Compliance

Nextcloud simplifies the complex requirements of privacy regulations

The GDPR (General Data Protection Regulation) makes organizations liable for any violations of user privacy and deviations from a high data security standard.

Legislation like the CCPA (California Consumer Privacy Act of 2018), HIPAA, FERPA, COPPA bring privacy regulation to other countries

The self-hosted Nextcloud solution simplifies compliance, decreasing business risk and costs.

Compliance options

Nextcloud is designed with privacy in mind. Supporting standards like GDPR, CCPA, HIPAA, FERPA, COPPA, several ISO certifications and many others is possible with Nextcloud Enterprise.

Compliance features include terms of service review tracking, data export/deletion requests, imprint and privacy links and auditing capabilities.

Compliance in practice

The actual compliance with these regulations depends on the hosting solution used for Nextcloud. The hosting party is responsible for certification. To set up Nextcloud for compliance with specific regulations, contact our support team.

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Nextcloud compliance kit

Clear documentation

Compliance is a multi-step process and data can be in many locations. Our documentation helps administrators check if they have covered their bases and guides them through delivering on data access, modification and deletion requests.

We offer both a high level overview as well as hands-on, concrete documentation for administrators:

  • A 12-step compliance checklist
  • An extensive, over-20-page administrator manual

All bases covered:

  • How the GDPR data processing allowances apply to Nextcloud and when, where and how to ask for permission
  • How to deal with public, in-house and B2B Nextcloud servers
  • An overview of where personal data can be stored in Nextcloud, covering user accounts, monitoring and logs, apps, file storage, database, backups and more
  • How to handle consent, subject access requests, data deletion and more
  • An addendum covering popular apps and their GDPR compliance consequences
  • Personal rights and how to implement this in Nextcloud

The administrator manual is available for Nextcloud Enterprise customers only.

GDPR overview

Compliance apps

To make compliance easier, Nextcloud offers a number of Compliance apps and capabilities:

  • Configurable imprint and privacy links for your login page
  • Data Request app to allow users to request data deletion or modification from their user settings
  • Delete Account app to allow users to delete their account
  • Terms of Service app that only gives access to Nextcloud after users read and agreed to terms (handles updated terms as well)
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The GDPR Compliance Kit dealt with all our concerns. The global nature of the research community with frequent collaboration with European researchers and students requires global compliance awareness and an on-premises solution backed by the expertise of Nextcloud GmbH gives us the assurances we need.

-Hans Erasmus, Junior Infrastructure Architect at the North-West University in South Africa.

 

EU cybersecurity act

Explicitly designed to build on existing certifications like ISO 27001a or BSI C5, under the guidance of CSPCert a recommendation has been presented to the ENISA to define a European Cybersecurity Certification Scheme for Cloud Service Providers. The upcoming Cybersecurity Act defines three levels of assurance (Basic, Substantial and High) and provides a comprehensive set of rules, technical requirements, standards and procedures for assessment and certification.

Nextcloud follows the strictest security protocols in the industry and anticipates to be ready for easy and quick certification of customer deployments once the Cybersecurity Act goes into effect.

CFR – Code of Federal Regulations Title 21

Nextcloud is ready for use in a FDA Title 21 CFR Part 11 compliant environment, if set up and run properly on appropriate infrastructure. Nextcloud features the required retention, versioning and auditing features and can integrate with signature application and validation solutions.

As we do not operate Nextcloud for our customers nor control how they use it, as a on-premises hosted solution, Nextcloud itself can not be certified. However under a Nextcloud Subscription we can help review, validate and certify your compliance.

GDPR requirements

Security and encryption

The GDPR requires organizations to ensure adequate protection for private data, from encryption to clear and well implemented security practices.

Availability and access

Private users have a right to demand a full overview of what data is collected, including an export of what an organization has on them.

Transparency and auditability

Upon request, an organization has to be able to show what they do with user data, who has (had) access and they must be able to modify or delete any data they have on private individuals.

Why self hosting?

You need 100% certainty

Sending around data by email or using public SaaS file sharing solutions does not provide much security for sensitive data. Encryption is complicated and cumbersome to use, reducing the real benefits due to employees working around them or making mistakes.

Keeping data on your own infrastructure or at a trusted local private or public cloud provider means you stay in control. Only then can you show your customers exactly where their sensitive documents are. Regulators can be certain that non-compliance with proper process is minimized.

