Becoming GDPR-compliant requires more than just a privacy statement or a secure tool. Companies must process personal data lawfully, respect privacy rights, take appropriate security measures, manage data breaches and be able to demonstrate that they have their processes in place. The Personal Data Authority lists foundations, privacy rights, security, DPIAs in high-risk situations and accountability, among others, as core components of GDPR compliance.
What AVG requirements must companies meet?
1. Identifying what personal data are being processed
An organization must know what personal data it processes, why it does so, and with whom that data is shared. The AP indicates that a processing register is often mandatory and helps with accountability: companies must be able to demonstrate compliance with the GDPR.
2. Have a valid basis for processing
Personal data should not be used indiscriminately. The AP emphasizes that organizations need a valid basis. For business owners, the AP lists agreement, legal obligation, consent and legitimate interest, among other important bases.
3. Be able to properly handle privacy rights of data subjects
People have privacy rights when organizations use their personal data. These include the right to information, access, correction and, in certain cases, restriction or deletion. That means companies need to set up their processes to handle such requests in a timely and correct manner.
4. Taking appropriate technical and organizational security measures
Good security is one of the basic principles of the GDPR, according to the AP. Security is customized: organizations themselves must determine which measures are appropriate for their specific processing operations. The AP mentions both technical and organizational security measures and also points out the importance of well-regulated authorizations.
5. Clear agreements with processors and suppliers
If a company works with external parties that process personal data, then the agreements about this must be properly recorded. The AP says explicitly that a processor agreement sets out the agreements between controller and processor.
6. Managing data breaches and privacy risks
An organization should know what a data breach is, when to report it and how incidents are followed up internally. The AP states that a data breach must be reported within 72 hours in certain cases. In addition, a DPIA is mandatory for processing operations that are likely to pose a high privacy risk.
7. Be able to demonstrate that everything is in order
Accountability is often the trickiest part of AVG compliance. Not only because policies must be right on paper, but especially because companies must be able to prove that their measures are actually working. The AP explicitly links that accountability to documentation, records and demonstrable design of processes.
So becoming GDPR-compliant requires more than just software
Looking at these requirements, one can immediately see that GDPR compliance is broader than cybersecurity alone. An organization must also establish foundations, organize privacy rights, make agreements with processors and set up a data breach process. At the same time, in practice secure file sharing is often one of the most vulnerable parts of the chain. This is precisely where a solution such as Secure File Transfer can play a major role.
How does Msafe Secure File Transfer help with GDPR compliance?
Encrypting and scanning for viruses.
Files shared by employees are encrypted and scanned for viruses.
Access management with 2FA, SSO and SCIM
Msafe Secure File Transfer Enetrprise supports SSO via Microsoft Entra ID, automated provisioning via SCIM and guest access with 2FA or PIN. This allows organizations to better enforce that only authorized individuals can access sensitive files.
Evidential compliance
Evidential demonstrability; A full audit trail of uploads, downloads, shares, deletions and digital signatures. In addition, exportable reports as proof of compliance. For companies that need to show what happened to sensitive files during audits or customer reviews, this is a big advantage.
EU hosting and data sovereignty
Msafe is a Dutch company and that all software solutions are hosted in certified data centers in the Netherlands.
Ease of use makes policy more feasible
With the Outlook integration and API for integrations, we offer users more convenience. That may sound operational, but it’s actually important for compliance: security only works well if employees actually use the secure route. A solution that fits into existing work processes reduces the chance that employees will swerve to insecure alternatives.
Secure File Transfer is an important component, but does not automatically make a company fully GDPR-compliant
That’s the key nuance. Msafe demonstrably helps with one critical component of GDPR compliance: secure, controlled and auditable file sharing. But an organization must also still provide its own valid basis, a processing register, processes for privacy rights, processor agreements, a data breach procedure and, where necessary, a DPIA. Msafe thus supports an important part of technical and demonstrable security, but does not replace an organization’s entire GDPR policy.
Why secure file transfer often makes the difference
In many organizations, confidential documents are still shared via standard email, loose links or tools without a proper audit trail. That makes it difficult to prove after the fact who had access, when a file was opened and whether a link is still active. For the “GDPR-compliant file sharing” component, that can make the difference between assuming something is secure and actually being able to prove that it was set up securely.
How do companies become GDPR compliant?
How do companies become GDPR-compliant? By putting legal, organizational and technical measures in order together. They must know what personal data they are processing, have a valid basis, respect privacy rights, apply appropriate security, record agreements with processors, manage data breaches and be able to justify their choices. Msafe’s Secure File Transfer is not a replacement for the GDPR, but it is a strong and practical component for an essential part of compliance: secure and provable file sharing.
Frequently asked questions (FAQ)
Does Msafe automatically make a company GDPR-compliant?
No. Msafe helps with secure and provable file sharing, but organizations must additionally have their foundations, privacy rights, processor agreements, data breach procedure and other GDPR processes in place.
Why is Secure File Transfer relevant to the GDPR?
Because organizations must take appropriate security measures for personal data. If sensitive files are shared, it should be done in a controlled, secure and preferably provable manner.
What features of Msafe are especially important for compliance?
AES-256 encryption, access control, 2FA/PIN for guests, SSO, SCIM, audit trails, exportable reports, ISO27001 and EU hosting.
Why are audit trails so important?
Because companies not only need to work safely, they also need to be able to demonstrate that they are working safely. Logging and reporting help make transfers, access and actions verifiable after the fact.
