Legal

Fax and data protection

How to transmit personal data securely by fax

Researched and verified

Expertly prepared

Data protection compliance depends on the provider

Fax itself is neither compliant with data protection nor non-compliant. What matters are the provider's security measures: encryption, server location, data processing and automatic deletion. With reputable providers like FaxMonkey, you can securely send sensitive data by fax.

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

Key points at a glance

Server location is crucial

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

Encryption matters

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

Automatic deletion

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

Transparent processing

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

When fax makes sense from a data protection perspective

Healthcare

GP practices, hospitals and pharmacies use fax for patient data, because there are no email servers in between.

Lawyers

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

Communications with authorities

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

Financial sector

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

Your benefits

Direct transmission

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

No metadata collection

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

Controlled processing

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

Traceability

The transmission report documents the transfer - important for your record-keeping obligations.

Tips

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

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

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

Why fax is popular in sensitive industries

Although email is ubiquitous, many industries 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 notices

The reason: with email, your message passes through multiple servers where it is stored temporarily. 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: 256-bit encryption and automatic deletion after transmission.

FaxMonkey and data protection

At FaxMonkey, we have considered data protection from the very beginning:

Secure processing: Your data are processed only for transmission and then deleted.
Encryption: TLS encryption for all transmissions.
Minimal data storage: 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 frequently used for patient data in healthcare. Advantages: direct transmission without interim storage, documented proof of delivery, high acceptance among medical institutions.

Make sure that only authorised persons have access to the recipient's fax machine.

Is a classic fax machine more secure than online fax?

Not necessarily. Classic fax machines have their own risks: unencrypted telephone lines, faxes lying openly in the output tray, no automatic deletion.

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

What happens to my documents at FaxMonkey?

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

Are my documents deleted after sending?

Yes, at 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 kept as your proof.

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

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