
- Customers
- Non-profit
Protecting sensitive data and preventing data leaks
Jeugdbescherming Gelderland

The Challenge
- The organization was using a secure email tool that was a separate solution to their email client, which resulted in clunky workflows
- As a healthcare organization, sensitive data must be sent securely in accordance with the AVG (Dutch interpretation of the GDPR) and other information security legislation. The ability to protect data needed to be simple and easy for employees
- Exchanging sensitive information with other organizations, including municipalities and other healthcare providers, as well as parents and caregivers, needed to be secure and easy for everyone involved
Solution
- The Zivver Outlook plugin integrates seamlessly with Outlook to make sending (and receiving) sensitive emails and files easy for employees
- Zivver business rules detect sensitive data and alert users when it is best to encrypt emails before sending, meaning employees don’t need to make the decision by themselves
- In the event of a missent email or file, Zivver enables users to recall emails and identify whether it is yet to be accessed – providing total transparency around whether a data leak has occurred
Jeugdbescherming Gelderland delivers support to families and children across Gelderland with the objective of ensuring a stable home situation for young people. The organization place great emphasis on the trust of their stakeholders and, as such, recognizes the pivotal role of data protection in their service delivery.
We spoke with Cindy Leenders, IT Coordinator, and Brian Vandermeulen, System Administrator, to learn about the role of Zivver in the organization’s wider cyber security strategy:
“We want to protect our sensitive data and our client’s privacy and so the ability to email securely is vital,” says Cindy. “Before introducing Zivver, we were using a secure email solution that was a separate environment; people had to log into a website to write and send secure emails. It was a separate step in their workflow, making it clunky and inconvenient, so we were looking for a solution which integrates seamlessly with Outlook.”
Brian expands on the organization’s requirements to send sensitive data securely: “As a healthcare organization, security is very important. We must comply with the (AVG) GDPR and data needs to be handled securely with proper encryption. Our old solution wasn’t tailormade for us. We manipulated it to work for our organization, but it wasn’t easy to work with. In fact, we had a lot of complaints about it. It was time to look for an alternative.”
"Looking for a new solution, we had two priorities: it needed to be easy and secure.” Cindy explains. “We’ve received great feedback from our teams about Zivver. They love that it is integrated with Outlook because it is much more accessible.”
Preventing data loss with sensitive data detection
"The Business Rules are very helpful. Zivver detects sensitive data in emails and attachments. Employees don’t have to decide for themselves whether to send an email securely; Zivver tells them.”
"In addition to the sensitive data detection, Zivver enhances Outlook with large file sharing capabilities. Employees often need to send files to the parents of clients, municipalities or other healthcare organizations. We also need to be able to receive files containing sensitive data from other organizations, too, and this is possible with Zivver. Organizations can reply to an email sent with Zivver and send sensitive data to us securely, with large files attached.”
“We use 2FA to protect sensitive emails. We use verification emails mainly for this but would like to use SMS or a secret key. These options are great for emailing individuals but when it comes to engaging with shared inboxes, the email verification is the most reliable option. However, we are investigating ways of making this work for us in accordance with NTA7516.”
“The recall functionality is great.” Says Brian. “When someone realizes they’ve sent an email to the wrong person, or shared a document by accident, I can identify whether it has been opened and recall it. When we can see that it hasn’t been opened, we can guarantee it’s not a data leak. It’s a very helpful feature.”
Adding greater business value
"Twice a year, we have a meeting with our Zivver lead, and we explore the reporting suite to ensure we’re making the most of Zivver. We tend to feel that Zivver just works and doesn’t require any manual intervention day to day.” Says Cindy.
"When we go through the reports with our CS lead, we can see that our colleagues are using Zivver quite a lot. In fact, we have the highest percentage for Zivver usage in the Netherlands, so our adoption is clearly great!”
“We don’t need to prove to our management team why Zivver is a valuable tool. They use it themselves and they can see the value of Zivver. We are never challenged around its purpose or ROI; it is considered a business-as-usual tool.”
Saving administrative time
"One of the all-round benefits of Zivver is the synctool which automates user access by automatically onboarding new employees.” Brian explains. “Zivver isn’t just easy to use for users, but administratively, it is a very simple tool to manage. We have other applications that don’t incorporate any synchronization, and there’s a lot of work involved. Zivver isn’t a time-consuming tool, it just works.”
“I never receive questions from new employees about Zivver,” says Cindy. “It's in Outlook, the business rules work perfectly and so we never receive questions about how it works. We get a lot of questions about other applications, but never Zivver. I would absolutely recommend Zivver to any healthcare organizations!”
Two-way secure communication
“Another aspect of Zivver which we love is the large file transfer. We have a data room but we don’t want to use this for one-off transactions. Having unlimited, two-way file transfer capabilities is very beneficial to us. As I look after both security and IT at GA Solicitors, I need to ensure our practice is protected from email interception; I’m conscious of AI, phishing, and spoofing. Using encrypted file transfer is protecting us against these threats.”
“Conversation Starter functionality is also very helpful. With Zivver, we can enable stakeholders to reply to our emails securely. People don’t need to create accounts to do this. Clients often need to send us files; a family client may need to send up to 30 or 40 photographs, for example, and this will breach the limit of an ordinary email exchange. With Zivver, this is easy.”
Supporting compliance under the SRA
“Under the SRA and Cyber Essentials, we have to employ the relevant tools to fulfil security requirements. Zivver is part of this suite, supporting us to meet our legal obligations. Every tool we implement needs to be easy to use, otherwise people won’t use them.”
“We have received feedback from our colleagues and it is generally always positive. I haven’t had one issue with regards to communication or email transfer. We have also received feedback from several organisations that Zivver is a better system to the alternative used predominantly by law firms.”
“Zivver’s system support is also very good, they are more than happy to go the extra mile to engage with the courts on our behalf to assist. They set the example. I would recommend Zivver to any law firm looking to protect their email communications.”
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