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I really want to email accounts/tax returns

Since GDPR we have used various third party systems to send documents to clients.

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Since GDPR we have used various third party systems to send documents to clients.  These have not really worked either due to poor software, me and my team not liking it or the clients not liking it.

Me and my clients would really like to go back to just sending documents via email.  Can we do this under GDPR?  

Can someone let me know in simple terms please?

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04th Jan 2019 11:38

I believe so if they accept the risks of sending original documents.

Can you not send PDF's that are password protected?

Thanks (2)
to Paul D Utherone
04th Jan 2019 11:48

Thanks. How do you password protect PDF's?

Thanks (0)
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By daniel_
to nmprobinson
04th Jan 2019 12:21

Adobe Acrobat if you're OK with paying the premium for it.

Personally I use free PDF tools called PDFill to add a password to a single PDF.

If it's multiple files I use 7zip to create a passworded zip file.

Thanks (1)
to Paul D Utherone
04th Jan 2019 13:56

Either of the above solutions.

If you are saving from an Office file then you should be able to add a password through :
Save As
- Save as type: PDF
- select Tools - General options

Thanks (1)
04th Jan 2019 18:06

Given you have clearly investing lots of time and money in these third party systems you go back to basics, and invest an hour reading the underlying GDP document?

You will then find the answer.......is to just email the things and ensure your T&C's cover you, and password protect if there is extra risk. Personally I find it annoying to protect, but would be useful if (say) emailing a director's tax return to a work email and not their private email. That is to say instances where you would previously have written "private and confidential, addressee to open only" on an envelope.

in terms of sending stuff out the door, all GDPR does is apply what you ought to be doing anyway, ie not randomly emails stuff out without thinking who might read it.

Thanks (3)
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10th Jan 2019 10:53

another option for zipping is Winzip Courier. We use it where necessary https://www.winzip.com/win/en/prodpageec.html

It works from within outlook and the paid version at £21 is worth having

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11th Jan 2019 12:20

I suspect you could put his accounts in large numbers on the side of a bus that passes his house so he can take a picture if you had his agreement. It is about a proportionate and consensual approach!

Note: I do not actually offer this service as there is often doubt about the numbers printed on the side of buses.

Thanks (1)
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14th Jan 2019 11:42

Or learn to use end-to-end email encryption and train your clients to do the same if they want to communicate securely. If you don't want to pay for a proprietary solution there is always GPG: https://en.wikipedia.org/wiki/GNU_Privacy_Guard. (OK, I know this is not an easy answer. Secure email is now a 30-year-old technology that has still not found its way to widespread adoption.)

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14th Jan 2019 11:42

Or learn to use end-to-end email encryption and train your clients to do the same if they want to communicate securely. If you don't want to pay for a proprietary solution there is always GPG: https://en.wikipedia.org/wiki/GNU_Privacy_Guard. (OK, I know this is not an easy answer. Secure email is now a 30-year-old technology that has still not found its way to widespread adoption.)

Thanks (1)
to stephengw
14th Jan 2019 11:53

Thanks. It is not that I don't want to pay for anything. I am looking for the simplest solution for me, my team and my clients.

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By PERMON
14th Jan 2019 13:39

You could look at https://www.crypted-email.com/ - a fairly simple outlook addin for encrypting pdf/office docs. I am not actually using it at present but it looked fairly OK when I looked at it a few months back

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