Data Security
Data Security:
This, unfortunately is something we do need to address. It is very easy to attach your medical records, Hospital PDF’s etc into both Capacities or Notion, you can even embed your NHS PDF letters extremely easily into Notion.
This would be great, and ideal to have such a complete system, however it would be remiss of of Aardelia to advise this.
On this page we will very briefly touch on why this is, some of the Standards that are in place, what you can do, and what may be best practice areas for you to consider with your Digital Life.
Capacities, Notion and Seatable are all ‘Cloud’ based knowledge management platforms.
Best Practice for Personal Identifiable Data.
Capacities, Notion & Seatable
Standards they adhere too
Platforms such as Notion, Capacities and Seatable provide strong modern security measures, including encryption while data travels across the internet (encryption in transit) and encryption while stored on their servers (encryption at rest).
These protections help prevent unauthorised access and are widely used across modern cloud services.
However, these platforms are primarily designed as productivity and information management tools. Their features often include searching, linking information, collaboration, automation, integrations and AI-assisted functionality. In order to provide these features, the platform may need the ability to process your information on its servers.
For this reason, they should not be considered dedicated secure document vaults for highly sensitive records.
For many users, these platforms are perfectly suitable for:
• Daily journal entries
• Mood and wellness tracking
• Exercise records
• Medication reminders
• Appointment logs
• Recovery notes
• Personal reflections
• Goal tracking
These tools provide an excellent balance between convenience, organisation and security, but users should carefully consider whether highly sensitive documents should be stored elsewhere.
Encryption Keys - Level Up
For Personal Identifiable Data
Some information may justify a higher level of protection.
Dedicated secure storage providers use technologies such as end-to-end encryption or zero-knowledge encryption. In these systems, encryption keys are controlled by the user, meaning the provider has little or no ability to view the contents of stored files.
Examples include:
• Secure document vaults
• Encrypted cloud storage services
• Password managers
• Encrypted file archives
This additional level of protection may be appropriate for:
• Hospital letters and discharge summaries
• Medical test results
• Insurance documents
• Passport scans
• Driving licences
• Birth and marriage certificates
• Financial statements
• Tax records
• Legal documents
• Backup copies of important records
Many users also choose to store passwords within a dedicated password manager rather than within notes or journal systems.
Password managers provide encrypted storage for passwords, account credentials, recovery codes and other sensitive login information.
A practical approach is to use your journal as a hub, an index or reference system while storing highly sensitive documents in a dedicated encrypted vault.
The journal can then contain summaries, actions, reminders and links to the sensitive document location.
Best Practice Summary
Think of your digital information in layers. Everyday information belongs in your journal.
Important documents belong in secure storage. Passwords belong in a password manager.
By matching the sensitivity of information to the appropriate level of protection, you can benefit from the convenience of digital tools while maintaining good privacy and security practices.
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