Can’t find the answer you’re looking for? Ask the FileCap support assistant at chat.filecap.com — it knows the full FileCap documentation and answers your questions directly, 24 hours a day.

Can I use FileCap with Gmail or Hotmail?#

Absolutely! There are several ways to use FileCap in combination with Gmail, Hotmail, iCloud Mail, Yahoo Mail, or other email providers.

1. If you use Gmail, Hotmail, or another online mail provider through your web browser, you can simply go to your FileCap portal, log in with your email address, and securely send a message or files to the recipients. If you have configured this within FileCap, you will receive a confirmation of your sent message. When a recipient reads the message or downloads files, you will also be notified, and when you receive a reply from a recipient, you will get a notification in your mailbox and can read the reply on the FileCap portal.
2. If you use Hotmail, Gmail, or another email service in combination with Outlook, you can also choose to use the FileCap Outlook add-in. You can register it with your own email address and link it to your FileCap environment. After registration, you can easily send secure email and files via the FileCap add-in.
3. Do you have an email address ending in @hotmail.com or @outlook.com? Then you can also very easily add the FileCap add-in to your webmail environment directly from your mailbox. Start a new email, click the 3 dots at the bottom of the screen (next to the OneDrive icon) and choose “Get Add-ins”. Then click “My add-ins”, choose “Add a custom add-in”, and then “Add from file…”. You can download a manifest file (an XML file) from the FileCap administration interface. You can upload it here. After that, you can activate the add-in and start using it right away.

It is currently not (yet) possible to use FileCap with the Google Chrome browser via an extension. This may become possible in the future. Keep an eye on our website!

Which verification methods does FileCap offer?#

FileCap offers several verification methods to ensure that only authorized users have access to the information you have sent. There are four verification methods you can choose from:

1. Verification code by email: this method is the default verification for FileCap. When sending a message, FileCap sends an email to the recipients containing a verification code. To gain access to the message and the attachments, the recipients must enter the verification code on the FileCap portal.
2. SMS verification: instead of a verification code by email, you can also choose SMS verification. With this method, FileCap sends a verification code by text message to the recipients’ mobile phones. They must enter this code on the FileCap portal to gain access to the message and the attachments.
3. Self-chosen password: you can also choose to use a self-chosen password to gain access to the message and the attachments. The sender creates the password and shares it with the recipients. They must enter the password on the FileCap portal to gain access.
4. Company password: this option is especially useful if you regularly exchange information with another company. You can set a company password that is only valid for users of the same company. This makes it easy to exchange secured files with people from the other organization.

You can choose to use one verification method or two verification methods for extra security. For example, if you choose a verification code by email and a self-chosen password, the recipients must enter both the verification code and the password to gain access to the information.

Which Outlook versions does FileCap offer a plug-in for?#

FileCap offers plug-ins for the Outlook mail application on Windows, Mac, and the web version. Once you are a FileCap customer, you can download the plug-in via the administration portal to activate FileCap on computers.

Unfortunately, we do not (yet) offer support for the Outlook UWP app released in 2023. We advise its users to use the Office 365 Outlook app and the FileCap add-in available for it. You can read more about the arrival of this new Outlook version here.

Can I retract a message with FileCap after it has been sent?#

With FileCap, it is possible to retract a sent message and delete the attachments. This can be useful if you have accidentally sent the wrong file or if you want to cancel the message before the recipients have received it. Even after a recipient has opened the message, it can still be retracted.

After you have sent a message, you will receive a notification from the FileCap server containing a unique link. To retract a message, click this link. You will then be taken to the FileCap portal, where you must confirm once more that you want to retract the message.

If you send your email from the FileCap portal, you can retract the message immediately after sending.

With the option to retract a message and delete the attachments, FileCap offers an additional way to safeguard the security and control of sent messages and files.

What happens with FileCap if I recall an email sent via Outlook?#

An email sent with FileCap can be recalled via Outlook in the same way as a regular message, right after sending but also at a later time. If the recipient still visits the link from their mail program (Outlook, for example) through which the email and the file(s) can be accessed, they will receive a notification from FileCap that the email and any attached files are not available.

What is the maximum file size for sending a file with FileCap?#

FileCap has no limits when it comes to file size, so in theory any file of any size can be sent with FileCap. However, because we use the Scaleway platform for our SaaS environment, there is still a limit to how large a single file sent with FileCap can be. This limit is 5TB (5 terabytes, which is roughly 5,000 gigabytes).

To put this into perspective a bit:

• That is more than 1,000 DVDs
• That is more than 2,400 hours of Full HD video
• That is more than 1,000,000 12MP photos
• That is more than 30 million Office documents

This limit only applies to a single file! If you want to send 20 files of 4TB each, that is perfectly fine.

