GDPR Compliant File and Data Sharing
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FileCloud Offers Powerful Features to Meet GDPR Requirements
Benefits of FileCloud for GDPR Compliance
Replace Unsecure Email File Sharing
FileCloud provides a secure platform to share sensitive data both within your organization and externally with partners. With all the specialized sharing options and built-in protections, FileCloud is a great alternative to email, which is inherently insecure and limits large file transfers.
User Consent &
Right to Access
FileCloud offers privacy settings to ask for explicit consent from users while accessing, viewing, or downloading files from FileCloud. Any personally identifiable information (PII) can also be easily pulled in an exportable log to satisfy requests for information from users.
Right to be Forgotten (Anonymization)
GDPR provides that users may request the deletion or anonymization of any data companies possess relating to them. FileCloud allows administrators to delete or anonymize all user data, including any traces in FileCloud access logs.
Ease Worries over GDPR Compliance with FileCloud's Secure File Sharing Platform
What is GDPR
The General Data Protection Regulation (GDPR) is a broad compilation of rules and requirements aimed at protecting the data privacy of EU citizens. This regulation was established in May 2018 to replace data protection rules initially laid out in the 1990’s. However, their implications and far-reaching consequences have had a global impact on how data is collected, monitored, and audited.
This is largely due to how far-reaching GDPR protections extend – it encompasses any data pertaining to all EU citizens, even data residing outside the EU. Thus, any business or organization operating anywhere in the world can be subject to GDPR requirements and consequences if they collect or use data from EU citizens. The consequences for violating the privacy and security standards established by the EU include stiff fines and penalties that can add up to millions of euros per case. To date, GDPR fines total over €1.28 billion, with the most expensive case being that of Amazon. In 2021, the Luxembourg National Commission for Data Protection (CNDP) levied a GDPR fine against Amazon Inc. for €746 million ($888 million) for targeted advertising that operated without user consent.
Violating GDPR comes with high stakes. However, meeting these requirements can be challenging, not least because the regulations are hundreds of pages long. Combined with the far-reaching scope, GDPR compliance can be particularly challenging for medium- or small businesses to accomplish.
How to Meet GDPR Requirements
A secure file storage and sharing platform can provide significant support in managing and fulfilling GDPR compliance. By investing in this support, you can protect not only your clients and users, but also the entire organization as it carries out day-to-day operations.
FileCloud is a robust, file storage, sync, and sharing platform that offers a feature-rich solution for companies and organizations seeking a better way to comply with GDPR and other regulations. Features include custom metadata and a content classification engine, PII pattern searches, hierarchical retention policies, audit trails, the ability to anonymize user data, protection measures like two-factor authentication and encryption, data residency options, and data portability. These coalesce into a comprehensive tool that eases the burden of secure management of personal data, both within your organization and with your external customers and partners. You can learn more about how FileCloud supports GDPR Compliance through our published white paper.
The Power of Pattern Searching
One of FileCloud’s key strengths when it comes to GDPR compliance is the built-in pattern search options. Pattern PII Search enables administrators to discover and manage sensitive data. DPOs and administrators can search for common data types using the pattern identifier, including e-mail addresses and phone numbers. In addition to common patterns, the FileCloud product team has created templates to search for complex patterns, like the ones listed below:
Considering all the features available in FileCloud, in addition to the branding options and the power of the admin control panel, this file solution provides a strong ROI while addressing the at-times complex and far-reaching requirements inherent in GDPR. Specifically, admins in your FileCloud ecosystem have the power to search for data types using built-in pattern identifiers and templates for Personally Identifiable Information (PII) across countries. Once you are able to locate this information with ease, you can then leverage other powerful features within FileCloud like user right to access, anonymization, breach notification, and data portability.Get Free Trial →
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FileCloud offers data residency options, allowing customers to select the region of their choice for storing and processing data. You have 100% flexibility regarding where your data is stored and processed. This option can be deployed as part of a private or hybrid cloud on an infrastructure that customers control.
GDPR provides that users may request a copy of data for use elsewhere. FileCloud allows the export of files in standard formats and activity logs in easily readable CSV files.
GDPR requires that users are notified of any breach. While breach notifications must be handled by the customer, FileCloud has detailed policies and breach plans in place for customer data in FileCloud Online.
Privacy By Design
GDPR requires companies to provide privacy, regardless of technological implementation or design. FileCloud’s design offers clients and users flexible deployment options for on-premises or cloud infrastructure solutions, along with advanced security options.
Data Protection Officers
FileCloud allows an organization’s data protection officer (DPO) or administrator to search for user PII across all file content and activity logs, making it easy to fulfill client requests for information or to implement retention and restriction policies for confidential information.
Data is encrypted at rest using AES 256-bit encryption as well as during transit through SSL/TLS protocols. Additional encryption options are available to clients using FileCloud’s Server solution.
Granular Access Control
You can set granular permissions over access, file, and folder permissions for each user. Furthermore, you can restrict features to ensure only the intended users can access, sync, and share the data, even within subfolders or specific files in shared folders.
Total Visibility and Control
Admins can generate complete audit trails with detailed reporting on all file transfer and sharing activities. Unchangeable audit logs can be exported in CSV files for ease of governance. The admin dashboard shows all the devices accessing files in real time.
FileCloud is a Customizable, Accessible Solution for GDPR Compliance
FileCloud is fully customizable, with options to change login portals and headers within the FileCloud platform with different themes, labels, and logos. You can also change features like watermarks, UI messages, and user request responses. For those with a FileCloud Server license, you can also update the platform with your own custom Cascading Style Sheet (CSS).
For those using FileCloud Online, Data Residency options offer critical flexibility to fulfill GDPR requirements. You can select a secure, world-class data center with 99.99% availability in the region of your choice to store and process your data.
“The key features of our ideal product were local storage, security, and ease of use. FileCloud addressed everything we really needed and also replaced our need for a third-party backup solution [...] to save even more money.”
FileCloud Supports GDPR-Compliant Mobile and Offline Access
FileCloud is a flexible solution that users can access via desktop app, web browser, or mobile device, even while offline!
FileCloud Sync is a client application that enables you to store local copies of files and folders on your own device. Changes are periodically synchronized, so all files remain up-to-date, and you can work with peace of mind, even without consistent access to the internet.
FileCloud Drive is a similar client application that provides easy access to the user portal to store, update, and share files. Collaborate without missing a beat, even on the go. You can work with files and folders without worrying about taking up hard drive space, a key difference from the FileCloud Sync app. However, this application requires a consistent connection to the internet to upload local changes to the server.
FileCloud’s powerful security is maintained through Centralized Device Management. The Admin Panel displays all connected devices, including tablets or cell phones, the IP address, and files accessed. Admins can communicate with users by sending a message to the device display and support troubleshooting by requesting log files. In the event of a lost device, the admin or DPO can remotely block access or even wipe FileCloud data.
“Data residency is an important requirement for us. FileCloud met our requirements and provided an easy to use solution.”