Work in your usual cloud platform
Keep drafts, folders and routine collaboration in the storage or productivity system already used by your small business.
GOOD FIT: DAILY STORAGE, EDITING, TEAM FOLDERS AND INTERNAL COLLABORATION
For sensitive files that need more than a shared link
Secure cloud storage for small business needs a safer exchange layer
Keep your everyday files in the cloud platform your team already uses. When a document becomes sensitive, My MX Data provides the controlled handoff: named recipients, no public links, complete audit trails and no file size limits. It is built for secure, short-term exchange rather than permanent cloud storage.
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Named-user access
No public links
Full audit trail
Unlimited file sizes
Secure exchange layer
PROTECTING
Your existing cloud storage
Client-onboarding.zipReady for external handoff
My MX Data
Named access
ASR methodology
Audit evidence
ASR methodology
Audit evidence
Authorised recipient
Sarah M.MFA verified and logged
Keep existing storageMX fits alongside the tools your team already knows
Protect the handoffApply stronger controls when files leave your business
Retain the evidenceSee who accessed what, when and from where
Keep it practicalSimple enough for staff, clients and suppliers
Ordinary cloud linkHarder to defend
Link created
A general sharing URL leaves the storage platform.
Link forwarded
Access may reach people you did not approve.
Access lingers
Permissions can remain open beyond the task.
Questions later
Evidence may be incomplete or difficult to explain.
My MX Data exchangeControlled and recorded
Recipient named
Access is assigned to an authorised user.
File protected
AES-256 and ASR protect the exchange.
Activity logged
Views, downloads and access details are recorded.
Access expires
The handoff can close when its purpose is complete.
Storage and exchange solve different problems
Your cloud drive organises files. MX controls what happens when they leave it.
Businesses searching for the best cloud storage for small business often need two capabilities, not one: a familiar place for day-to-day work and a more defensible route for sensitive external sharing.
Replace public links with named accessGive each sensitive exchange an accountable sender and recipient.
Apply rules to each handoffSet expiry dates, permissions and download restrictions around the task.
Keep an explainable recordUse audit evidence to answer client, compliance and internal security questions.
Built to complement your cloud stack
A safer small business workflow in three straightforward steps.
There is no need to migrate every document or replace the tools your staff already understand. Add MX only where the exchange needs tighter control.
Move the sensitive handoff into MX
When the final file needs to reach a client, accountant, supplier or adviser, send it through a named and controlled MX exchange.
GOOD FIT: CLIENT DATA, CONTRACTS, FINANCE FILES, IP AND LARGE DELIVERABLES
Track delivery and close access
See what happened, retain the audit trail and end availability once the recipient has completed the required action.
RESULT: A CONTROLLED, TRACEABLE AND EXPLAINABLE EXTERNAL FILE WORKFLOW
Where small businesses need more control
Use MX for the files your ordinary cloud sharing process cannot comfortably defend.
The platform is designed for secure handoffs between known people, particularly where confidentiality, client trust or a clear evidence trail matters.
Client documents
Send onboarding records, identity documents, reports and signed materials without relying on open links or email attachments.
Explore secure client sharingFinance and accountancy
Exchange payroll exports, tax records, forecasts and working papers with named users and a detailed activity record.
See the accountancy workflowSuppliers and partners
Create a consistent exchange process for external businesses instead of accepting whichever consumer tool each partner prefers.
Review B2B exchange controlsLarge project files
Transfer media, engineering packages and large archives without splitting files or moving them through personal accounts.
Learn about large file transfer
MX compared with general cloud storage
Keep the strengths of your storage platform. Add stronger controls for sensitive exchange.
Google Drive, Dropbox, OneDrive and SharePoint are useful for storage, synchronisation and everyday collaboration. MX serves a narrower role: controlled, auditable file movement between named users.
Quantum secure patented methodology
MX applies ASR, Anonymise, Shard, Restore, alongside AES-256 to strengthen sensitive file exchanges.
Audit evidence built into the handoff
Access, downloads and file activity are captured as part of the workflow rather than reconstructed later.
Storage tools can be governed well
General platforms may provide strong controls, but their effectiveness depends on licensing, configuration and user behaviour.
Public links create avoidable uncertainty
Forwardable URLs can weaken recipient accountability when sensitive files leave the organisation.
Named recipients only
Every sensitive file exchange is associated with an authorised person rather than anyone holding a link.
