Project work often means exchanging logins, database exports and documents containing personal data. How that is done matters, because email is not a private channel and messages persist in inboxes for years.
Never send credentials in plain email or chat
Email is stored on multiple servers and in multiple mailboxes, backed up repeatedly, and readable by anyone who later gains access to any of those accounts. A password sent by email in March is still sitting there in December.
Better options for credentials
- Create an account for us. The best approach by far. Make a separate named user with only the access needed, and disable it when the work is done. No password sharing at all.
- Password manager sharing. Most business password managers let you share an item with an external party and revoke it later.
- One time secret links. A link that displays the value once and then destroys it. Send the link and the context through different channels.
- Split the delivery. Username by email, password by phone call. Simple and much better than one message with both.
Sharing files
Attach non sensitive files to your ticket in the portal at crm.zylax.com.my, which keeps them attached to the correct project record. For large files or anything containing personal data, use a cloud storage link restricted to specific recipients rather than "anyone with the link", and set an expiry date. Do not post such links in public channels.
Data containing personal information
Customer databases, employee records and identification documents fall under PDPA obligations. Share only what is genuinely needed for the work, remove columns that are not required, and tell us it is sensitive so it is handled and deleted appropriately. Never email an unencrypted spreadsheet of customer records.
After the work is done
Disable the accounts you created for us, rotate any password that was shared, and revoke shared storage links. We will remind you, but the accounts are yours to control.
If you are unsure of the safest way to send something, ask first. Reply to your email thread or contact [email protected].
