How to Share Documents Securely Online: A GDPR Compliance Checklist
Sharing documents online is routine, but when those documents contain personal data, the General Data Protection Regulation (GDPR) demands careful handling. Failing to comply can lead to hefty fines and damage client trust.
This checklist provides actionable steps to ensure your online document sharing practices are GDPR compliant, protecting both your business and the individuals whose data you handle. (Understanding GDPR basics)
Before you share: preparation is key
Taking steps before hitting "send" is crucial for minimizing risk.
☐ Review Data Minimization:
- Action: Only include personal data absolutely necessary for the document's purpose. Remove or anonymize any superfluous information.
- Why: GDPR's data minimization principle requires collecting and processing only essential data.
☐ Identify the Lawful Basis:
- Action: Determine your legal reason for processing and sharing the data (e.g., contract necessity, legitimate interest, consent). Be prepared to justify it.
- Why: Sharing personal data requires a valid lawful basis under GDPR.
☐ Choose a Secure Platform:
- Action: Select a sharing platform designed with security and compliance in mind. Look for:
- Strong encryption (in transit and at rest).
- Robust access control options.
- Clear policies on data handling and GDPR compliance.
- A readily available Data Processing Agreement (DPA).
- Why: GDPR mandates appropriate technical measures (Integrity & Confidentiality principle) to protect data. The platform you use is a critical part of this. (Avoiding common GDPR sharing mistakes)
☐ Consider Additional Safeguards (if needed):
- Action: For highly sensitive data, evaluate if measures like requiring an NDA before viewing are necessary.
- Why: Tailor security measures to the sensitivity of the data involved.
During sharing: applying controls
When actively sharing the document, implement specific controls.
☐ Use Secure Sharing Mechanisms:
- Action: Avoid sending sensitive documents directly as email attachments. Utilize your chosen secure platform's sharing links.
- Why: Direct attachments lack control and tracking once sent. Secure links offer better protection.
☐ Implement Strong Access Controls:
- Action: Configure link settings carefully:
- Use password protection for sensitive files.
- Set specific permissions (e.g., view-only, prevent downloading).
- Grant access only to intended recipients.
- Why: Restricts access to authorized individuals, upholding confidentiality.
☐ Set Access Expiry:
- Action: Utilize platform features to set an automatic expiration date for the shared link or schedule a review.
- Why: Enforces the GDPR storage limitation principle – don't grant access for longer than necessary.
☐ Inform the Recipient:
- Action: Clearly communicate the document's purpose and briefly mention how their data is being handled securely (e.g., "Shared via our secure portal").
- Why: GDPR emphasizes transparency in data processing.
After sharing: ongoing management
Compliance doesn't end once the document is shared.
☐ Monitor Access:
- Action: If your platform provides analytics or logs, review who has accessed the document and when.
- Why: Aids accountability and helps detect potential unauthorized access.
☐ Manage Access Lifecycle:
- Action: Regularly review active sharing links. Revoke access promptly when it's no longer needed (e.g., project completion, contract termination). Use platform features for revoking access or rely on pre-set expiry dates.
- Why: Crucial for storage limitation and minimizing long-term risk exposure.
☐ Handle Data Subject Requests:
- Action: Be prepared to respond if recipients exercise their GDPR rights (e.g., request access to or deletion of their data contained in shared documents). Know where shared documents are stored.
- Why: Facilitates compliance with individual rights under GDPR.
☐ Secure Deletion/Anonymization:
- Action: Once the document (and the personal data within) is no longer required for its purpose and any legal retention periods have passed, ensure it's securely deleted or anonymized from your systems and the sharing platform.
- Why: Fulfills the storage limitation principle.
Conclusion: turning compliance into trust
Following this checklist helps integrate GDPR principles into your everyday document sharing workflows. It's not just about avoiding fines; it's about demonstrating respect for personal data and building trust with clients, partners, and employees.
Using the right tools significantly simplifies this process. Features like granular access controls, link expiry, password protection, and audit trails are essential components of a GDPR-compliant sharing strategy. For a deeper understanding of what information in your documents is covered by GDPR, check out our guide on identifying personal data in business documents.
Ready to streamline secure, GDPR-compliant document sharing?
Papermark provides the features you need to check off many items on this list, helping you share documents confidently while respecting data privacy.