Notion DLP

Discover & Remediate Sensitive Pages & Blocks - Notion DLP (Data Loss Prevention)

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Notion DLP

Table of Contents

TL;DR: In Short: Strac Helps Ensure Notion's HIPAA Compliance

Notion is a productivity app that needs to be protected due to regulatory compliance and insider threats.
Strac Notion App is a Data Leak Prevention (DLP) software that discovers and redacts sensitive messages and files from Notion pages, blocks, and comments.
Strac's redaction experience blocks sensitive PII or PHI data.
A business can configure a list of sensitive data elements to redact and compliance, risk, and security officers will get audit reports of who accessed what messages.
Visit Strac's compilation of sensitive data items that are autonomously spotted and masked by Strac.
Checkout our video demo below to learn about how Strac Notion DLP and redaction works

The Challenge of Meeting HIPAA Compliance for Notion

Notion is a productivity app that enables users to write, plan, collaborate, and organize. It offers features like notes, databases, kanban boards, wikis, calendars, and reminders. Users can connect these components to create their own systems for knowledge management, note taking, data management, and project management.

In a platform like Notion where data can be easily shared, collaborated and exported, it is more important than necessary that Notion account needs to be protected:

Regulatory Compliance: Many industries are subject to regulations requiring certain data protection standards, such as GDPR for personal data in the European Union, or HIPAA for health information in the U.S. A DLP strategy can help ensure compliance with these regulations.
Insider Threats: Verizon's 2021 Breach Investigation Report state that the Healthcare and Finance industries experience the most incidents involving employees misusing their access privileges and also suffer the most from lost or stolen assets. Even trusted employees can sometimes unintentionally or intentionally cause data leaks. Notion is used by teams for collaboration, and DLP can help ensure that this collaboration can take place securely, without risking data leaks. In a platform like Notion where data can be easily shared and exported, DLP provides a way to maintain control over the data, ensuring that it doesn't end up in the wrong hands.

How Strac Can Help Notion Achieve HIPAA Compliance

Strac Notion App is a Data Leak Prevention (DLP) software which is highly alert driven:

It discovers (aka detects) sensitive messages & files from Notion pages, blocks, databases, comments. You can turn on Strac Notion App to just get findings of sensitive messages shared.
It masks (aka redacts or removes) sensitive messages and files from Notion pages, blocks, and comments while allowing authorized users to view those messages/files in Strac UI Vault. With Strac's redaction experience sensitive PII or PHI data is blocked.
A business can configure a list of sensitive data elements (SSN, DoB, DL, Passport, CC#, Debit Card, API Keys, etc.) to redact. Compliance, Risk and Security officers will get audit reports of who accessed what messages.

Visit Strac's compilation of sensitive data items that are autonomously spotted and masked by Strac. More details can be found at this link: https://www.strac.io/blog/strac-catalog-of-sensitive-data-elements.

Strac Notion DLP

Original Notion Page with Sensitive Data

Original Notion Page with Redaction

Sharepoint DLP Use Cases

Practical Scenario

A hospital’s billing and administrative teams use SharePoint Online to store patient invoices, medical reports, and insurance forms. While collaborating with external insurance providers, a staff member accidentally updates the permissions on a SharePoint document library to “Anyone with the link,” exposing potentially thousands of patient files containing PHI.

How Strac's Sharepoint DLP Helps

Continuous Data Discovery: Strac automatically scans existing and newly uploaded documents, identifying PHI (e.g., medical record numbers, Social Security Numbers).
Classification & Labeling: Once identified, files are labeled (e.g., “HIPAA Sensitive”), ensuring that administrators know which documents require the highest level of protection.
Visibility into Access: Strac provides real-time insight into who has access to these sensitive documents. Administrators can instantly see if unauthorized users or broad groups have viewing rights.
Revoke Public Links: If a file is publicly accessible, Strac immediately revokes those links and restores restricted access.
Alerts & Quarantines: When someone attempts to share PHI externally, Strac can alert admins, quarantine the file for review, or completely block the action.
Audit-Ready Reports: All actions are logged, enabling quick incident response and demonstrating HIPAA compliance for audits.

Practical Scenario

A mid-sized investment firm uses SharePoint to collaborate on various client files, including:

Credit card statements (subject to PCI-DSS)
ID documents (Driver’s Licenses, Passports, etc.) used for KYC (Know Your Customer) verification
Banking information such as account and routing numbers

An associate accidentally shares a SharePoint folder containing these files with a newly onboarded client who does not require access to all confidential documents. This folder is also accessible to several internal teams outside the immediate project, creating multiple potential exposure points.

How Strac's Sharepoint DLP Helps

Comprehensive Data Discovery: Strac scans both existing and newly uploaded documents in SharePoint for sensitive information such as credit card numbers, bank account details, and ID documents (Driver’s License, Passport formats).
Classification & Automated Labeling: Once identified, Strac applies meaningful labels (e.g., “PCI-DSS Sensitive,” “PII – ID Documents,” “Banking Info”) to ensure these files stand out and are subject to stricter security rules.
Visibility into Access: Strac provides an immediate view of who currently has access to these sensitive files. This allows admins to spot situations where external clients or internal teams unnecessarily have permissions.
Public Access Revocation: If a labeled document (e.g., containing card data or ID scans) is found to be publicly shared or too broadly accessible, Strac automatically revokes these links or permissions, aligning access with the principle of least privilege.
Alerts, Quarantines, and Blocks: When a user attempts to share a labeled document with outside domains—or with an entire department—Strac alerts administrators or quarantines/blocks the file share, depending on policy settings.
In cases where the share is intentional but needs review, admins can approve or deny the request within Strac’s dashboard.
Audit & Compliance: Every sharing event, label assignment, and access revocation is logged, creating a detailed audit trail. This helps demonstrate compliance with PCI-DSS, KYC, AML, and other regulatory requirements.
Automatic reporting simplifies any regulatory or internal compliance audit, reducing the administrative burden on security and compliance teams.

Practical Scenario

A software company keeps source code, product roadmaps, and design specs in SharePoint. Several teams—including external contractors—use the same SharePoint site. A developer accidentally grants a large group, including some non-disclosure–exempt contractors, access to a folder containing patent-pending code.

How Strac's Sharepoint DLP Helps

Holistic File Scanning: Strac inspects documents, PDFs, and archives for code snippets, system designs, and proprietary business terms to detect potential IP.
Intelligent Labeling: Documents identified as containing IP or trade secrets are automatically classified (e.g., “Proprietary IP”), reinforcing the need for restricted sharing.
Real-Time Access Insights: With Strac, administrators can instantly see who has access to IP-tagged files, enabling them to remove unauthorized users or reduce permission scopes.
Immediate Link Removal: If a contractor or external partner is mistakenly granted access to IP, Strac revokes public or unauthorized sharing before the files can be downloaded.
Alerts & Blocking: Strac’s policies can be configured to alert security teams or block external sharing attempts for files containing proprietary content.
Incident Response & Auditing: Detailed logs of every share request, label change, and access revocation aid in quick incident resolution and help prove due diligence if legal issues arise.