Expiry and download controls
Availability can be limited to the period and actions needed for the business task.
No broad folder synchronisation
MX does not continuously mirror team folders. It is designed for deliberate file handoffs.
No anonymous public sharing
This deliberate restriction makes MX unsuitable for open distribution, but stronger for sensitive exchanges.
Secure conversations alongside files
Keep transfer notes and business context with the exchange instead of separating them across email threads.
Custom white labelling
Present clients and partners with a branded portal that reflects your organisation rather than a consumer service.
No live document co-authoring
Teams should complete editing in their productivity suite, then use MX for the controlled final handoff.
Complements existing collaboration tools
MX can sit beside Microsoft 365, Google Workspace or another cloud environment without replacing it.
No file size limits
Send large archives, media packages and datasets without cutting them into smaller parts.
Secure upload portals
Collect sensitive documents from external people through a controlled, branded route.
Not permanent cloud storage
MX is transfer-focused and should not be presented as a replacement for long-term cloud drives or backup systems.
Short-term availability by design
Files remain accessible for the controlled exchange period rather than becoming an unmanaged permanent archive.
The most practical small business setup is often both: a familiar storage platform for everyday work and MX for the sensitive exchanges that require stronger evidence.
Quantum secure patented methodology
Protect the file before it becomes somebody else's responsibility.
MX applies its patented ASR process to sensitive exchanges. The file is anonymised, split into protected shards and restored only for the authorised recipient.
Careful security language matters. MX is not described as quantum encryption or an unbreakable system. Its quantum secure patented methodology is designed to add protection beyond conventional file sharing and contribute to resilience against evolving threats.
Anonymise
Identifying context is separated from the file content before the secure exchange proceeds.
Shard
The protected file is divided into fragments so no single location holds a complete usable object.
Restore
The fragments are reassembled only for the verified recipient, with the event written to the audit trail.
Named-user access
Restrict each exchange to known and authorised people.
Expiry controls
Close access when the business purpose has been completed.
Detailed audit trails
Record who accessed a file, when and what actions were taken.
Data sovereignty options
Support regional handling requirements through configurable locations.
Compliance support for growing firms
Controls that help make sensitive file handling easier to explain.
Small businesses face the same client and regulatory questions as larger organisations, often with fewer people available to answer them. MX supports a clearer, evidence-led file exchange process.
GDPRUK Data Protection ActISO 27001-aligned processesCyber Essentials PlusISO 27018FCA-aligned workflows
MX does not make a business compliant by itself. It provides encryption, named access, expiry settings, audit trails and sovereignty controls that can help facilitate compliance and support the organisation's wider governance responsibilities.
Support data protection responsibilities
Use controlled access and audit evidence to strengthen workflows involving personal or confidential data. Read more about MX and GDPR-supporting file exchange.
Provide evidence for security reviews
Detailed activity records can help answer questions from clients, auditors and internal decision-makers.
Align the process with information security controls
Named users, encryption and traceability can support ISO 27001-aligned working practices.
Reduce avoidable data exposure
Expiry rules and no public links help limit unnecessary access after the exchange has served its purpose.
Questions small businesses ask
Cloud storage and secure exchange FAQs.
Clear answers about where MX fits, what it protects and what it is not designed to replace.
01. Does My MX Data provide cloud storage for small businesses?
My MX Data is not a conventional long-term cloud storage or backup platform. It is built for the controlled, short-term exchange of sensitive business files between named users. A small business can keep using Google Drive, OneDrive, Dropbox, SharePoint or another cloud system for routine storage, synchronisation and team editing, then use MX when a file needs to leave the organisation through a more accountable process.
This distinction matters because storage and external exchange create different risks:
- Everyday storage: supports folders, ongoing access, document editing and internal collaboration.
- Controlled exchange: focuses on the recipient, permissions, expiry, audit evidence and secure delivery.
- Secure handoff: reduces reliance on public links and gives the business a clearer record of what happened.
The UK National Cyber Security Centre publishes guidance on choosing and using cloud services responsibly. Its cloud security guidance reinforces the need to understand the service model and the controls available.
For small firms, the practical answer is often to retain the existing storage platform and add MX as the secure cloud file sharing layer for higher-risk exchanges.
