Is Dropbox HIPAA Compliant?

TL;DR

• Dropbox’s Compatibility with HIPAA: As standard, Dropbox does not meet HIPAA compliance for handling Protected Health Information (PHI).
• Dropbox HIPAA Configuration: Dropbox settings can be configured to bring the service into compliance with the requirements of HIPAA.
• Business Associate Agreement (BAA): Dropbox will sign a BAA with covered entities, such as healthcare organizations. A BAA is a necessary component of HIPAA compliance.
• Storing PHI in Dropbox: Presents significant compliance and data leak risks. Dropbox settings must be configured correctly, at all times, and employees must be trained on proper data security and handling protocol.
• Potential for PHI Leakage: Due to Dropbox being a cloud-based file storage and sharing platform, there is significant potential for data leaks. This ever present risk underscores the importance of robust Data Loss Prevention (DLP) strategies.
• Strac Dropbox DLP: Offers scanning, detection, and redaction of sensitive data within Dropbox to ensure your use of the service remains compliant and secure.
• Enhanced Protection Features: Dropbox DLP enables you to take control of your data security. Extensive access controls and data sharing permissions ensure sensitive data remains within trusted circles at all times.

Is Dropbox HIPAA Compliant?

Dropbox is a leading file sharing and file hosting service that is used by organizations operating in various industries, including healthcare.

Yes —Dropbox can be used in a HIPAA compliant way. However, healthcare organizations should be aware that Dropbox’s accessibility and widespread usage present data security risks.

In order to comply with HIPAA’s security rule and technical safeguarding requirements, specific configuration settings must be applied within Dropbox. Furthermore, healthcare organizations must be subscribed to a Business or Business Plus plan, educate their employees on data security protocol, and sign a Business Associate Agreement (BAA) with Dropbox 

These requirements can bring the use of Dropbox into HIPAA compliance, but without additional security mechanisms organizations are at risk of accidental exposure, malicious insider threats and cyber attack. 

Will Dropbox Sign a BAA?

Yes. Dropbox is willing to sign a Business Associate Agreement (BAA) with healthcare organizations.

To comply with HIPAA, business associates must have a BAA in place with all customers that are classified as HIPAA-covered entities.

However, simply signing a BAA does not ensure compliance. Organizations who have agreed to Dropbox’s BAA must also ensure their use of the system remains compliant. This involves configuring Dropbox’s settings, like applying strict sharing permissions and access controls, and ensuring all staff are properly trained on safeguarding sensitive data to prevent data leaks.

Can You Store PHI or Patient Data in Dropbox?

Yes, it is possible to store Protected Health Information (PHI) in Dropbox in a compliant way. 

However, organizations must configure the settings of their Dropbox Business plan in order to store data compliantly. This includes enabling strict access controls to prohibit unauthorized access of data; and sharing permissions to prevent data leaks.

PHI and sensitive patient data can be stored in Dropbox, but only by organizations on an Enterprise plan that is configured specifically to safeguard PHI. Without implementing these required configuration settings, you risk non-compliance with HIPAA and open yourself up to significant litigation and legal risks.

Can PHI or Patient Data be Leaked from Dropbox?

Considering Dropbox’s use as a cloud-based file storage service that allows for quick and easy file sharing, concerns over data leaks are warranted. 

Although configuring Dropbox’s security settings can bring the use of Dropbox into compliance with HIPAA, it does not completely secure Protected Health Information stored within Dropbox. 

The risk of accidental data leaks always exists. A simple misconfiguration or oversight during data handling can result in sensitive files being made public. Insider threats, where employees break with data safeguarding protocol, also happen much too frequently in the healthcare industry. 

The persistent threat of data leaks leads many healthcare organizations to adopt additional security mechanisms that not only ensure compliance but more effectively mitigate the risk of data leaks.

How Can Strac Prevent Data Leaks from Dropbox?

Strac Dropbox DLP is a comprehensive data leak prevention tool that adds an additional layer of security to Dropbox. Strac Dropbox DLP ensures your use of Dropbox remains compliant, efficient and secure at all times. Here's how:

• Seamless Integration: Strac Dropbox DLP effortlessly integrates with Dropbox, ensuring that enhancing security doesn't compromise user experience. The transition is smooth and unobtrusive with our complete range of DLP integrations.
• Meticulous Access Controls: Dropbox DLP provides extensive control over access controls and data sharing permissions. Ensure sensitive data remains within trusted circles by defining who can access files, what files they can share, and with whom. Learn more about protecting your catalog of sensitive data elements.
• Intelligent Detection: Using advanced algorithms, Dropbox DLP scans and identifies sensitive data, even within vast repositories. No sensitive data escapes the scan, whether it's credit card details, personal identification information, or proprietary documents.
• Redaction: Dropbox DLP can automatically redact sensitive text within all files (pdf, jpeg, png, word docs, excel spreadsheets, and more).
• Automated Response: Upon detecting a potential threat or misconfiguration, Strac DLP doesn't just raise an alarm—it takes action. From restricting access to notifying administrators, Strac Dropbox DLP ensures a rapid response.
• Stay Ahead of Compliance: With ever-evolving regulatory landscapes, Strac Dropbox DLP (and others) are continuously updated to ensure that your use of 3rd-party services always remains compliant. For developers, refer to our developer documentation for detailed guidance.

Learn more about how Strac adds an extra layer of security whilst helping organizations comply with HIPAA and other data security regulations. 

Check out ‎our focused guide to HIPAA Compliance and if you have specific questions, book a free 30-minute demo.