ShareSimpleSend and request sensitive data in Outlook
ShareSimple is an add-in for Microsoft Outlook, that gets you a secure email for just €5 per user per month.
Send and request sensitive documents securely
Get consent and logs for compliance
Avoid fines and data breaches
ShareSimple makes it safe to mail in Outlook
Data sent or received in Outlook is not necessarily protected. This is because Outlook does not encrypt data when it is transferred. If you want a secure email when using Outlook, you must acquire a license for Office 365 E3. Or choose a cheaper solution like ShareSimple.
ShareSimple is a user-friendly add-in for Microsoft Outlook that protects sensitive personal data you send and receive. Sending confidential documents safely has never been easier. Share and request sensitive data in compliance with global privacy regulations such as GDPR, CCPA, PIPEDA and more. ShareSimple is a simple to use and easy to install from Microsoft AppSource.
Step 1: Start a new mail
Start a new mail in Outlook. Open the ShareSimple window, and choose to share or request data.
Step 2: Choose files
Drag and drop the files you wish to share or requst. Please specify the rights of the recipient.
Step 3: Files are shared
When you have sent the email, the recipient receives a link to an encrypted folder from which the recipient can download or share files. The recipient must verify with a one-time password, which is sent to the recipient in a separate email.
How ShareSimple can help you
Protect data
Sending sensitive data in an unencrypted email is against data rules. ShareSimple protects data at rest and in transit.
Show compliance
Give people a safe, easy way to share sensitive data with you. Show data protection agencies that you follow the rules.
Avoid fines
Failure to get consent and protect the data you collect can lead to GDPR fines of up to 4% of your annual revenue and damage your brand.
How ShareSimple works
ShareSimple is an add-in for Microsoft Outlook, which can send and receive data securely with Outlook to/from any e-mail server. All data is stored in an encrypted folder that only the sender and recipient have access to. All incoming and outgoing data is protected with TLS 1.2 and 2048-bit encryption. ShareSimple obtains consent automatically and logs all actions in accordance with the data rules. Files transferred with ShareSimple are scanned for viruses and automatically deleted after the retention period set by the admin. ShareSimple works globally on any browser type.
Features
Compliant file sharing
Send and request data securely, as required by privacy laws.
File expiration
You decide how long the files you send should be available.
You decide how long the files you send should be available.
Company logo
Add your company logo and show credibility. The logo will be displayed when people share data.
Add your company logo and show credibility. The logo will be displayed when people share data.
Get consent
ShareSimple gets consent before accepting personal data.
ShareSimple gets consent before accepting personal data.
Notifications
Get notified when the data you request is sent back safely and ready to view.
Get notified when the data you request is sent back safely and ready to view.
Invite users
Invite team members to use ShareSimple so they can start sharing folders and files.
Invite team members to use ShareSimple so they can start sharing folders and files.
Easy installation
Get started right away
Add ShareSimple to Outlook in 1 minute. And if you have any questions, our Customer Success department is ready to help.
Simple interface
Easy to use
ShareSimple is managed via a simple, user-friendly interface with drag-and-drop.
Global
Works across borders
ShareSimple is truly global. It crosses borders, allows upload of up to 50 mb, and works with any web browser without certificates. Use it anytime, to send and receive data to/from anywhere in the world.
Security
Share data with peace of mind
Data sent or received is protected with TLS 1.2 and 2048-bit encryption. For extra security, you can use two-step verification. And when data is transferred, it is automatically scanned with antivirus and malware protection.
Ressources on ShareSimple
Mette talks about ShareSimple
1. How does ShareSimple help you?
We work with sensitive information daily. When we started our company, right away we needed an easy, safe way to send sensitive information securely, both to municipal officials and to the parents of the children and young people we work with. Likewise, municipal officials and parents needed an easy way to send us personal files and other sensitive information securely.
We were looking for an email solution we could use to communicate safely with everyone, and we needed it right away so we could get to work. Happily, a skilled IT expert who was familiar with Safe Online and your way of working recommended we try here.
