GDPR Compliance & Certificates

FileSeal is built with GDPR compliance at its core. Generate downloadable certificates and activity reports for your compliance records and audit requirements.

Before You Begin

Ensure you have:

• ✅ Active FileSeal professional account
• ✅ Access to Settings > Compliance section
• ✅ Understanding of your compliance obligations

GDPR Compliance Features

Built-in Data Protection

• Data Protection by Design: Zero-trust encryption applied before transmission
• Data Protection by Default: All documents automatically deleted after download
• Data Minimisation: Only essential metadata retained for audit trails
• Purpose Limitation: Data processing limited to secure document sharing
• Storage Limitation: Automatic deletion prevents unnecessary data retention

UK-Based Processing

• All data processed within UK borders
• EU GDPR and UK GDPR compliant infrastructure
• Neon PostgreSQL EU West 2 (London) hosting
• Vercel EU deployment regions

Downloading GDPR Compliance Certificates

Step 1: Access Compliance Section

1. Navigate to your Settings page from the dashboard
2. Scroll down to Compliance & Reports section
3. Locate the GDPR Compliance Certificate option

Step 2: Generate Certificate

1. Click "Generate GDPR Certificate"
2. System validates your account compliance status
3. PDF certificate automatically generated
4. Download begins automatically

Certificate Contents

Your GDPR compliance certificate includes:

• Account Details: Your professional information
• Compliance Status: Current GDPR compliance verification
• Technical Measures: Security and encryption details
• Data Processing: UK-based processing confirmation
• Issue Date: Certificate generation timestamp
• Validity: Compliance status validation

Generating Activity Reports

Step 1: Configure Report Parameters

1. In Settings > Compliance section
2. Select Activity Report option
3. Choose date range (7, 30, 90 days, or custom)
4. Select format (PDF recommended for audits)

Step 2: Generate Report

1. Click "Generate Activity Report"
2. System compiles your document request activity
3. Report generated with compliance metadata
4. Download automatically starts

Report Contents

Activity reports include:

• Request History: All document requests in selected period
• Security Events: Encryption and access events
• Client Interactions: Upload and download activities
• Audit Trail: Complete chronological activity log
• Compliance Metadata: Data protection measures applied
• Expiry Management: Automatic deletion confirmations

Using Certificates for Compliance

For Client Records

• Provide certificates to clients requiring GDPR assurance
• Include in your data protection policy documentation
• Attach to compliance questionnaires and RFPs
• Share with compliance officers and legal teams

For Regulatory Audits

• Present certificates during regulatory inspections
• Include in annual compliance reporting
• Use activity reports for detailed audit trails
• Demonstrate ongoing compliance monitoring

For Professional Standards

• Meet Law Society data protection requirements
• Satisfy ICAEW practice assurance standards
• Fulfill FCA client asset protection obligations
• Address RICS data security expectations

Best Practices

Regular Certificate Updates

• Generate new certificates monthly or quarterly
• Maintain certificate archive for compliance history
• Update certificates after significant system changes
• Share updated certificates with key stakeholders

Activity Report Management

• Generate reports before client meetings
• Create monthly reports for internal compliance reviews
• Use reports for incident investigation if required
• Archive reports according to your retention policy

Documentation Storage

• Store certificates in your compliance documentation system
• Maintain both digital and physical copies if required
• Ensure certificates are accessible for audits
• Consider integration with practice management software

Compliance Support

Technical Questions

• Review our Security Documentation
• Contact support for technical compliance queries
• Request additional compliance documentation if needed

Legal Guidance

• Consult with your legal advisors on GDPR obligations
• Consider professional data protection training
• Stay updated on regulatory changes and requirements

Professional Standards

• Check specific requirements for your profession
• Ensure certificates meet your regulatory body standards
• Consider additional compliance measures if required

Troubleshooting

Certificate Generation Issues

• Ensure your account is in good standing
• Check browser allows PDF downloads
• Try generating certificate from different browser
• Contact support if persistent issues occur

Report Generation Problems

• Verify date range selection is valid
• Check you have activity in selected period
• Ensure sufficient browser memory for large reports
• Try smaller date ranges if reports are too large

Next Steps

After setting up GDPR compliance documentation:

1. Review Security Features - Understand technical protections
2. Professional Customization - Brand your compliance
3. Contact Support - Get compliance assistance

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Stay Compliant: Regular certificate updates and activity reports help maintain ongoing GDPR compliance for your professional practice.