Sharing a whiteboard photo securely: the image vs. the output.
Short answer
The most secure way to share whiteboard content is to share BoardSnap's text output — the summary and action items — rather than the raw photo. Text can be selectively shared, redacted, and controlled. Raw photos contain everything on the board and are harder to audit once distributed. For the photo itself: use encrypted messaging or secure shared drives, not email attachments.
## Why whiteboard photos are a security risk
A whiteboard photo is a single file that contains every piece of information on that board — strategic plans, customer names, financial figures, personnel decisions. Once that photo is sent, you have no control over where it goes next. Unlike a text document, you can't see what specific data is in it without opening it, and most MDM/DLP tools don't scan image content.
## The safer default: share the summary, not the image
BoardSnap reads the board and produces a text summary and action items. You control what to share from that output:
- Copy only the action items (not the full summary)
- Edit the text before sharing to remove sensitive names or figures
- Share specific sections to specific people
The raw photo should be treated like any sensitive document — share it only when the image itself is specifically needed.
## Secure channels for sharing the image if needed
- Encrypted messaging: Signal, iMessage (end-to-end encrypted between Apple devices), or WhatsApp for informal team sharing
- Secure shared drives: SharePoint with proper permissions, Google Drive with restricted access (not "anyone with link"), Dropbox with password protection
- Slack/Teams in private channels: Better than email; messages are logged and searchable by admins
- Email with caution: Email is the least secure option for sensitive content — images can be forwarded, aren't encrypted at rest on most servers, and can't be recalled
## What not to do
- Don't share the raw photo in public Slack channels or team-wide channels if the board contains anything sensitive
- Don't upload to personal Google Photos or iCloud if the board contains client or patient information
- Don't text the photo to personal phones if your organization has confidentiality policies
## GDPR and HIPAA considerations
If your board contains personal data (EU context) or patient information (US healthcare context), the photo is subject to the same handling requirements as any document containing that information. See our dedicated pages on GDPR and HIPAA implications for whiteboard photos.
Frequently asked
Can I share a BoardSnap summary with someone who doesn't have the app?
Yes — copy the summary or action items as text and send them however you like. The recipient doesn't need BoardSnap to read the text output.
Does BoardSnap store my whiteboard images on its servers?
BoardSnap processes images to generate summaries. Review the BoardSnap privacy policy at boardsnap.ai/privacy for full details on data handling and retention.
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