The Act and UK GDPR work together
Have the privacy lead identify the rules relevant to the information and its intended use.
UK DATA PROTECTION ACT
File sharing and the UK Data Protection Act
Before sending personal data to another organisation, establish the reason for the disclosure, the approved recipient and the records they need. Use the exchange settings to reflect that decision.
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01 / TWO DIFFERENT JOBS
Define the disclosure
Ask the information owner to confirm the purpose, fields and reporting period. Check whether the receiving organisation needs the full document or an extract.
Security must be appropriate, not maximal
Assess the sensitivity, recipient and potential consequences before choosing safeguards.
02 / THE PRACTICAL POSITION
Keep an approval and delivery record
Record who authorised the release, what was sent and which person was invited. Keep the exchange reference with the case so a colleague can trace it.
The Act and UK GDPR work together
Have the privacy lead identify the rules relevant to the information and its intended use.
Security must be appropriate, not maximal
Assess the sensitivity, recipient and potential consequences before choosing safeguards.
03 / THE DETAILS MATTER
Check the file and access period
Inspect the final export for unrelated personal data. Set a review deadline and record how requests for additional recipients or time will be handled.
EXCHANGE NOTE01 / 04
Appropriate technical measures
Test whether the configured permissions and identity checks match the release decision.
EXCHANGE NOTE02 / 04
Adequate, relevant and limited
Select only fields and documents needed for the approved purpose.
EXCHANGE NOTE03 / 04
Kept no longer than necessary
Record when access will be reviewed and how retained copies will be handled.
EXCHANGE NOTE04 / 04
Responding to data subjects
Give the case owner a reference for locating the disclosure and relevant activity.
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
04 / EVIDENCE YOU CAN FOLLOW
Review the wider arrangement
Your privacy lead should assess the disclosure and retention arrangements. Use the UK government’s data protection overview as a starting point for the legal framework.
EXCHANGE RECORD / ILLUSTRATIVEApproved-Disclosure.zip✓
Sender verifiedNamed account✓
Protection appliedAES-256 / ASR✓
Recipient authenticatedAccess checks✓
Activity recordedReviewable history✓
Claims that will not survive a follow-up question
Ask for evidence of the proposed handling arrangements and their scope.
Contributions worth assessing
Test whether the configured exchange produces the evidence your organisation requires.
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 uk data protection act and where MX fits.
How does MX fit this workflow?+
Support sensitive disclosures with named recipients, bounded access and a clear activity history. These technical measures sit within the organisation's wider duties under UK data protection law.
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 a sample exchange
Put better controls around your next sensitive file exchange. See how MX fits your organisation's workflow.
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- Full feature access
- Unlimited file size transfers
- Named recipients and MFA
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