Legal

Fax and data protection

How to transmit personal data securely by fax

Researched and verified

Expertly compiled

Data protection compliance depends on the provider

Fax itself is neither compliant nor non-compliant with data protection rules. What matters are the provider’s safeguards, including encryption, server location, data processing and automatic deletion. With reputable providers such as FaxMonkey, you can securely send even sensitive data by fax.

For every online fax service, check: Where are the servers located? Is data encrypted? How long are documents stored?

Key points at a glance

Server location matters

SSL-encrypted transmission and automatic deletion after delivery protect your data.

Encryption is important

Upload and transmission should be encrypted (TLS/SSL). FaxMonkey uses 256-bit encryption.

Automatic deletion

Documents should be automatically deleted after transmission - at FaxMonkey after 24 hours.

Transparent processing

Reputable providers clearly document how and where your data are processed.

When fax makes sense for data protection

Healthcare

Medical practices, hospitals and pharmacies use fax for patient data because no email servers sit in between.

Solicitors

Law firms often transmit confidential client information by fax, as the direct transmission path is considered more secure.

Communication with authorities

Many authorities prefer to receive sensitive documents by fax rather than unencrypted email.

Financial sector

Banks and insurers use fax for documents containing personal financial data.

Your benefits

Direct transmission

Faxes are sent directly from server to recipient, without interim storage on third-party email servers.

No metadata harvesting

Unlike email, no metadata are stored or analysed along the transmission path.

Controlled processing

With reputable providers, you know where your data are processed and how long they are stored.

Traceability

The transmission report documents the transmission, which is important for your record-keeping obligations.

Tips

Choose an online fax provider with encrypted transmission and automatic data deletion.
Ensure documents are automatically deleted after transmission.
Check the provider’s privacy policy for GDPR compliance.

Fax and data protection, do they go together? The answer is, it depends on the provider. With the right security measures, online fax is a data-protection-compliant transmission method.

This guide explains what to look for when choosing an online fax service and why fax is considered more secure than email in some sectors.

Why fax is popular in sensitive sectors

Although email is ubiquitous, many sectors still rely on fax for sensitive data:

Healthcare: Patient data, findings, prescriptions
Legal sector: Client information, contracts
Financial sector: Account data, insurance documents
Authorities: Personal applications and decisions

The reason is that emails pass through several servers where they are temporarily stored. A fax is transmitted directly from sender to recipient.

What to look for in online fax

Not every online fax service is equally secure. These criteria are crucial:

Encryption: Transmission should be SSL-encrypted.
Encryption: Upload and storage should be encrypted.
Data deletion: Documents should be deleted automatically after transmission.
Transparency: The provider should clearly communicate how your data are handled.

FaxMonkey meets these criteria, with 256-bit encryption and automatic deletion after transmission.

FaxMonkey and data protection

At FaxMonkey, we have built in data protection from the start:

Secure processing: Your data are processed only for transmission and then deleted.
Encryption: TLS encryption for all transmissions.
Minimal data retention: We store only what is necessary for transmission.
Automatic deletion: Documents are deleted after successful delivery.
No disclosure: Your data are never sold or passed on to third parties.

Frequently asked questions

Is online fax GDPR-compliant?

Online fax can be GDPR-compliant if the provider implements appropriate measures:

Encrypted transmission
Automatic deletion of data after sending
Transparent data processing

FaxMonkey meets these criteria.

May I send patient data by fax?

Yes, fax is commonly used in healthcare for patient data. Advantages include direct transmission without interim storage, documented proof of delivery and high acceptance by medical institutions.

Ensure that only authorised persons have access to the recipient’s fax machine.

Is traditional fax more secure than online fax?

Not necessarily. Traditional fax machines have their own risks, such as unencrypted telephone lines, faxes left in the output tray and no automatic deletion.

Reputable online fax services, on the other hand, offer encryption, controlled processing and automatic deletion.

What happens to my documents with FaxMonkey?

With FaxMonkey, your documents are transmitted in encrypted form and automatically deleted after successful delivery. We do not store copies of your documents longer than necessary for transmission.

Are my documents deleted after sending?

Yes, with FaxMonkey your documents are automatically deleted from our servers after successful transmission. We do not store copies of your faxes. Only the transmission report (without document content) is retained for your records.

This article is for general information only and does not replace individual legal or professional advice. For specific questions, please consult a specialist.

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