Short answer: Sharing personal data requires careful consideration. Whether it’s an email containing customer information or access to a shared folder, you must ensure that the data is shared securely, lawfully, and with proper documentation. This involves technical safeguards like encryption and access control, as well as clear procedures and accountability. By handling data sharing systematically, you reduce the risk of breaches and build greater trust in your organisation.
Sharing company files
In an time where information is exchanged faster than ever, understanding how to navigate the sharing of personal data without compromising security and privacy is critical. Sharing personal data is part of responsible processing of personal data. This blog explores data sharing best practices that can help you share information effectively while protecting the personal data you hold.
Did you know that rapid response to data breaches can minimise long-term damages and costs associated with customer churn and lost trust?
- www.ponemon.org
Sharing files within your company safely
Even when you just share personal information within your company, you must make sure you take steps to protect people’s privacy. Here are some general rules to follow:
- Share personal data only on a need-to-know basis
- Use strong passwords to protect the accounts you use
- Don’t send personal data in regular emails or messages without encryption
- Make sure everyone on your team understands how to protect your data
Stop the GDPR monster before it gets its hold of your personal data
Sending personal data by email
Sending personal data by regular email is generally not considered safe. Email messages travel as plain text. This makes them easy for hackers to intercept, then read the contents or steal attachments.
People can also forward or reply to emails, instantly copying and sharing the data with someone else. Whether intentionally or unintentionally, it is all too easy for personal information to be sent to multiple people who don’t need to see it.
There are a few things you can do to make email safe:
- Encrypt your emails
- Use a secure email service or app
- Password-protect attachments that contain personal data
It is also important to verify the identity of the recipient and ensure that the email address is correct. This will help to minimise the risk of unauthorised individuals accessing personal data.
Need help managing personal data?
In our newsletter you get tips and tricks for dealing with privacy management from our founder Sebastian Allerelli.
When you sign up for our newsletter you get a license for one user to ShareSimple, which will give you a secure email in Outlook. This special offer is for new customers only, with a limit of one freebie per company.
Risks of sharing personal information online
Sharing personal data online always carries a certain measure of risk. Indeed, the risk is still there even if you are just sharing data with your own team. Here are some of the risks of sharing personal information online that you should be aware of:
Identity theft
Protect personal information like names, addresses, and ID numbers to prevent people from stealing your customers’ identities. With just a few pieces of personal data, a hacker can open credit accounts, take out loans, or even file fraudulent tax returns.
Fraud and scams
There are lots of other types of fraud and scams out there. Phishing scams are the most common. Phishers often send emails that appear to be from someone you know, tricking you into clicking a link or giving away sensitive information.
Harassment and stalking
Personal information shared online, such as someone’s location, phone number, or email address, can also make them a target for cyberstalking, harassment, or even physical harm.
Reputation damage and fines
Whether someone on your team unintentionally leaks data or your company falls victim to a hacker, it will affect your reputation and potentially cost you large fines.
FAQ on secure personal data sharing
1. How do we know if a data transfer is secure?
Start by asking: Is the recipient authorised? Is the data encrypted during transmission? Is the sharing activity logged or documented? If the answer is yes – and the purpose is legitimate – you’re on the right track.
2. What’s the biggest mistake businesses make when sharing data?
Lack of awareness. Many share sensitive data without thinking – often through insecure channels like standard email. That creates a high risk of data breaches and non-compliance.
3. Can we share personal data without consent?
Yes – but only if you have another lawful basis (such as a contract, legal obligation, or legitimate interest). When it comes to sensitive data, however, explicit consent is often required.
4. What tools can help us share data securely?
Use secure file-sharing solutions with encryption, access control, and automatic logging. Avoid USB drives and unregulated cloud services. Our FileShare tool is built specifically for safe and compliant data transfers.
Need help sharing personal data?
At Safe Online, we’ve developed ShareSimple for Microsoft Outlook to ensure personal data is shared securely. It allows you to send and receive encrypted emails. ShareSimple is an add-in that enhances Outlook’s built-in security by adding features like encryption, two-factor authentication, and consent management for your emails.
Learn more
Sebastian Allerelli
Founder & COO at Safe Online
Sebastian is the co-founder and COO of Safe Online, where he focuses on automating processes and developing innovative solutions within data protection and compliance. With a background from Copenhagen Business Academy and experience within identity and access management, he has a keen understanding of GDPR and data security. As a writer on Safe Online's Knowledge Hub, Sebastian shares his expertise through practical advice and in-depth analysis that help companies navigate the complex GDPR landscape. His posts combine technical insight with business understanding and provide concrete solutions for effective compliance.