Why do I get the message “Failed to load FileCap” in Outlook?#

The message “Failed to load FileCap” comes from Outlook and indicates that there is a problem loading the FileCap add-in in Outlook. A possible solution to this problem is to restart Outlook.

Here are the steps to restart Outlook:

1. Close Outlook completely by closing all windows.
2. Wait a few seconds to make sure Outlook has fully closed.
3. Restart Outlook by opening the program again.

After restarting Outlook, try using FileCap again and check whether the message “Failed to load FileCap” still appears. In most cases, this should resolve the problem. If the problem persists, contact FileCap Support for further assistance.

How does the licensing model work?#

We have two pricing models:

• price per email address / user or
• price for the entire company / all users (domain-based pricing model) *

* With a price per domain / entire organization, we assume that on average 25% of employees use the FileCap solution with some regularity. The price is based on this. Is this percentage higher in your company? Then that is still fully included in the price and no additional costs are charged. Depending on the specific situation, we will look together at the most cost-effective pricing model.

Does FileCap offer Business Rules / DLP?#

Yes, FileCap offers extensive options for configuring Business Rules (also known as Data Leakage Protection / DLP).

With FileCap’s DLP functionality, potential data loss incidents are proactively identified and prevented. DLP checks emails and automatically and intelligently detects sensitive information. With our customizable rules and policies, specific data types (including Office and Open Documents files) and keywords can be defined that may not be shared via email. This way, strict regulations and internal compliance requirements are met, while the risks of data loss are minimized.

If I have multiple legal entities or companies, do I need to purchase a separate license for each company?#

No, that is not necessary. If a company consists of multiple entities (subsidiaries or trade names, for example), we can create a special license (site license). This license is purchased once for all companies together, and a separate sub-portal can then be created for each company. This allows each entity to keep its own branding and settings, while only one license is required.

Where is my data stored and hosted?#

FileCap is hosted by a European cloud provider with data centers within the European Union. FileCap’s data is stored and processed within the EU.

The underlying infrastructure runs on the cloud platform of Scaleway, a European provider. This means that both the hosting and the operational management of the infrastructure take place within Europe.

Is FileCap subject to European legislation?#

FileCap is hosted by a European cloud provider that operates from within the European Union and is subject to European law.

This means that the infrastructure FileCap runs on is managed by a provider that operates under European legislation. In addition, FileCap is set up in accordance with the GDPR for the processing of personal data.

Why do some organizations deliberately choose a European cloud provider?#

With cloud solutions, it is not only the physical location of data centers that matters, but also the legal structure of the provider.

Some international cloud providers have data centers within the EU but are part of a parent company outside Europe. In that case, legislation other than European law may also apply.

By choosing a cloud provider that is established and operates within Europe, organizations choose an infrastructure that falls within the European legal framework.

Why does the jurisdiction of a cloud provider matter for data storage?#

Jurisdiction determines which legislation applies to an organization and which legal obligations a provider is subject to.

Even when data is physically located in European data centers, the legal structure of the provider can influence which legislation is relevant in certain situations.

That is why organizations making cloud choices look not only at the location of data, but also at the legal position of the cloud provider.

Is this transport and storage encryption or true client-side end-to-end encryption?#

FileCap uses TLS and server-side encryption, not client-side end-to-end encryption (E2EE). With true E2EE, a file is encrypted on the user’s device before uploading. The server then never has the ability to access the file in unencrypted form at any point. FileCap’s architecture does not work this way.

This is a deliberate trade-off. With E2EE, the entire risk of key loss lies with the customer. If the client-side key is lost, the data is permanently lost and recovery is not possible. FileCap’s model has a limited and controlled time window on the server side, in exchange for centrally managed and recoverable key management.

Customers who want to remove Contec entirely from the processing chain can implement FileCap on-premises. The same server-side process then takes place entirely within their own infrastructure.

At which moments are files encrypted and decrypted?#

During upload, files are briefly available on the server in unencrypted form before encryption is applied. During download, this happens after decryption and before the file is sent to the recipient. Stored files are always encrypted, and transport is secured with TLS throughout the entire process.

No additional processing of the unencrypted content takes place during this short time window. It concerns only the moment at which the server performs the encryption or decryption.

Customers who want to eliminate this time window entirely can implement FileCap on-premises within their own environment. This means no external party, including Contec, can technically gain access to files in unencrypted form.

Who generates, stores, and manages the cryptographic keys?#

Within the hosted service, the cryptographic keys are generated and managed by Contec. Wegener IT and the customer have no direct access to them.

