Documentation

Security Best Practices

Keep your documents and organization secure

Follow these security best practices to maximize protection when using PDF Ghost.

Account Security

Strong Authentication

Use Strong Passwords

  • Minimum 12 characters
  • Mix of uppercase, lowercase, numbers, symbols
  • Avoid common words or patterns
  • Don't reuse passwords from other services

Enable Two-Factor Authentication If available in your organization:

  • Add authenticator app (Google Authenticator, Authy, etc.)
  • Save backup codes in secure location
  • Don't share codes with anyone
  • Use different 2FA for different services

Session Management

Review Active Sessions Regularly

  • Check Settings → Security → Active Sessions
  • Look for unfamiliar devices or locations
  • Revoke any suspicious sessions immediately

Sign Out When Done

  • Always sign out on shared computers
  • Use private/incognito mode on public devices
  • Don't save passwords in public browsers

Social Login Security

If using connected accounts:

  • Keep your Google/GitHub account secure
  • Review authorized applications regularly
  • Revoke access if no longer needed

Organization Security

Team Member Management

Principle of Least Privilege

  • Give members only the access they need
  • Use Member role for regular users who create jobs
  • Reserve Admin for trusted team leaders
  • Only give Owner role when transferring organization control

Regular Access Reviews

  • Review member list monthly
  • Remove departing employees immediately
  • Audit admin access quarterly
  • Update roles when responsibilities change

Invitation Security

  • Verify email addresses before inviting
  • Don't send invitations to external addresses
  • Revoke unused invitations
  • Use corporate email domains only

Job Security

Recipient Verification Before creating a job:

  • Double-check all recipient emails
  • Verify names are correct
  • Remove any test or invalid entries
  • Confirm you have authorization to send

Visible Watermarks Consider using visible watermarks:

  • Deters unauthorized sharing
  • Reminds recipients of confidentiality
  • Provides visual confirmation of fingerprinting
  • Can include confidentiality notices

Distribution Security When sending fingerprinted PDFs:

  • Use encrypted email when possible
  • Secure file sharing services only
  • Never post in public locations
  • Track who received what and when

Document Protection

Before Fingerprinting

Document Preparation

  • Remove sensitive metadata first if needed
  • Ensure document is final version
  • Check for embedded objects or scripts
  • Test PDF opens correctly

Content Review

  • Verify all information is appropriate
  • Remove draft markers or comments
  • Check page numbers and ordering
  • Ensure proper formatting

After Distribution

Monitor for Leaks

  • Set up Google Alerts for document keywords
  • Check relevant forums or sites
  • Review employee departure procedures
  • Conduct periodic audits

Recipient Education Educate recipients about:

  • Confidentiality requirements
  • Consequences of unauthorized sharing
  • Proper handling procedures
  • Who to contact with questions

Data Protection

Privacy Considerations

Minimal Data Collection

  • Only add necessary recipient information
  • Don't include excessive personal data
  • Use email addresses instead of full profiles
  • Review data retention policies

Secure Storage

  • Download artifacts promptly
  • Store locally in encrypted drives
  • Use secure backup solutions
  • Delete from PDF Ghost when no longer needed

Data Retention

  • Retention periods vary by plan (Free: 7 days, Starter: 30 days, Pro: 90 days, Team: 180 days, Enterprise: 365 days)
  • Download important artifacts promptly before your plan-specific retention period expires
  • Delete jobs when distribution is complete
  • Archive systematically

Compliance

Industry Regulations Ensure compliance with:

  • GDPR (for EU recipients)
  • CCPA (for California recipients)
  • HIPAA (for healthcare documents)
  • SOX (for financial documents)
  • Industry-specific requirements

Internal Policies

  • Follow your organization's data handling policies
  • Document distribution procedures
  • Maintain audit trails
  • Report incidents properly

Incident Response

If You Suspect a Leak

  1. Document Everything

    • Save the leaked document
    • Note where you found it
    • Record date and time
    • Screenshot the location

  2. Use Leak Detection

    • Upload the document to PDF Ghost
    • Run leak analysis
    • Save the results
    • Export the evidence report

  3. Internal Investigation

    • Don't confront recipient immediately
    • Review distribution records
    • Check job history
    • Assess damage

  4. Escalate Appropriately

    • Notify your security team
    • Contact legal counsel if needed
    • Follow incident response procedures
    • Report to management

If Your Account is Compromised

  1. Immediate Actions

    • Change your password immediately
    • Revoke all active sessions
    • Enable two-factor authentication
    • Review recent activity

  2. Assess Impact

    • Check recent jobs created
    • Review member changes
    • Verify billing information
    • Look for unauthorized access

  3. Notify Others

    • Alert your organization admins
    • Contact PDF Ghost support
    • Inform affected team members
    • Update security procedures

Best Practices Checklist

Daily

  • Sign out when leaving workstation
  • Verify recipient information before creating jobs
  • Use strong, unique passwords

Weekly

  • Review active sessions
  • Check for completed jobs to download
  • Monitor plan usage

Monthly

  • Review organization members
  • Audit job history
  • Update passwords
  • Review security settings

Quarterly

  • Comprehensive access review
  • Security training for team
  • Update security procedures
  • Compliance audit

Security Features in PDF Ghost

Built-in Protection

Invisible Fingerprinting

  • Undetectable to recipients
  • Survives printing and scanning (to some degree)
  • Unique per recipient
  • Cryptographically secure

Secure Storage

  • Encrypted at rest
  • Secure transmission (HTTPS)
  • Isolated per organization
  • Regular security audits

Access Controls

  • Role-based permissions
  • Organization isolation
  • Secure authentication
  • Session management

Audit Trail

  • All actions logged
  • Job creation tracked
  • Download events recorded
  • Member activity monitored

Next Steps

Security Best Practices | Documentation | PDF Ghost