Secure File Sharing For Accountants & Financial Services
Legal & Regulatory Obligations for Accountants When Sharing Files
We provide secure, encrypted file transfer with a retention period fully configurable by the client. The content of any files stored on our servers cannot be altered once uploaded, as we provide no tools nor mechanisms for in-file alteration. We also provide immutable audit logs.
Filemail supports secure file sharing for accountants, across regional jurisdictions. The table below outlines the obligations under professional codes of conduct, and national laws pertaining to managing client data.
| Region | Primary Regulations / Code | File Transfer Key Requirements | Specific Technical Stipulations |
|---|---|---|---|
| US | AICPA Code of Professional Conduct (ET §1.700 – Confidential Client Information Rule), SOX (public companies), GLBA (financial data), HIPAA (if handling PHI), FINRA (broker-dealer records), state privacy laws (CCPA/CPRA, VCDPA, etc.). | Preserve client confidentiality. Secure financial data. Retain records per regulatory mandates. | Encryption and access controls considered baseline “reasonable safeguards”. FINRA requires retention of electronic records in WORM (write-once-read-many) format. |
| Norway | EU GDPR, Norwegian Personal Data Act, IFAC Code of Ethics (as adopted by Den norske Revisorforening). | Secure personal and financial data. Ensure lawful transfers. Maintain client confidentiality. Oversight by Datatilsynet (Norwegian DPA). | GDPR “appropriate technical and organizational measures”; Norwegian guidance recommends encryption and audit logging. |
| Europe (EU) | EU GDPR, IFAC/IESBA Code of Ethics (confidentiality principle, Sec 114). | Lawful, fair, secure processing of client data. Professional accountants must not disclose client information, except as required by law. | No technology specified in IFAC Code. EU regulators point to encryption, pseudonymization, and restricted access as key safeguards. |
| UK | UK GDPR, Data Protection Act 2018, ICAEW / ACCA Code of Ethics (confidentiality principle), FRC Ethical Standard (auditors). | Protect personal and corporate data. Preserve audit integrity. Maintain confidentiality. | ICO guidance explicitly recommends encryption and strong access controls. Secure portals / file transfer systems are considered best practice. |
| Australia / NZ | Privacy Act 1988 (Australia), APPs; Privacy Act 2020 (NZ); APES 110 Code of Ethics (based on IFAC). | Maintain confidentiality. Protect against unauthorized use/disclosure. Maintain confidentiality across borders. | “Reasonable steps” required under APP 11 — includes encryption, auditability, and secure deletion policies. |
| Global | FAC / IESBA Code – Fundamental Principle of Confidentiality (Section 114). | Prohibits disclosure of client information unless required by law or authorized. Protect data against accidental or intentional breaches. | No recommended technology. Members are expected to adopt security measures that reduce risk. Encryption and secure file sharing are widely recognized safeguards. |
How Filemail Enables Secure File Sharing For Accountants
Zero-Knowledge File Sharing
Email is an insecure method of client communication. It is equally problematic if using it to send large files such as sensitive documents. Use our zero-knowledge file sharing service to keep all files you send and receive safe from interception and other threats. We use AES 256-bit encryption to facilitate robust protection throughout the file transfer journey.
End-to-End Encryption (E2E): With E2EE the encryption process begins while the file resides on the source device. The file will remain encrypted throughout the file transfer life-cycle. The recipient will require the secret key to decrypt them.
Encryption at Rest: End-to-end encryption ensures that our cloud service keeps files safe while they are stored in our data centers.
Encryption in Transit: We use HTTPS TLS 1.2 to encrypt all data transmission with any device that connects to our cloud-based file transfer service.
Facilitate Client Engagement
An intuitive interface, drag and drop features, and unlimited file sharing improve client communication and interaction. They can start sharing with you immediately, without having to install any software. Just visit our site, and start sharing.
Unlimited Sharing
No restrictions on file sharing sessions, number of clients you can bring onboard, nor how many files they share with you.
No Client Account Needed
Your clients do not need to register an account, nor install any software.
Private File Requests
Send file requests to clients from within Filemail stating what documents you need from them.
Robust Privacy & Security
Our range of features ensures clients and partners can share sensitive documents, in a compliant manner. You can control where you store files, how long you store them, and who can access them.
File Retention: File retention on our cloud based service is configurable. Store client documents for as long as you need to, in order to comply with FINRA/SEC rules.
Protect Download Pages: You can set a password for all download pages. Only visitors with the password can access them.
Confidential Storage Space: Your account allocates private storage space to all users instead of shared storage space.
Dual Layered Protection: All files that enter our cloud are assessed by two firewalls, and scanned for viruses and malware.
Authentication and Access Controls
Maintain control and oversight by authenticating user access. You’ll know that only the right people can use Filemail and which files they can access.
2FA: Enable 2 factor authentication to add an additional layer of security to verify only authorized users can access the account.
Role Based Accounts: we offer both multiple administrator licenses, and multiple user licences in an account facilitating privileges and rights.
SAML/SSO: We integrate with major Identity Providers such as Microsoft Entra (Azure AD) and Google Workspace to centralize user privileges. You can seamlessly provide enhanced file sharing services for authorized personnel in your firm.
Transparent & Auditable
Stay compliant with a clear trail of activity. Our auditing and verification tools make it easy to prove integrity, trace actions, and respond quickly to client or regulator requests.
Audit logs
Tamper-free WORM-compliant logs are kept of all notable file sharing activity. Stay informed about uploads and downloads, date and time, and IP address to aid in compliant audit trails.
File Integrity Checks
We create an MD5 checksum from the file before it is transferred. We then compare it with another checksum when it arrives in our cloud. This helps us ensure the file's integrity.
Real-Time Updates
You are notified immediately of all major file sharing activity to keep you up to date as to the status of shared files.
Always Up To Date Security
To enable secure file sharing for accountants you have to stay up to date with the latest dangers. Security threats evolve constantly, which is why our security posture evolves. From daily virus updates to external penetration tests, we work continuously to keep your data secure.
Daily Virus Updates: We update our virus definitions every 24 hours to ensure we are protected from all the latest threats.
Periodic Penetration Tests: We utilize third-party cyber-security professionals for periodic evaluation, and update of our security posture.
Breach Notification: We have established best-practice protocols in place to notify you promptly of any data breaches. We will notify you within 72 hours so you can act without delay.
Compliant Cloud Storage
We protect your data at both the hardware and software level, combining region compliant file storage and handling, alongside stringent physical safeguards at our data centers.
Region-Compliant Data Storage
Our global cloud infrastructure enables us to store your files in your region. Comply with regional and/or national mandates in terms of data storage location.
On-Premise Security
Our data centers are equipped with a variety of secure measures including security guards, continuous surveillance, and controlled access points.
Professional File Sharing
Custom Sub-Domain Client Portal
All accounts get a custom subdomain they can choose to name whatever they want. The subdomain is your secure client portal to receive client files.
Custom Branding
All external facing pages can be customized with your logo, background images, and colours to keep them in line with your brand.
Essential File Sharing Features
We provide everything you need for reliable, efficient file transfers. Designed for the day-to-day demands of accountants. Receive sensitive tax documents, send financial statements, audit reports, payroll files, and regulatory filings securely and without friction.
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