GDPR Compliant File Sharing for Sensitive Data

Meet GDPR compliance with secure file sharing built for regulated industries. My MX Data ensures data minimisation and encrypted transfers.

Protect personal information while maintaining efficiency. Every file movement is auditable, so you can demonstrate compliance when it matters.

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As trusted by leading automotive brands

Aston Martin
Jaguar Land Rover
Lotus
Polestar
British Institute of Lasers
M0VE
WIWY
Aston Martin
Jaguar Land Rover
Lotus
Polestar
British Institute of Lasers
M0VE
WIWY

How MX Stacks Up Against the Competition

Dropbox and WeTransfer manage file transfers quickly. My MX Data manages them securely, with end-to-end encryption, access control and detailed tracking to satisfy the highest compliance requirements.

It proves valuable in Security & Compliance, File Control, Collaboration and High-Volume File Movement.

✅Encryption Built for GDPR – MX uses its ASR methodology to ensure personal and sensitive data remains fully compliant under GDPR rules. ℹ️ What does this mean?ASR (Anonymise, Shard, Restore) splits information into anonymised shards, moves them via separate encrypted channels, and restores them only for verified recipients, providing security beyond AES-256.

✅Regulatory-Ready Audit Logs – Keeps a time-stamped history of every access or modification.

✅Supports GDPR, UK DPA & ISO 27001 – Strengthens data governance and compliance in daily operations.

❌WeTransfer lacks encryption at rest, breaching GDPR requirements for secure storage.

❌Google Drive and Dropbox need added security layers before passing GDPR compliance checks.

Security & Compliance

✅Restricted Named User Access – File sharing is only possible with approved, verifiable accounts to ensure compliance with GDPR standards.

✅Regional Hosting Options – Choose where your data is stored to align with data protection rules.

🟡Basic Management Tools – Enables uploads, downloads, and exchange tracking without a full DMS environment.

❌No Live File Sync – Built for controlled, secure transfers, not continuous updates.

File & Access Management

✅GDPR-Compliant Transfers – Move personal or sensitive data with encryption and records that satisfy strict EU and UK data protection requirements.

✅Secure In-Platform Discussions – Keep conversations tied to the files they concern, ensuring a clear compliance trail.

✅Brand-Consistent Portals – Provide recipients with a secure sharing space that mirrors your brand’s identity.

🟡Pre-Transfer Editing Only – MX does not offer live document editing, so adjustments should be made before secure upload.

Collaboration

✅Unlimited Size Transfers – Share extensive archives, databases or creative assets without size limits. Google Drive caps at 750GB per day, while WeTransfer free accounts stop at 2GB.

✅Encrypted, GDPR-Ready Intake Points – Collect personal or sensitive data through secure, branded portals. Consumer-grade file services simply aren’t built with that level of compliance in mind.

❌Not for Long-Term Storage – MX focuses on compliant, time-sensitive transfers, not indefinite storage like Dropbox or OneDrive.

File Transfer & Storage

How MX Helps Business achieve Compliance

GDPR compliance relies on demonstrable security measures. My MX Data enforces this with strong end-to-end encryption and auditable transfer histories so your organisation can respond quickly to regulatory requests.

GDPR Compliance
MX facilitates GDPR compliance efforts with advanced quantum encryption technology, verifiable audit logs, and sovereignty controls that help safeguard both personal and professional information within regulatory frameworks.
ISO 27001
My MX Data aids the ISO 27001 process by encrypting files, controlling access on a per-user basis, and preserving comprehensive audit records for traceability.
FSQS
For GDPR compliance, My MX Data’s FSQS registration works alongside its quantum-level encryption to help organisations manage secure file transfers that align with data protection requirements.
Cyber Essentials Plus
The platform aligns with Cyber Essentials Plus using structured access rights, malware scanning, and patented quantum encryption that supports with compliance for collaborative exchanges.
UK Security Council
My MX Data follows UK Cyber Security Council best practices by enforcing encryption at a quantum level, applying access control rigor, and maintaining resilience strategies which support with compliance.
Data Protection Act 2018
My MX Data assists with DPA compliance by protecting files using quantum-secure encryption, granting access only to approved users, and enabling storage to remain fully UK-located.
AES-256 Encryption
On the GDPR page context, My MX Data pairs AES-256 encryption with quantum-level methods, aiding organisations with secure exchanges and detailed controls that help achieve GDPR-aligned handling of personal data.
SOC 2
Within GDPR-focused sharing, SOC-2 alignment is reinforced through permission discipline, ongoing monitoring, and quantum-level encryption that helps achieve compliant handling of personal and business data.
ISO 27018
My MX Data maintains ISO 27018 alignment through secure access control, detailed audit logging, and quantum-secure encryption which supports with compliance for personal data stored in the cloud.
FCA
FCA-aligned processes are supported through multi-layered encryption, tightly managed file access, and unalterable audit records that help achieve compliance.
Feature Description
🔒
Quantum-Safe Encryption
Safeguards personal data with ASR plus AES-256 encryption, keeping every file secure in transit and at rest. This helps make a strong case for GDPR compliance when sharing or storing data.
👤
Recipient-Specific Access
Grants access only to specifically named individuals. Each action - download, view or open - is logged, supporting GDPR’s accountability and transparency principles.
🛡️
GDPR-Centered Architecture
Built to help businesses meet GDPR obligations. Encryption, permission settings and traceable logs work together to support data protection requirements.
📊
Real-Time Activity Logs
Gives you live visibility into who’s engaging with personal data - showing uploads, downloads and access points as they happen. It’s transparency, front and centre.
📤
No File Size Restrictions
Lets you share large datasets or detailed archives without worrying about size limits. Simplifies subject access requests or reporting tasks.
🔐
Secure Upload Portals
Collect personal data securely via branded portals. From upload to storage, every file is encrypted, reducing exposure risk from the get-go.
👁️
Access Monitoring
Logs every interaction - who accessed what and when - complete with IP address tracking. It helps with audits and showing due diligence under GDPR.
🔑
Multi-Factor Authentication
Adds a second check at login, reducing unauthorised access. It bolsters user verification in systems handling personal data, easing GDPR compliance concerns.
🚫
No Public File Links
Blocks open sharing links. This ensures personal data is only seen by those explicitly given access, supporting the principle of data minimisation.

