With the introduction of the GDPR (May 25, 2018), it is important not to let sensitive information circulate in emails. GDPR stands for General Data Protection Regulation and is the EU’s new data protection regulation. It will apply to all companies that handle and store personal data. According to the GDPR, personal data is any information linked to a living person, such as names, photos, email addresses, IP addresses, location information, etc.
One of the problems with sending sensitive information by email is that it is sent between email servers over the Internet and it often passes other servers on the way. Another problem is that if you have to search through everyone’s email inboxes to delete a piece of personal data, it will be harder for you to comply with the right to be forgotten. With the data in one place, you can easily delete the personal data of customers or employees who demand to be forgotten. With Storegate, you can instead distribute the file with a password and prevent more than one recipient from downloading the file. It’s as simple as this:
1. log in to your Storegate account
2. Right-click on the file you want to share and select “Share” (if you don’t already have the file stored, you can simply drag and drop it onto your storage space).
3. a public link is created. Select “More options”
4. click on “Protect against passwords” (if you want to get password suggestions, you can click on “Generate”). Then click on “Stop access after viewing” and enter e.g. “1” if you only want the recipient to download the file once.
5. press “Save”. Now you can choose to email the link directly or to copy it into an email in your own email program. NOTE! Do not email the password but send it separately via an SMS. Of course!
You can also share entire folders in the same secure way and via a shared folder you can also collect sensitive information.
