Security Features Your Document Sharing Platform Needs for GDPR Article 32
When sharing documents containing personal data, complying with the GDPR is non-negotiable. Article 32 of the regulation specifically mandates implementing "appropriate technical and organisational measures" to ensure a level of security appropriate to the risk. But what does this mean in practice for the document sharing tools you use daily?
Choosing a platform without the right security features can expose your business to significant risks, including data breaches and hefty fines. This checklist covers the essential security capabilities, inspired by Article 32, that your document sharing platform must have. (Refresher: What is GDPR?)
Robust access control
Controlling who can access sensitive documents is fundamental to GDPR compliance. Article 32 requires measures to ensure data confidentiality. Your platform must offer granular control over access permissions.
- Why it's crucial: Prevents unauthorized viewing, modification, or distribution of personal data.
- Key Features to Look For:
- Password Protection: The ability to add a unique password to each shared document link.
- Link Expiry: Setting automatic expiration dates or view limits for links, upholding the storage limitation principle. (Learn more about GDPR principles)
- Email Verification: Requiring recipients to verify their email address before gaining access, ensuring the intended recipient is the one viewing.
- Revocation: The ability to manually revoke access to a link at any time.
- Allow/Block Lists: Specifying precisely which email domains or addresses can or cannot access the document.
- Papermark provides these essential access controls to secure your shared documents.
Strong encryption standards
Article 32 explicitly mentions encryption as a potential security measure. Data must be protected both when stored (at rest) and when being transferred (in transit).
- Why it's crucial: Makes data unreadable to unauthorized parties, even if they manage to intercept it or access the storage location.
- Key Features to Look For:
- Encryption in Transit: Use of protocols like TLS/SSL to secure data as it travels between the user, the platform, and the recipient.
- Encryption at Rest: Encrypting the document files when stored on the platform's servers.
- Reputable platforms like Papermark utilize industry-standard encryption to protect your data.
Download prevention options
While not always mandatory, preventing recipients from downloading documents containing sensitive personal data can significantly reduce risk and help maintain control, aligning with the principle of data minimisation and purpose limitation.
- Why it's crucial: Keeps the document within the secure environment of the sharing platform, preventing uncontrolled copies from being saved on potentially insecure devices.
- Key Features to Look For:
- Disable Download Functionality: A clear option to turn off the download button for recipients.
- Papermark allows you to easily disable downloads for sensitive shares.
Comprehensive audit trails
Accountability is a core GDPR principle. Article 32 implies the need for logging and monitoring access to demonstrate that security measures are effective and to detect potential breaches.
- Why it's crucial: Provides evidence of who accessed what data and when, essential for compliance reporting and investigating security incidents.
- Key Features to Look For:
- Detailed Viewer Analytics: Logs showing who viewed the document, when, from where (IP address, if appropriate and disclosed), and for how long.
- Access Logs: Records of access attempts, successes, and failures.
- Papermark offers detailed analytics that serve as an audit trail for document views.
Vendor security and compliance
Your responsibility under GDPR extends to the third-party tools you use (processors). Article 32 requires ensuring your vendors also provide sufficient guarantees regarding security measures. (Checklist for secure document sharing)
- Why it's crucial: If your document sharing platform has weak security, your data is at risk regardless of your own internal policies.
- What to Evaluate:
- GDPR Compliance: Does the vendor explicitly state their own GDPR compliance?
- Data Processing Agreement (DPA): Is a comprehensive DPA available that outlines responsibilities?
- Security Certifications: Do they adhere to recognized security standards (e.g., SOC 2, ISO 27001)? While not strictly required by GDPR, these indicate a mature security posture.
- Infrastructure Security: Where and how is data hosted? Are secure, reputable cloud providers used?
Conclusion: Choose purpose-built security
Meeting GDPR Article 32 requirements isn't just about ticking boxes; it's about implementing genuinely effective security measures to protect personal data. Generic file-sharing tools often lack the specific controls needed for compliance when handling sensitive documents.
Evaluating potential platforms against these key security features is crucial. Choosing a solution designed with security and compliance in mind, like Papermark, simplifies the process and helps you build trust by demonstrating a commitment to data protection.
Ready to ensure your document sharing meets GDPR standards?
Evaluate your current tools or explore a purpose-built solution. Papermark offers robust security features designed for GDPR compliance.