For privacy, information security and IT management Guide
Assess Databeamer before adoption
An overview of the points to consider for privacy, information security and IT management when assessing Databeamer, with the documentation that goes deeper on each topic.
An overview of the points to consider for privacy, information security and IT management.
Purpose and use #
Several topics play a role when software is assessed. Think of data protection, access management, recovery options, logging, incident handling and the agreements with the supplier.
This document brings together the topics that are specifically relevant when assessing Databeamer. It explains how the platform works, names the points to consider and refers to documentation with more information.
It is meant as a guide for everyone involved in assessing Databeamer before adoption. Which topics are relevant and how they are assessed depends on the application, the data that is processed and the requirements of your own organisation.
Further documentation #
The following documents go deeper from the perspective of different roles:
- Databeamer for DPOs and privacy officers: privacy, personal data and responsibilities.
- Databeamer for IT and application management: set-up, user management and day-to-day operations.
- Databeamer for security officers and CISOs: information security, security measures and residual risks.
- DPIA support for Databeamer: the facts about Databeamer an organisation needs for its own DPIA.
The compliance page and the legal page contain further information.
1. Encryption and key management #
Databeamer encrypts all user content, such as files, messages, submissions and journal notes, on the user's device. The recipient decrypts this content on their own device. Databeamer's servers store and process encrypted content only.
Key management is set up so that Databeamer does not hold all the key shares needed to recover a user's personal data. The user therefore plays an important part in keeping and recovering access.
The cryptographic architecture combines classical cryptography with post-quantum techniques.
More information:
- Technical architecture and cryptography
- Databeamer for security officers and CISOs
- Recovery phrase and shares
Point to consider: recovery options differ from those of many traditional cloud applications. When all devices and the recovery phrase are lost, the account cannot be recovered in the usual way. An account reset leads to the loss of the personal data tied to the keys.
2. Features and data flows #
Databeamer offers several ways to exchange information and work together. Which security and privacy aspects are relevant depends in part on the features used and the people involved.
| Feature | Characteristic and point to consider | Documentation |
|---|---|---|
| Drive and shared files | Files are stored encrypted. On upload, a hash of the original file is also used to check for known malware. | Upload and organise files |
| Transfers | Files can be shared with people who do not have a Databeamer account. The chosen method of guest access matters. | Send a transfer |
| Requests and forms | Information can be requested and submitted through forms. The set-up and management of submissions are relevant for access and retention. | Create a request, Manage submissions to requests |
| Secure Mail | Confidential information can be exchanged through secure mail, including with external recipients. | Secure Mail |
| Chat | Messages are encrypted. Certain communication data, such as the accounts involved and timestamps, remains visible. | Chat and direct messages |
| Journals | Notes and journal content are encrypted. Types, labels and statuses can be visible on the server. | Journals, Set up your organisation |
Point to consider: choosing a feature is not only about the encryption of content. The data that remains visible during use, the users involved and the chosen way of working can be relevant too.
3. Identity and access management #
Databeamer distinguishes between the identity someone signs in with and the cryptographic keys that give them access to content.
Organisations can use single sign-on (SSO) through OIDC or SAML. Signing in through SSO does not by itself grant access to encrypted content: the required keys must also be made available. A new SSO user gains access to organisation data after an administrator has made the required keys available.
Databeamer has different roles at organisation and group level. An organisation administrator can manage organisational information but does not automatically gain access to the content of groups. That access depends on group membership and the associated rights.
More information:
Point to consider: the set-up of roles, group memberships, SSO and the approval of new users partly determines who can gain access to information.
4. Devices, unlocking and recovery #
Databeamer uses device-specific key shares that are protected locally. Unlocking is possible with a PIN and, where supported, passkeys. Users can link several devices to their account.
The recovery phrase is an essential part of the recovery model. Keeping it requires a deliberate choice that fits the security and continuity requirements of the organisation.
More information:
Point to consider: losing a device, losing the recovery phrase and the departure of an employee have different consequences. The procedure for revoking access and resetting accounts deserves attention too.
5. Audit and incident data #
Databeamer records actions in an audit log. Audit entries are signed by the acting device and then sealed into a linked chain. There is audit data at account and group level.
The audit log can provide information when assessing activity and investigating possible incidents. Which events are recorded and which information is available is described in the documentation.
More information:
Examples of situations in which the way Databeamer works is relevant:
- loss or theft of a device;
- departure of an employee;
- a transfer or message that reaches the wrong recipient;
- a leaked passphrase;
- unusual activity on an account.
Point to consider: revoking access or deleting shared information cannot undo that someone has previously viewed, decrypted or stored information outside Databeamer.
6. Metadata and remaining points #
Encryption of content does not mean that all data about the use of Databeamer is encrypted as well. The server processes certain metadata that is needed to run and manage the platform.
This includes account identities, email addresses, organisation names, group names, member lists, roles, document types, labels, statuses and certain activity and communication data.
This data can reveal who communicates with whom, when and how often. The set-up of names, labels and statuses is therefore relevant too.
There are also a few specific points:
- Guest access with an email code: in this unlock mode, the key for the transfer concerned is held in escrow by a managed key management service. After verification of access to the mailbox, the key can be released. During that verified access, Databeamer can open the files. This exception does not apply to the unlock mode with a passphrase.
- Malware check: the client sends a SHA-256 hash of the original file to enable a check for known malware. The server can thereby recognise that two users have the same file, but does not see the file content. The check is advisory.
- Key rotation: when a group member is removed, the new group key protects future content. Information the removed member has already decrypted cannot be retrieved.
- Loss of recovery options: when all devices and the recovery phrase are lost, the account cannot be recovered in the usual way.
More information: Databeamer for DPOs and privacy officers and Databeamer for security officers and CISOs.
7. Hosting, processors and compliance #
Information about hosting, processors, certifications, relevant standards and the data processing agreement is on the compliance page and the legal page. They also explain how Databeamer relates its security measures to various standards and compliance requirements.
This information can be used when assessing the supplier, the processing of personal data and the fit with an organisation's own requirements.
For additional documentation or a discussion of specific requirements, contact Databeamer or compliance@databeamer.io.
8. Going deeper per discipline #
The relevant points differ per role. The separate reference documents go deeper from the following perspectives:
- Privacy and data protection: personal data, visible metadata, processing responsibilities, retention periods and privacy documentation. See Databeamer for DPOs and privacy officers and, for your own DPIA, DPIA support for Databeamer.
- IT and application management: organisation structure, users and roles, SSO, devices, recovery and day-to-day administration. See Databeamer for IT and application management.
- Information security: cryptographic protection, access management, audit data, incidents and residual risks. See Databeamer for security officers and CISOs.
Together these documents give insight into how Databeamer works and what to consider. They do not replace the assessment of the concrete application, data processing and requirements within your own organisation.