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Overview
Creating a Data Leak Protection (DLP) policy in Zaperon enables administrators to detect, monitor, and prevent unauthorized data movement across applications, endpoints, clipboards, and storage media. Zaperon DLP policies help protect regulated, confidential, and business-critical data by inspecting content in real time and enforcing security actions such as Log or Block before a data leak occurs.
Zaperon supports multiple DLP policy types to provide comprehensive endpoint-level protection:
Application DLP – Controls data uploads, downloads, and sharing activities across web and desktop applications.
Email DLP – Protects sensitive information shared through email by inspecting outbound emails, attachments, recipients, and content in real time.
Zaperon DLP, organizations can prevent sensitive information from being sent to personal email addresses, external domains, or unauthorized recipients while maintaining secure business communication. This helps reduce accidental leakage, insider risk, and compliance violations across email channels.
What is an Email DLP Policy?
An Email Data Leak Protection (DLP) policy is a security control that monitors outbound email communication to detect, log, or block sensitive information before it leaves the organization.
Email DLP policies inspect email content, attachments, recipient details, and sharing behavior in real time to help prevent unauthorized disclosure of confidential or regulated data.
Zaperon Email DLP enables organizations to apply granular protection rules across email workflows using content-aware inspection and policy-based enforcement. Security teams can define conditions based on sensitive data types, email recipients, attachment activity, and policy actions such as Log or Block.
Email DLP policies help organizations:
Prevent accidental sharing of confidential information
Restrict emails sent to unauthorized or personal accounts
Protect sensitive attachments from external exposure
Detect regulated data within outbound email traffic
Reduce insider risk and accidental data leakage
Improve visibility into email-based data movement
By continuously monitoring outbound email activity, organizations can strengthen data protection while maintaining secure and uninterrupted business communication.
Why Create an Email DLP Policy?
Creating an Email DLP policy helps organizations:
Prevent sensitive data from leaving the organization through email
Detect and block outbound messages containing confidential content
Control email attachments and recipient-based sharing
Reduce accidental or malicious data exfiltration
Protect PII, financial data, customer records, and business documents
Support compliance with internal security and regulatory requirements
Email is one of the most common channels for data leakage, which makes Email DLP a critical part of any modern Data Leak Protection strategy.
When to Create an Email DLP Policy?
You should create a Email Data Leak Protection (DLP) policy when your organization needs to identify and control the movement through Email medium.
Users frequently share sensitive information through email
You need to monitor or block outbound email attachments
You want to prevent sending confidential content to external or personal email addresses
You need to control email-based data movement for compliance reasons
You want to reduce the risk of accidental disclosure through email forwarding or distribution lists
You need centralized visibility into outbound email security events
Note:
1. If your organization also needs storage, relay, or delivery-related configuration for Email DLP, configure those settings first.
→ Refer to Configure DLP Settings.
2. DLP policies rely on Data Dictionaries to identify what sensitive data looks like. A Data Dictionary defines patterns, exact matches, or predefined identifiers that the Zaperon DLP engine uses to inspect content.
3. Data Leak Protection works only for agent-based users.
Before creating a DLP policy, ensure that required data dictionaries are available.
→ Refer to Add Data Dictionary – Choose predefined or create custom data dictionary to detect sensitive information.
Without a Data Dictionary, DLP policies cannot inspect or classify sensitive data, which may result in incomplete protection or false negatives.
Key Use Cases
Preventing Sensitive Data Sharing Through Email:
Employees may accidentally or intentionally send confidential business information through outbound emails. Email DLP policies inspect email content and attachments in real time to detect sensitive information and block unauthorized sharing before the email is delivered.
Restricting Emails Sent to Personal or External Accounts:
Organizations can prevent sensitive information from being shared with personal email accounts or unauthorized external recipients. Email DLP policies validate recipient behavior and enforce restrictions based on defined protection rules.
Protecting Confidential Attachments:
Sensitive documents such as financial reports, customer records, contracts, or internal business files can be monitored during email attachment uploads. If a protected file or matching data pattern is detected, the policy can log or block the email action.
Monitoring Regulated Data in Outbound Communication:
Organizations handling regulated information such as personally identifiable information (PII), financial records, or healthcare-related content can create Email DLP policies using custom Data Dictionaries to detect sensitive content in outbound emails and attachments.
Enforcing Department or Group-Based Email Protection:
Different departments may have different data protection requirements. Email DLP policies can be applied to specific user groups to ensure that outbound email restrictions align with the sensitivity of the information handled by each team.
Building an Auditable Email Security Record:
Every Email DLP policy match and enforcement action is logged in the Data Leak Report, providing security and compliance teams with a centralized audit trail for monitoring outbound email activity and investigating potential data leakage incidents.
→ Refer to Data Leak Report.
Creating a New Email DLP Policy
1. To create a policy, go to Data Protection and click on Create Policy button.
2. Enter all the details and click Next.
Email DLP – Select Email DLP as the policy type to monitor and control sensitive data movement via emails. By turning on the Email Subject/Body and Email Attachments toggles, the system performs active content inspection to identify sensitive data within the message text and uploaded files. You can further refine these controls by setting precise routing restrictions based on email direction, targeted domains, or specific users to prevent unauthorized data leakage.
3. Click Add Condition to create condition sets that define when the DLP policy applies. You can add up to 3 condition sets, using AND/OR logic to match content types and data dictionaries. The policy triggers when any condition set is satisfied..
4. Once the policy is saved successfully, a confirmation message appears indicating that the policy is saved and applied to group.
5. New policy created will appear in the policy list.
Testing and Validation
After creating the Email DLP policy:
Test the policy with a non-admin user by sending an email that should trigger the configured policy condition.
Verify that the correct enforcement action is applied to both email subject/body and attachment inspection as configured.
Check the Data Leak Report to confirm that the policy match event has been recorded with full context including email direction, target, and match condition.
Confirm that legitimate outbound and inbound emails that should not trigger the policy are not being incorrectly blocked.
Verify that the email direction, target, and match condition values are correctly identifying the intended sensitive content.
Managing DLP Policy
After creating a Data Leak Protection (DLP) policy, you can continue to manage it based on your security and operational requirements. Zaperon allows administrators to control how and where a policy is enforced without recreating it.
You can configure and update policy conditions, content types, and actions to ensure sensitive data is protected across applications, files, email, and web activities. Policies can be enabled or disabled as needed to test changes or troubleshoot issues.
If a DLP policy is no longer required, it can be permanently deleted to keep policy management clean and reduce unnecessary rule processing.
→ Refer to Edit a DLP Policy.
→ Refer to Delete DLP Policy.
→ Refer to Enable/Disable DLP Policy.
If you want to controls data uploads, downloads, and sharing activities across web and desktop applications.
→ Refer to Create Application DLP Policy.
Summary
Email DLP helps organizations prevent sensitive data from being shared through outbound email, attachments, and external recipients. By combining content inspection, recipient controls, and configurable delivery settings, Zaperon gives administrators strong visibility and control over email-based data movement.
With Email DLP policies in place, organizations can reduce the risk of data leakage, protect confidential information, and enforce email security without disrupting productivity.
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