health insurance companies, as well as other universities such as the University of Bern and the Canton of Lucerne.
- Encryption and decryption occur automatically in the background, and emails are sent and received using your usual email program. No changes or manual actions are required on your part.
- Identifying feature: Incoming encrypted emails are marked with [HIN secured] in the subject line. This indicates that the message was securely transmitted to the university.
2. Manual Encryption
The email is sent using your usual email program. However, the recipient receives only a notification email and opens the actual message in the HIN portal.
Sending
- For emails sent to recipients outside the HIN network (e.g., private individuals), encryption does not occur automatically. However, you can trigger encryption manually by entering [ENC] (in square brackets) at the beginning of the subject line. Example: [ENC] Investigation Report
- If you want to encrypt an email and don’t know whether the recipient is part of the HIN network, simply enter [ENC]. If they are part of the HIN network, they will receive the email directly in their inbox as usual; otherwise, they will receive it via the HIN portal (see the “Receiving” section).
- In your sent items, the email remains in plain text. Encryption only takes place after the email has left your inbox.
- Replies from the HIN portal include the suffix [GLOBAL] in the subject line. If you reply to it or forward the email externally, it will be automatically re-encrypted; you do not need to re-enter [ENC].
Receiving
- The recipient receives a notification email with the link “Read encrypted message.”
- Clicking the link opens the HIN portal, where you log in according to these HIN instructions: HIN Mail to Non-Members
- For security reasons, the cell phone number provided during initial registration is linked to the email address. If the cell phone number changes, you must use the “Have you changed your phone number?” link in the HIN portal.
- The message can be accessed in the HIN portal for 30 days. Replies can be sent directly through the HIN portal and are also transmitted in an encrypted format.
Support
If you encounter problems with the portal (e.g., during registration), HIN Support is the right place to turn to. Since the portal is not operated by the university, our IT ServiceDesk unfortunately cannot assist with such issues.
Security information
Encryption protects the message during transmission, but not in the event of unauthorized access to the recipient’s mailbox. The security of the message is therefore only guaranteed if the recipient’s mailbox is adequately protected.