The General Data Protection Regulation (GDPR) sets strict guidelines for handling personal data within the European Union and for EU citizens globally. When sharing files containing personal information, compliance with these regulations is essential to avoid significant penalties. GoodSend offers a secure file-sharing solution that helps businesses meet GDPR requirements while simplifying the process of transferring large files.
How GoodSend Supports GDPR Compliance
Secure Data Transfer
GoodSend implements encryption technology to protect data during transit, ensuring that sensitive information remains confidential and secure from unauthorized access.
Controlled Access
Files shared through GoodSend are only accessible to designated recipients who receive a secure download link via email, maintaining the principle of restricted data access.
Automatic File Expiration
All files automatically expire after 7 days, which supports the GDPR principle of data minimization by ensuring that personal data is not stored longer than necessary.
Tracking and Accountability
GoodSend provides comprehensive tracking features, allowing you to monitor:
Email delivery confirmation
When recipients open the email
When files are downloaded
This tracking creates an audit trail that can help demonstrate GDPR compliance during regulatory reviews.
Setting Up GDPR Compliant File Transfers
Step 1: Prepare Your Files
Organize files containing personal data that need to be shared
Consider password-protecting sensitive documents before uploading (additional security layer)
Ensure you have a legitimate basis for sharing the personal data
Drag and drop your files or click to select them (up to 20 files, maximum 10GB combined)
All file types are supported
Step 3: Configure Recipient Information
Enter the recipient's name and email address
Add an optional message explaining the purpose of sharing (recommended for GDPR transparency)
Consider adding a note about data processing purposes and retention policies
Step 4: Complete the Transfer
Review all information for accuracy
Send the files (uses 1 credit at $1.50)
The recipient will receive a secure download link via email
GDPR Documentation Best Practices
When using GoodSend for GDPR-compliant file sharing, maintain appropriate documentation:
Documentation Type
Purpose
Implementation with GoodSend
Data Transfer Records
Track what data was shared with whom
Save confirmation emails and tracking information
Consent Records
Demonstrate lawful basis for sharing
Document recipient consent where applicable
Data Processing Agreements
Clarify responsibilities
Reference these in your file transfer messages
Retention Policy Documentation
Demonstrate compliance with storage limitations
Note GoodSend's 7-day automatic deletion feature
Troubleshooting GDPR Compliance Issues
Recipient Cannot Access Files
Verify the email address was entered correctly
Check if the 7-day expiration period has passed
Confirm the recipient's email system isn't blocking the notification
Need to Withdraw Access to Files
Since files automatically expire after 7 days, extended access is naturally limited
For immediate revocation, contact the recipient directly and request they delete the files
Need to Provide Proof of Compliance
Access GoodSend's tracking information showing delivery and download status
Combine with your internal documentation about the purpose and legal basis for the transfer
Quick Tips
Encrypt Sensitive Files: For highly sensitive personal data, add password protection before uploading
Descriptive File Names: Use clear naming conventions but avoid including personal data in filenames
Minimal Data: Only include the personal data necessary for your stated purpose
Purchase Credits in Advance: Buy a pack of credits (minimum 10 for $15.00) to ensure you can send GDPR-sensitive files without delay
Keep Records: Download and save the tracking information for your file transfers for your compliance documentation
Inform Recipients: Let recipients know how long they have to download the files (7 days) to ensure timely access
Subject Lines: Use descriptive but discreet email subject lines that don't reveal personal information
By following these guidelines, GoodSend can be an effective tool in your GDPR compliance toolkit, offering secure, traceable, and temporary file sharing capabilities at an affordable price
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