Administrators, protect online communication with your clients with encryption!
2020-08-11 | 3 min Property management
In an era when most people use the possibilities offered by a computer or smartphone with mobile internet to communicate, there is a question that almost every user will ask themselves sooner or later. And this time it is not about whether it can be done cheaper, but about "To what extent is my communication secure?"
Are you a property manager or a property management company? Protect your clients' data with encryption
Property managers who manage thousands, even tens of thousands of apartments, are increasingly asking themselves the question of security. Technological options are coming to the fore, making it easier to send online shipments quickly, easily and, above all, securely. Property owners certainly do not want their documentation, which often contains sensitive data, to fall into unauthorized hands.
Encryption of communication and the documents themselves is thus becoming an ideal, if not essential, method of data protection for property managers. This applies, for example, to sending shipments, bills, regulations, invoices, arrears, etc.
A simple and secure solution for property managers
The DOMUS information system, which already manages more than 750,000 apartments in Slovakia and the Czech Republic, provides an easy-to-use document encryption option to protect its clients' data from unauthorized access. This technology protects a lot of information without the recipient being aware of it.
PDF document encryption
DOMUS has built-in functionality that allows you to protect sensitive client data contained in PDF documents by encrypting them with a password, using symmetric encryption using the RC4 encryption algorithm with a key length of 128 bits. To set up this functionality, several settings are required, which include, for example, the owner's consent to sending mail and also consent to encrypting the document itself.
The apartment user himself has several options to choose from to protect his data sent in PDF form from the information system. He can choose his own password or have a new password generated directly in the system. The password itself is then sent to him by SMS service directly to his mobile number. The chosen password is valid for the entire period of communication with the administrator, until the user changes it.
Document encryption successfully deployed at administrators
The pilot deployment of this security innovation was also successfully carried out / implemented at the Stavebné bytové družstvo company in Púchov. Document encryption was implemented during the most hectic period for administrators – during the implementation and sending of annual invoices.
The director of the Púchov Housing Cooperative, Pavol Hlušek, talks about the positive impact of data protection that was sent via online mailings: "In May 2020, we sent the bill, the administrator's activity report, and the new monthly payment schedule to our clients, of which almost 900 (more than 27%) were sent via email, despite the short, only two-week period for signing the agreement on electronic document delivery.
Based on the owners' consent, we enabled them to encrypt documents using a password according to their preferences. All our clients welcomed this new security feature and in the future we plan to use it for all types of online mailings. We consider the security of our clients' personal data to be paramount in professional real estate management."
