Email’s handy, but under UK GDPR, it can be a bit of a liability. Passport scans, bank details—they often linger in inboxes far too long. Thing is, email systems aren’t built to protect data long-term. Poor data hygiene can lead to fines, and even archived emails aren’t safe from breaches.
Email might be convenient, but under UK GDPR, it can also be a bit of a liability. Things like passport scans and bank details often sit in inboxes far longer than they should—and that’s where the trouble starts. The truth is, email systems just aren’t designed to keep personal data safe for the long haul. If your organisation’s not careful, poor data hygiene can lead to GDPR fines.
Email’s handy, but under UK GDPR, it can be a bit of a liability. Passport scans, bank details—they often linger in inboxes far too long. Thing is, email systems aren’t built to protect data long-term. Poor data hygiene can lead to fines, and even archived emails aren’t safe from breaches.
The Cost of Convenience
Despite facing more scrutiny than many businesses, a report has revealed that thousands of finance and accounting firms could be facing fines from regulators for mishandling customer data. *
The Cost of Convenience
Despite facing more scrutiny than many businesses, a report has revealed that thousands of finance and accounting firms could be facing fines from regulators for mishandling customer data. *
The Cost of Convenience
Despite facing more scrutiny than many businesses, a report has revealed that thousands of finance and accounting firms could be facing fines from regulators for mishandling customer data. *
Ditch Portals and Logins
Ditch Portals and Logins
Avoid clunky sign-ins—clients shouldn’t need passwords.
Avoid clunky sign-ins—clients shouldn’t need passwords.
Auto-Delete After Viewing
Make sure sensitive data disappears once it's read.
Make sure sensitive data disappears once it's read.
No Inbox or Server Storage
Never leave personal data sitting on email systems.
Never leave personal data sitting on email systems.
Encrypt on Approved Devices
Only allow access on secure, company-approved hardware.
Use One-Time Secure Links
Share files through links that expire after use.
Stay Compliant Without the Hassle
Protect data properly without complicating daily operations.
Key&Box is built for secure data collection before contracts—exactly where inbox risk lives. • Encrypted form-style requests for IDs, bank info, etc. • Device enrollment with RSA 2048-bit keys • AES 256-bit encryption at rest • Role-based access for team members • Branding on paid plans to reinforce trust
80%
80% reduction in email-based sensitive data
0%
Zero fines or audit issues
100%
100% faster turnaround with client-friendly forms
“Key&Box helped us eliminate risk from our inboxes. Clients love the simplicity, and we sleep better at night.” — Partner, Mid-size Accountancy Firm, UK
Final Word: Don't Wait for a Fine
Data doesn't belong in your inbox. It belongs in a secure system with encryption, expiry, and auto-deletion
