EXCHANGE NOTE01 / 04
Integrity and confidentiality
Check the outgoing package and the safeguards that apply while it is available.
GDPR
File sharing and UK GDPR
Before releasing personal data to another organisation, decide why it needs the information, which records belong in the file and who should receive it. Use MX to put the agreed access conditions into practice.
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01 / THE PRACTICAL POSITION
Document the reason for sharing
For a payroll review, record what the adviser needs to check. Select the relevant period and fields before preparing the export.
The recipient is assumed
Confirm the recipient’s identity using your approved procedure before sending the invitation.
The retention never ends
Assign an owner to review access when the reason for sharing ends.
Trusted with valuable business data
02 / THE DETAILS MATTER
Match the access period to the purpose
Name the reviewer and set a deadline around the assignment. Decide separately how long each organisation should retain any copy it holds.
EXCHANGE NOTE02 / 04
Data minimisation
Export only the fields and records needed for the stated purpose.
EXCHANGE NOTE03 / 04
Storage limitation
Document the retention decision for the source, transfer record and any recipient copy.
EXCHANGE NOTE04 / 04
Accountability
Keep the release decision alongside evidence of the actual transfer.
CUSTOMER PERSPECTIVES
All customer stories ↗“
“I would highly recommend MX to anyone looking to send and receive secure data quickly and efficiently.”
Daniel FrancisProject Engineer, Envisage Group
Read the story ↗01 / 02
03 / EVIDENCE YOU CAN FOLLOW
Check the outgoing file
Open the final attachment and look for hidden tabs, unrelated records and old comments. Confirm the recipient against the approved contact before you send.
EXCHANGE RECORD / ILLUSTRATIVEApproved-Disclosure.zip✓
Sender verifiedNamed account✓
Protection appliedAES-256 / ASR✓
Recipient authenticatedAccess checks✓
Activity recordedReviewable history✓
State the purpose
Explain what the receiving organisation needs to do with the information.
Minimise the package
Check hidden tabs, embedded documents and earlier revisions before export.
04 / THE WORK IN PRACTICE
Keep evidence of the decision
Retain the approval and relevant exchange activity together. The ICO’s data sharing guidance can help your privacy lead assess the wider arrangement.
The recipient is assumed
Confirm the recipient’s identity using your approved procedure before sending the invitation.
The retention never ends
Assign an owner to review access when the reason for sharing ends.
The evidence is a mailbox
Keep the approval and activity record somewhere the case owner can retrieve them.
Controls within a wider programme. MX can support configured file-exchange safeguards. It does not certify your organisation or establish compliance by itself. Confirm the service configuration, contractual terms and suitability for your data before deployment.
GOOD QUESTIONS. CLEAR ANSWERS.
A clearer route.
From the start.
Practical answers about gdpr and where MX fits.
How does MX fit this workflow?+
Support personal-data handoffs with named access, proportionate permissions, expiry and activity evidence. The platform supplies technical controls within a wider privacy and governance programme.
Does using MX make our organisation compliant?+
No. Technical controls are part of a wider programme. Your organisation remains responsible for the applicable obligations, risk assessment, policies, permissions and contracts. Confirm any required agreements and service configuration with MX before handling regulated information.
What controls can we apply to a file exchange?+
Named-recipient access, authentication, permissions and expiry settings help define the exchange. Activity records let your team review what happened. The available configuration should be matched to your requirements.
Does MX replace our existing work tools?+
Keep creating, editing and storing files in the systems your team already uses. MX focuses on controlled handoffs, rather than background synchronisation, live co-authoring or permanent backup.
What is included in the free trial?+
Try the MX feature set for 7 days with up to 5 users. No credit card is required.
YOUR NEXT EXCHANGE STARTS HERE
Test an exchange with your team
Invite a colleague to receive a sample file, then review the access settings and activity together.
7 days freeUp to 5 usersNo credit card
- Full feature access
- Unlimited file size transfers
- Named recipients and MFA
- Custom branding and upload portals