FAQs

1
Technology, Compliance & Credibility
Does MX guarantee GDPR compliance for my organisation?

Facilitates, Does Not Guarantee: MX is designed to facilitate GDPR compliance by providing strict access controls, end-to-end encryption, and complete audit trails. However, no software can guarantee compliance, as responsibility ultimately lies with how an organisation manages data policies, retention schedules, and user practices.

Supportive Capabilities:

  • Audit Trails: Record every file access, download, and transfer for compliance checks.
  • Data Sovereignty Options: Choose EU storage for shard distribution to align with localisation requirements.
  • Access Controls: Define recipients by name, apply expiry dates, and enforce download restrictions.

With around 30% of European businesses still non-compliant with GDPR [Moosend], solutions like MX provide an effective foundation for reducing exposure. See our Features for more detail.

How does MX differ from standard file sharing services when handling GDPR requirements?

Identity-Based vs Link Sharing: Mainstream services often rely on public links. MX enforces named-user transfers, meaning data can only be decrypted by the intended recipient.

Temporary Exchange, Not Storage: GDPR requires minimising unnecessary retention. Unlike Google Drive or Dropbox, MX removes files after delivery, ensuring sensitive material does not linger online.

Proven Auditability: Every file exchange is recorded in an immutable log. This creates evidence that can be presented during regulatory investigations or internal reviews.

For an in-depth view, compare our approach with alternatives in WeTransfer vs MX or Dropbox vs MX.

Can MX help my business reduce the risk of GDPR fines?

Yes, Through Risk Reduction: MX helps businesses demonstrate accountability by protecting files with quantum secure patented methodology, controlling access, and recording exchanges. This reduces the likelihood of unauthorised access or mishandling — two common triggers for fines.

Contextual Importance: GDPR fines have now reached EUR 5.88 billion since 2018 [DLA Piper]. A secure exchange system provides measurable evidence of due diligence, which can mitigate penalties if an incident occurs.

See how MX supports organisations in regulated sectors through our Case Studies.

2
Practical Implementation & Risk Management
How can MX help demonstrate accountability under GDPR?

Evidence of Control: MX provides immutable logs of every file transfer, showing who accessed what, when, and from where. This creates a verifiable record that can be presented to regulators during an audit or investigation.

Minimisation in Practice: By removing files after delivery, MX ensures businesses only hold personal data for as long as necessary, aligning with Article 5(1)(e) of GDPR.

With regulators having issued EUR 1.2 billion in fines across Europe in 2024 alone [DLA Piper], accountability measures like this are increasingly vital. Explore further in our Features section.

Can MX support GDPR’s data breach notification requirements?

Yes, Through Traceability: In the event of a suspected breach, MX’s detailed audit trails allow businesses to identify affected files, recipients, and timelines. This helps meet GDPR’s requirement to notify supervisory authorities within 72 hours.

Fast Access to Records: Logs are tamper-proof and exportable, meaning compliance teams can rapidly respond to regulatory requests without piecing together fragmented evidence.

Given that it takes an average of 258 days to identify and contain a breach [TechTarget], MX’s transparency can significantly reduce investigation time.

How does MX reduce staff-related GDPR risks?

Named User Transfers: Files can only be sent to authorised recipients. This prevents the common error of sending sensitive documents to the wrong contact via open links or email attachments.

Clear Permissions: Administrators can enforce download limits, expiry dates, and recipient-level restrictions. This limits unnecessary exposure if staff make mistakes.

Staff Confidence: By using a system built for compliance, employees are less likely to resort to risky personal file-sharing platforms, a problem for 30% to 80% of organisations [SER Group].

For more guidance, visit our FAQ hub or review practical examples in our Case Studies.

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  • GDPR-Aligned Sharing
    Ensure files meet data privacy regulations with region-based hosting, encryption, and audit-ready record keeping on all transactions.
  • Data Sovereignty Settings
    Choose where your data is stored and processed to ensure all sharing activity is aligned with GDPR geographic requirements.
  • GDPR Reporting Support
    Export user activity, access logs, and consent records to support formal GDPR audits or privacy data subject access requests.
  • User-Level GDPR Access
    Each file shared is linked to a verified user with logging, allowing full GDPR compliance when data is accessed or transferred.
  • GDPR-Proof at Scale
    Large files shared under GDPR are encrypted and logged, with no volume limits interfering with compliance visibility.
  • Secure Transfer Speeds
    Even under GDPR constraints, files are sent quickly and securely, with encryption layered throughout the transfer process.
  • Compliant Messaging Logs
    Every message tied to file transfers is timestamped and stored securely to support GDPR audit requirements and internal reviews.
  • GDPR-Branded Delivery
    Maintain brand trust while delivering compliant file transfers by styling portals and messaging under your visual identity.
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