2. How do you use ShareSimple?
We send and receive files about the children, young people and families we work with — which always contain sensitive personal information. We also send documentation about our work, including status reports and other records to municipal offices and parents. To work effectively, we need to exchange all of this confidential, highly personal information quickly, while still making sure it is protected.
When we ask someone for personal files, we use ShareSimple to send them a secure link they can use to send everything back to us in an encrypted folder. We send our documentation back the same way, with a secure link to an encrypted folder. Our customers, colleagues and business partners can then open the folder and save the files in their own secure systems. All of our employees have ShareSimple installed on their computers.
3. How easy is ShareSimple to use?
The system is very easy to use — even for people like us who don’t necessarily have IT as their core competence.
We are also happy to work with you because you are always very available and helpful if we do have challenges with the system. You are always kind and patient and do what you can to find a solution. You understand how important it is for us to have satisfied customers, and that we cannot carry out our work if something goes wrong.
Mette Guldfelt
Director at MindFlex
Prices for ShareSimple
Try ShareSimple free for 14 days or get a pricing package tailored to your business today
FreeFREE 14-day trial
€ 0
per month- 1 user for 14 days
- Compliant file sharing
- Data encryption & Virus protection
- File expiration
- Two-step verification
- Notifikations
TailoredPremium subscription
€ 5*
per month- Choose number of users
- Compliant file sharing
- Data encryption & Virus protection
- File expiration
- Two-step verification
- Notifikations
* €5 per user
Add TrustedLink
Make it easy to share data with you securely
TrustedLink is a link to a private, encrypted folder. Share the link so people can send you data over a secure connection.
Add DataRoom
Collaborate with secure data
DataRoom is a private, encrypted folder in the cloud. Share the folder with customers, colleagues and others with whom you need to collaborate.
Our customers had this to say about ShareSimple
ShareSimple is part of PrivacyHub
ShareSimple belongs to PrivacyHub, which is a SaaS platform for handling sensitive personal data. PrivacyHub has divided the processing of personal data into three phases. With RequestManager companies can receive data requests, with DataMapper personal data can be located and with ShareSimple companies can send (or receive) personal data securely. All three services can work separately, but are designed to work in a symbiosis. PrivacyHub enables a company to automate the process from personal data entering the company’s data systems while personal data is in the company to personal data leaving the company again. PrivacyHub is designed to let companies start with one solution and add others if the need arises.
How DataMapper works with ShareSimple
ShareSimple keeps sensitive information safe and prevents it from floating around unprotected in your inboxes. But what about personal data you collected before you got ShareSimple? And what about unsolicited data people send you in other ways? People still send you sensitive data unprotected, without checking with you first about the safest way to send it. With DataMapper you can quickly check all your systems (including email) for sensitive data.
You may be surprised at all the CVs, passport and bank account numbers and more that people have shared with you over the years. DataMapper finds all this sensitive data quickly, whether its buried in old email attachments or stashed away in your local and cloud based storage.
How RequestManager works with ShareSimple
ShareSimple lets you share and request personal data quickly with verified recipients, gets consent before accepting data, and deletes it promptly. Using ShareSimple consistently every time you send or request data is a great way to satisfy the security and confidentiality requirements of GDPR and other regulations. But what if someone asks you for a list of ALL the data you’ve collected about them, or makes another request concerning their data? Responding to this type of requests properly is another important part of compliance. However, most companies don’t have a process in place for receiving and responding to data requests. With RequestManager you can receive, verify and deliver all your data requests to one dashboard, then reminds you to respond on time. This streamlines one of the most time-consuming aspects of compliance: Data request management.
ShareSimple FAQ
How can ShareSimple help you comply with data regulations? Who can use ShareSimple? Get answers to the most frequently asked questions.
What is ShareSimple?
