How to access or close the web based email account of someone who has died

Credit: Stuart Miles, freedigitalphoto.net

Internet email service providers often delete accounts if they have been inactive for some time and in some cases recycle account user names which can lead to security issues. However, how do the largest web based email providers respond if you want to access or close the account of someone who has died? Here are the policies of the top four providers.

Google

Does Google provide account log in details to next of kin/family? Due to privacy issues, Google will not provide these under any circumstances.

How about transferring data (such as email/archive/chat history) to next of kin/family?

Google states that ‘in rare cases we may be able to provide the account content to an authorised representative of the deceased user.’

Google places a lot of emphasis on the privacy of the user. The company offers a two stage process for someone wishing to gain access to content from a deceased person’s account requiring the person making the request to identify their relationship with the deceased and provide a death certificate for the deceased. Google warns that this process may take some months.

How about closing the account of someone who has died?

It is possible for certain representatives to do so with a court order to compel Google to deactivate an account (Gmail, G+, blogger, YouTube, etc…). This can be done by contacting Google directly and following these instructions.

Hotmail (now outlook.com / Microsoft)

Does Hotmail  provide account log in details to next of kin/family?

Microsoft will neither provide the password to a decedent’s account, nor change it nor transfer ownership of an account.
How about transferring data (such as email/archive/chat history) to next of kin/family?

Microsoft takes a different approach to data sharing in these circumstances compared with other web based service providers. Microsoft has a next of kin process.

This allows the release of Outlook.com contents including all emails and their attachments, address book and Messenger contact list, to the next of kin of a deceased or incapacitated account holder following authentication.

Data is provided and shared with the verified next of kin via a DVD. The process is only available for email Outlook.com accounts including hotmail.com amongst others. The next of kin needs to provide various documentation including death certificate for the deceased as well as evidence showing the requestor’s relationship to the deceased.

Can the account of a deceased person be closed down?

As part of the Microsoft next of kin process, once the request has been authenticated, the account can be closed.

iCloud (Apple)

Does iCloud provide account log in details to next of kin/family?

According to Apple’s terms and conditions, the user agrees that their Account is non-transferable. Apple won’t share account sign-in details and in fact specifies in its terms of use that the service is designed and intended for personal use on an individual basis.

Will Apple transfer data from an iCloud account (such as email history/archive) to next of kin/family?

There’s a specific clause in the Apple terms and conditions that state that an account is non-transferable and that any rights to the Apple ID or Content within a user’s account terminates when they die.

How about closing an iCloud account?

With confirmation of a death with supporting documentation, Apple may terminate an account and delete all content within it. The company suggests contacting iCloud Support for help.

Yahoo

Does Yahoo provide account log in details to next of kin/family?

Yahoo states it won’t do this under any circumstances.

Does Yahoo transfer data (such as email history/archive) to next of kin/family?

Yahoo says that it won’t. According to its help page ‘at the time of registration, all account holders agree to the Yahoo Terms (TOS). Pursuant to the TOS, neither the Yahoo account nor any of the content therein is transferable, even when the account owner is deceased.’

How about closing the account for someone who has died?

Yahoo can help with this and offers a process to request account closure, suspend any billing or premium services and arrange for contents to be permanently deleted to ensure privacy.

Details including email ID, death certificate for the deceased and documentation showing the relationship of the requestor to the deceased should be emailed or posted to Yahoo for consideration.