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SaaS is a risky solution

Most consumer-grade solutions like Dropbox or Office 365 were not designed with privacy regulations and security concerns in mind, mixing data from consumers and businesses, spread out in data centers across the globe. Enterprise IT workloads may be processed by Cloud Providers liable to the US CLOUD Act, meaning your business data can be leaked on orders of the US judicial system, often without disclosure to you.

Rather than trying to work around their limitations, Nextcloud provides a security-first solution which puts you in complete control over the location and access policies of data with a private cloud solution as well as a managed public cloud solution offered by local and trusted providers.

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Assicuro private insurance

Assicuro chose Nextcloud to ensure confidential data exchange with its over 3000 customers and partners, enabling customers to securely share confidential information e.g. insurance policies. Compared to other evaluated solutions, Nextcloud offered an easier user interface, and a professional and more secure, extensible platform.

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Our GDPR Overview document offers a basic 12 step process to GDPR compliance, as part of our GDPR Compliance Kit. Customers can download the complementing GDPR Admin Manual in our customer portal.

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Data protection

Secure your data

While data needs to be available for employees at all times, the IT department must be able to ensure policies around securing and sharing personal data are respected.

Many customers care deeply about their privacy and keeping their data secure while regulators give heavy penalties for data leaks. Nextcloud offers you the tools to keep data compliant and safe.

  • Legal compliance
    Federal data protection and GDPR-compliant, protecting data sovereignty, keep the server location in your country.
  • Data security
    Multiple levels of encryption (HTTPS/SSL/TLS, AES-256 or stronger, server-side and end-to-end encryption) ensure the highest level of data protection from hacking.
  • Fine-grained authorization
    A dedicated user and group management as well as a rights system allows the assignment of access rights according to your requirements.

Nextcloud is a popular self-hosted solution in businesses dealing with private data for its ability to strictly control access to data and industry-leading security capabilities.

File access control

The File Access Control feature of Nextcloud enables IT to codify legal and policy requirements, blocking unauthorized users uploading or downloading data following defined rules. Criteria include IP address ranges, group membership, file type and size, time and more. Data retention can be controlled as well, enabling administrators to limit the lifetime of certain files.

File access control

Monitoring and auditing logs

Nextcloud offers built-in powerful monitoring capabilities, enabling organizations to ensure smooth performance. Systems can be monitored using the web interface or through monitoring and systems intelligence tools like OpenNMS, Splunk, Nagios or others. A full auditing system logs all user actions, enabling fully compliant usage of file sync and share.

Monitoring and auditing

Encryption

Nextcloud uses industry-standard SSL/TLS encryption for data in transfer. Data at rest in storage can be encrypted using a default military grade AES-256 encryption with server-based or custom key management. Optionally and on a per-folder base data can be end-to-end encrypted on the client with the server assisting in sharing and key management using a Zero-Knowledge model.

Seamless integration and ease of use with key features like offline recovery keys, auditing and HSM support make Nextcloud Encryption capabilities leading in the industry.

The best of both

Easy access

A first requirement for any secure solution to share data is that it does not force complexity on the user. Complexity leads to mistakes and mistakes are costly in many ways!

Nextcloud makes accessing and sharing data a breeze, providing users a comfortable, familiar workspace.

Multi-platform productivity

Data needs to be available where your employees are. Tablets, mobile devices, laptops and desktops all have access to the same files at a moments notice thanks to the first-class Nextcloud clients.

Users can tag and comment on files for easy collaboration, roll back files to earlier versions or find deleted files in the trash. Real-time collaborative editing and secure audio/video calls and chat complement the array of features aimed at enhancing productivity.

Secure file exchange

Sharing files across the borders of your organization can be done easily and securely with our file-drop feature.

IT stays in control at all times, enforcing security policy with the File Access Control capabilities.

File drop

Integrated in email

To quickly and securely get data to your customers or receive documents from them, use the Nextcloud Secure Sharing Outlook Add-in. This avoids insecure and big attachments and instead provides a secure, trust-worthy file exchange that does not direct your customers to a third party but runs on your server and your domain.

Email integration

We provide trust

You are entrusted with the private data of your users. Breaking that trust is a costly, career-ending mistake.

Nextcloud enables you to focus on your work, taking care that your data stays private and completely under your control!

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Easy integration

Efficient deployment and management

Complexity is the enemy of security and Nextcloud is designed to offer quick and easy integration in existing infrastructure, leaving policies and procedures in place. Its powerful LDAP and storage integration seamlessly fits with existing user directories, Windows Network Drive, NFS and Sharepoint storage solutions.

The result: a quick implementation at low cost, and easy maintenance making a self-hosted Nextcloud the cloud compliance solution with the lowest TCO.