A guide for the not-so-technical person
Best practices for sending large sensitive files via email
Sending or receiving large files via email can be a problem, especially when you want to ensure the security of your data. There are also often size limitations with email. I’ll walk you through some simple ways to securely send those large attachments, minus the technical yada yada.
1. File Sharing Services
Use a file-sharing service like Google Drive, Dropbox, or OneDrive. Sharing services allow you to upload large files and share them securely via a link
2. Encrypt Your Files
Encryption helps protect your files from unauthorized access. Most file-sharing services offer encryption, and you can also use tools like 7-Zip or WinRAR.
3. Password-Protect Shared Links
File-sharing services offer the option of password-protecting links which adds extra security. If you are using a file compression tool like WinRAR, you can password-protect your archive file.
4. Regularly Delete Files
Delete any collected information that you no longer need to ensure sensitive information is not accessible.
5. Enable Two-Factor Authentication (2FA)
If your file-sharing service supports it, enable 2FA. 2FA requires an additional authentication by sending a code to a registered cell phone. Even if someone gets hold of your password, they won’t be able to access your account without the second authentication.
6. Check Recipient Security
Major email providers, like Gmail and Outlook, use encryption. If you are exchanging large emails with someone using an unfamiliar email, check to make sure their service has encryption.
7. Break Up Large Files
Consider breaking up large files into smaller files if possible. For example, if you have a really large .zip archive with 18 items in it you may want to break it into 3 .zip files with 6 items each.
8. Use a Secure Email Service
Consider using a secure email service like ProtonMail or Tutanota, which prioritize user privacy and security.
9. Notify the Recipient
Before sending the large files, communicate with your recipient either by phone or separate email. Let them know you’re sending a large file and provide instructions such as passwords. Additionally, instruct them to confirm receipt.
10. Avoid Public Wi-Fi
Never send sensitive files when connected to public Wi-Fi networks. Public Wi-Fi is not secure and anything you type or send can be captured by others on the network.
11. Regularly Update Your Software
Make sure your computer’s operating system, email client, and any encryption tools you use are up to date with the latest security updates. Keeping your software current is essential for maintaining your security.
12. Use Strong Passwords
Always keep your software up-to-date, and protect all your logins with strong, unique passwords. I recommend a password app like Last Pass to store all your passwords, and you should change them on a regular basis.
While these steps improve the security of file sharing, it is not foolproof. Take care when sending sensitive information and incorporate any security requirements of your recipients as well
Storage of Data and Data Deletion Rights
Consider data storage and the rights of individuals and businesses to have their data deleted.
Data Storage: Files you upload to file-sharing services may be stored on their servers, even after you’ve shared them. Understand the data retention policies of any service you use. Make sure your privacy policies on your website and in your business align with the 3rd-party services you choose to use.
Data Deletion Rights: People and businesses have the right to request the deletion of their data. It’s important to respect these rights. It’s the law.
You should have a written policy and procedure for removing data when it is requested.
Importance of Privacy Policy and Terms of Use When Sending Data Through Web Forms
When you’re collecting data through forms on your website, a well-crafted Privacy Policy and clear Terms of Use are vital.
1. Transparency and Trust:
- Privacy Policy: A Privacy Policy explains to users how their data will be collected, used, and protected. It builds trust by demonstrating your commitment to safeguarding their information.
- Terms of Use: Terms of Use outline the rules and expectations for using your website and its features. They provide transparency about what users can and cannot do on your site.
2. Legal Compliance:
- Privacy Policy: In many jurisdictions, having a Privacy Policy is a legal requirement, especially if you’re collecting personal data. Non-compliance can lead to legal issues and fines.
- Terms of Use: Terms of Use can protect your website from misuse and help resolve disputes with users. They set the terms under which your services are offered.
3. Data Protection:
- Privacy Policy: A Privacy Policy should detail how you handle user data, including what data you collect, why you collect it, and how long you retain it. This helps ensure compliance with data protection laws.
4. User Consent:
- Privacy Policy: It should explain how users can provide informed consent for data collection and processing. Users should be able to understand what they’re agreeing to.
5. Liability Protection:
- Terms of Use: Clear Terms of Use can limit your liability in case of disputes or misuse of your web forms. They establish the rules and responsibilities of both parties (you and the users).
6. User Rights:
- Privacy Policy: It should inform users of their rights regarding their data, such as the right to access, rectify, or delete their information.
7. Communication:
- Privacy Policy: It’s a channel for users to contact you regarding privacy concerns or data-related questions.
8. Continuous Compliance:
- Privacy Policy: As privacy laws evolve, your Privacy Policy can be updated to reflect these changes, ensuring ongoing compliance.
9. Building Credibility:
- Privacy Policy and Terms of Use: Having these policies in place signals that you take data protection and user rights seriously, which can enhance your website’s credibility and reputation.
A well-drafted Privacy Policy and clear Terms of Use on your website will ensure legal compliance, build trust with users, and protect both their rights and your interests. Keep these policies accessible on your website and up to date.
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