ShareSimple is an Add-in for Outlook. It creates a secure folder to safely share or request even very sensitive personal information from others at any email address, even if they don’t use ShareSimple.
When should I use ShareSimple?
Suppose you need to ask potential employees for police records, medical information or identity numbers. Here are a few things to consider when asking others for personal information:
1. Do I need to obtain consent to view it?
2. How can I make sure it is safe in transit?
3. How can I keep track of it once I receive it?
4. How long am I allowed by law to keep it?
All of these concerns are addressed when you request data with ShareSimple.
Your request message is sent with a one-time password to access a secure folder where the recipient can fill in info or attach files and give you consent to view it before sending it all back to you securely. You can choose whether to let them verify their identity with just their email or add an SMS code for extra security.
You:
1. Start a new message and open ShareSimple.
2. Click request data, specify the information you need and send your message with the secure attachment from ShareSimple.
The recipient:
1. Gets a one-time password to access the ShareSimple secure folder.
2. Gives consent, fills in the information you asked for and sends the secure folder back to you.
The data is auto-deleted after a maximum of 32 days. You can customize this retention period in admin settings.
Can anyone use it?
ShareSimple requires a Microsoft 365 account, but ShareSimple users can share or request documents to/from anyone at any email server (Gmail, icloud, yahoo, etc.).
Your recipients do not need to add ShareSimple to receive your shares and requests.
ShareSimple is available from Microsoft AppSource and the Outlook add-in Store.
Can I use ShareSimple with a Gmail account?
Not yet. Please check our website for updates. Meanwhile, you can already use your ShareSimple with Outlook to share and request information from others who use Gmail or any other email server.
How do I get ShareSimple?
Outlook desktop app:
Open Get Add-ins on the right-hand side of your top ribbon to go to Microsoft AppSource. Search for ShareSimple and click ‘Get it now’.
Outlook web app:
Open the Apps menu in the top left corner and choose Add-ins to go to Microsoft AppSource. Search ShareSimple and click ‘Get it now’.
Microsoft AppSource:
Search ShareSimple and click ‘Get it now’.
From our website:
Read more about ShareSimple and click ‘Try ShareSimple’ to get it from Microsoft AppSource.
How can I invite users?
You can invite users of your company individually via the admin center in ShareSimple or you can choose to add multiple users at the same time via Microsoft 365 admin center.
You can find more information on how to add several users at the same time here.
What happens when my mail is sent?
Your secure message is sent with a one-time password to access a secure folder where the recipient can either;
• fill in info or attach files and give you the needed consent to have the data, before it’s all sent back to you securely (that is if you request data).
• or verify his or her identity (for email only or together with an SMS code for extra security), before downloading or viewing your shared documents (that is if you share data).
What is TrustedLink?
TrustedLink is a private, encrypted folder with a unique link you add to your website or send by email so customers and colleagues can upload and share files securely.
How can a TrustedLink help me be in compliance with GDPR?
The GDPR makes you responsible for obtaining consent to view all data shared with you and protecting it once you receive it. You also need to keep documentation to demonstrate that you’ve complied with these regulations.
TrustedLink has automatic authentication and asks for consent before an upload is allowed. Data uploaded to TrustedLink is secured with the highest encryption and you control access to it. Activity logs track all actions for audit purposes.
Who is TrustedLink for?
Anyone that requests and receives personal information from others will benefit from having a safe, standard location to share and receive files.
Why should I choose TrustedLink?
Providing an easy and secure way to share personal information smooths the onboarding process for new customers and employees and reduces your team’s workload.
Is it difficult to set up a TrustedLink?
Just add a TrustedLink folder to ShareSimple in admin settings, then copy the secure link and add it to your email signature, your website; or share it any other way you choose.
How do I maintain a full overview of folders and activities using TrustedLink?
You decide who on your team can have access to files uploaded to your TrustedLinks. Get notified whenever new documents are uploaded. Data retention limits and activity logs ensure compliance with GDPR regulations.
Get our Newsletter!
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.
