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 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 also send sensitive data securely by fax.

For any online fax service, check: Where are the servers located? Is 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 is processed.

When fax makes sense from a data protection perspective

Healthcare

Medical practices, hospitals, and pharmacies use fax for patient data because no email servers are involved.

Lawyers

Law firms often send confidential client information by fax because 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 transmitted directly from server to recipient - without intermediate storage on external email servers.

No metadata collection

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

Controlled processing

With reputable providers, you know exactly where your data is processed and how long it is stored.

Traceability

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

Tips

Choose an online fax provider with encrypted transmission and automatic data deletion.
Make sure documents are deleted automatically 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, in some sectors, fax is even considered more secure than email.

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 details, insurance documents
Authorities: Personal applications and notices

The reason, with email your message passes through several servers where it is temporarily stored. A fax is transmitted directly from sender to recipient.

What to look for with online fax

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

Encryption: Transmission should be secured with SSL.
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 is handled.

FaxMonkey meets these criteria: 256 bit encryption and automatic deletion after transmission.

FaxMonkey and data protection

At FaxMonkey, data protection has been built in from the start:

Secure processing: Your data is 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 is never sold or shared with 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 data deletion 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 with no intermediate storage, documented proof of delivery, and high acceptance among medical organisations.

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: unencrypted telephone lines, faxes lying openly in the output tray, no automatic deletion.

Reputable online fax services 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 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 qualified expert.

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