02. How does MX work alongside our existing cloud storage?
MX can sit beside the cloud tools your staff already use, without forcing a full migration or changing where teams draft and organise routine documents. The cloud platform remains the working environment. MX becomes the secure route for files that need to move to a client, supplier, accountant, legal adviser or another external partner.
A simple small business workflow looks like this:
- Prepare the file: complete the document or project package in the normal cloud workspace.
- Choose the recipient: create the MX exchange for a named, authorised user rather than generating an open link.
- Set the rules: apply expiry dates, download limits and permissions that match the business purpose.
- Retain the evidence: review the audit trail to see when the file was accessed and what actions occurred.
The NCSC's cloud security principles encourage organisations to understand data protection, identity and operational controls when using cloud services.
This complementary model lets a growing firm preserve familiar workflows while using a more controlled way to send sensitive files whenever the risk justifies it.
03. Can a small business share client files securely with MX?
Yes. MX is designed for exchanges where client information needs more control than an ordinary email attachment or public cloud link can comfortably provide. The sender identifies the recipient, applies access rules and retains a detailed record of the exchange. This helps the business show that sensitive information was handled through an intentional process rather than an informal workaround.
Client-facing controls can include:
- Named-user access: files are assigned to approved individuals instead of anyone holding a URL.
- Expiry and download restrictions: access can be limited to the period and actions required.
- Audit trails: the business can review views, downloads and relevant access details.
- Custom white labelling: the portal can reflect the organisation's brand, helping the exchange feel professional and expected.
The ICO's guidance on encryption and data security explains why appropriate technical measures matter when personal data is handled.
Small firms can use the secure client file sharing workflow for contracts, identity documents, financial records, project deliverables and other confidential materials.
04. How does MX support GDPR and UK data protection responsibilities?
MX can help facilitate GDPR and UK Data Protection Act responsibilities by giving a small business stronger control, visibility and evidence around sensitive file exchanges. It does not guarantee compliance, because compliance also depends on lawful processing, policies, staff behaviour, retention decisions, contracts and how the organisation configures its systems.
The platform can support a stronger compliance posture through:
- Access limitation: named recipients help restrict personal data to authorised users.
- Purpose-led availability: expiry settings can end access when the exchange no longer needs to remain open.
- Security controls: AES-256 and the quantum secure patented methodology protect the file during the exchange process.
- Accountability evidence: audit records help the organisation explain who accessed the file and when.
The ICO's accountability and governance guidance makes clear that organisations must be able to demonstrate how they meet their data protection obligations.
MX contributes to that evidence by supporting controlled exchanges. The dedicated GDPR file sharing page explains the relevant platform controls in more detail.
05. Is MX suitable for large files and external partners?
MX is designed for businesses that need to move large or sensitive files between internal teams and known external users. There is no file size limit, so a small company can transfer high-resolution media, engineering packages, research data, software builds or large project archives without splitting them into separate parts or reducing quality.
The external-partner workflow is controlled rather than link-based:
- Known recipients: the sender chooses the authorised individual who should receive the file.
- Clear permissions: access and download rules can reflect the requirements of the project.
- Business context: MX Conversations can keep notes and decisions alongside the file activity.
- Traceable delivery: the audit trail records important actions so the sender is not left guessing.
This is particularly useful where a supplier or client normally asks staff to use email, personal cloud accounts or a consumer transfer service. MX gives the business one consistent approved route.
For volume-heavy work, review the secure large file transfer capabilities. For recurring partner exchanges, the B2B secure file exchange page covers governance across organisations.
Essential reads
Practical guidance for small businesses choosing how to store and share files.
Three focused guides to help smaller teams compare cloud platforms, strengthen external access and decide when a controlled exchange is the better fit.
Advanced cloud controls for smaller teams
Small businesses need more than spare storage space. The harder questions concern external access, oversized files, staff changes and whether anyone can prove what was downloaded.
Read the guideWhere Google Drive and MX serve different needs
Google Drive supports broad storage and live collaboration, while My MX Data concentrates on controlled, traceable handoffs between named parties.
Compare the approachesDropbox storage and controlled MX exchange
Dropbox centres on storing, syncing and collaborating on files. MX focuses on controlled exchanges between named parties and the evidence around each handoff.
See the differences
Keep your storage. Strengthen the exchange.
Add a controlled handoff for the files your business cannot afford to lose track of.
Use My MX Data alongside your existing cloud platform and give sensitive client, supplier and project files a named recipient, clear rules and an audit trail.