How Using Another Person's Email Is a Security Disaster Waiting to Happen

In an increasingly digital world where email remains a foundational tool for both personal and professional communication, using another person’s email account — even with their permission — may seem harmless. But cybersecurity experts warn that this seemingly minor shortcut could open the door to serious data breaches, legal issues, and identity theft.

A Dangerous Convenience

Whether it's logging into a subscription service, applying for a job, or accessing a forgotten password, many people have at one point used a friend’s or colleague’s email address. It might be out of convenience or necessity — perhaps someone forgot their own credentials, or didn’t want to create a new account. However, this common practice masks a complex web of privacy violations and potential threats.

“Email addresses are digital identities,” explains Moses Kiptoo, a cybersecurity analyst based in Nairobi. “When you use someone else’s email, you’re not just borrowing a tool — you’re potentially accessing everything from personal conversations to financial records.”

The Risks Are Real

Using or sharing emails can trigger a cascade of unintended consequences:

Data Exposure: Most people use a single email address for multiple platforms — banking, medical records, social media, e-commerce. If an email account is compromised, all those services are now vulnerable.

Unauthorized Access: Even if a person gives you permission to use their email for a specific task, it doesn’t mean you have legal access to every service linked to that address. This can lead to accusations of unauthorized system access or even cyber fraud.

Two-Factor Authentication (2FA) Vulnerabilities: Many platforms use email for 2FA verification. If someone else has access to your email, they could easily intercept verification codes and take over your online accounts.

Digital Footprint Confusion: Using someone else’s email blurs accountability. For instance, if an email is used to apply for a job or make a purchase, questions may arise about who really took that action — the email owner or the borrower?

Legal Liability: In Kenya and globally, digital identity fraud and unauthorized access to electronic data are punishable offenses. Even consensual use of someone else’s email can be interpreted as a breach if something goes wrong.

Workplace Implications

In corporate environments, the stakes are even higher. Sharing email logins can lead to:

Breaches of internal confidentiality agreements

• Loss of intellectual property

• Audit trail manipulation

• Disciplinary action or termination

“Many employees don’t realize that company emails are traceable,” says Faith Mwende, an IT compliance officer. “If you send or receive information using another person’s corporate account, it’s nearly impossible to establish a clear chain of responsibility in the event of a breach or misconduct.”

Why People Still Do It

Despite the risks, people continue to share and use email addresses. Reasons range from convenience and poor digital literacy to social pressure and cost-cutting — especially among young users who may not have permanent digital credentials.

There’s also a cultural element. In some communities, digital tools are seen as communal rather than private. “We often don’t view digital accounts with the same personal boundaries as physical ones,” notes Kiptoo. “But the consequences are far more severe when things go wrong online.”

What You Should Do Instead

Cybersecurity experts recommend the following:

• Create Your Own Accounts: Even if it takes a few extra minutes, always use your own email to register for services. This ensures control, privacy, and accountability.

• Use Secure Password Managers: These tools help generate and store complex passwords so you don’t have to rely on others.

• Educate Yourself and Others: Understand that digital tools carry legal and ethical responsibilities — not just convenience.

• Enable Multi-Factor Authentication: But make sure it’s connected to devices and accounts you alone control.

  
  

Report and Revoke Shared Access: If you’ve shared your email or used someone else's in the past, consider updating your passwords and informing any affected parties.

Using another person’s email, even with good intentions, can lead to serious consequences — from data loss and digital confusion to legal action. In today’s interconnected world, digital responsibility is just as critical as physical security. As experts warn, your email is your online passport — protect it as you would any other form of identification.