This allows Contec to take care of the security and continuity of key management, including key rotation, HSMs, backups, and disaster recovery, without customers having to manage this themselves.

Customers who want full control over the cryptographic keys themselves can implement FileCap on-premises. Key management then takes place entirely within their own environment.

Can access to files in unencrypted form be completely ruled out?#

Within the hosted model, technical access to files in unencrypted form cannot be completely ruled out. During upload and download, a very limited access window technically exists for Contec. This is inherent to the use of server-side encryption.

This risk is managed technically and organizationally through access policies, audit logging, and contractual data processing agreements.

Customers who want to completely rule out technical access by Contec can implement FileCap on-premises. Processing then takes place entirely within the customer’s infrastructure, thereby eliminating the external processing chain.

Is customer-managed key management (BYOK/HYOK) possible?#

Customer-managed key management in the form of Bring Your Own Key (BYOK) or Hold Your Own Key (HYOK) is currently not available within the hosted FileCap service. The possibility of offering this is being investigated.

An on-premises implementation does currently give customers actual control over their own keys. The entire FileCap system and the associated key management then run within the customer’s own environment.

Do the algorithms, key lengths, and modes of operation used comply with BSI TR-02102?#

The algorithms, key lengths, and modes of operation used within FileCap have not yet been formally assessed against BSI TR-02102.

This guideline is specifically aimed at the German market and has not been a priority until now. An action item has since been created to assess the cryptography used against the requirements and recommendations of BSI TR-02102.

Can I also send large files with FileCap?#

Sending large files is often a challenge, especially when the files are too large to send by email via an app like Outlook. Fortunately, this is no problem at all with FileCap.

FileCap is a solution for securely and easily sharing files to and from any location. No matter how large the files you want to send are, with FileCap you can send them easily and quickly.

Let’s look at some examples of large files you can send with FileCap:

• A video in 4K resolution: these files can easily be more than 100 GB in size, but with FileCap sending them is no problem at all.
• A 3D animation: these files are often very large and would normally not be able to be sent by email. With FileCap, however, sending them is a simple task.
• A series of high-resolution photos: if you want to send a large number of high-resolution photos, this can add up to several gigabytes of data. With FileCap, however, you can easily send these files.

Sending these large files with FileCap is not only easy, it is also secure. FileCap uses secured servers and encryption to ensure that your files are sent and stored securely.

In short, if you want to send large files, FileCap offers the perfect solution. It is easy to use, fast, and secure. Try it today and experience for yourself how easy it is to send large files with FileCap.

Which certifications does FileCap have?#

FileCap has the ISO 27001 certification. In addition, our solution is WCAG 2.0 compliant and we comply with the GDPR.

The ISO 27001 certification is an international standard for information security. It was developed by the International Organization for Standardization (ISO) and the International Electrotechnical Commission (IEC). The standard defines requirements for an information security management system (ISMS) and specifies how an organization can manage its information security.

FileCap has been certified according to the ISO 27001 standard since April 1, 2021. This means the company meets strict requirements in the area of information security. FileCap’s ISMS has been assessed and approved by an independent certification body.

FileCap is committed to protecting the privacy and security of the personal data of its customers and users. The FileCap solution from Contec is fully compliant with the ISO 27001 certification. This means that the FileCap solution has been designed and implemented according to the requirements of the ISO 27001 standard and that Contec’s ISMS is integrated into the FileCap solution.

In addition, the FileCap solution is also GDPR-compliant. The GDPR is the General Data Protection Regulation, the European data protection legislation. This legislation applies to all organizations that process personal data of individuals within the European Union (EU). In the Netherlands, this legislation has been implemented as the AVG, the Algemene Verordening Gegevensbescherming.

The GDPR imposes strict requirements on the processing of personal data and gives individuals more control over their own data. For example, organizations must be transparent about how they process personal data and must meet specific requirements for obtaining consent for the processing of personal data.

The FileCap solution meets these requirements and therefore offers a secure and reliable way to share and manage files. FileCap is proud of its ISO 27001 certification and its GDPR-compliant FileCap solution and remains committed to safeguarding the security and privacy of its customers and users.

Can I also securely receive files with FileCap?#

Yes, with FileCap you can easily receive large files, no matter where you are or what device you use. There are two ways to receive large files with FileCap:

1. Invitations: with FileCap’s invitation feature, you can easily send invitations to people to send files to you. You can send the invitation by email or share a direct link to the FileCap portal. The recipient only has to click the link to send the files to you.
2. FileCap portal: you can also use the FileCap portal to receive files. The portal is a web application through which people can send files to you, without needing an account or having to install software. The portal is easy to use and can be fully customized to your organization’s branding.

Let’s look at some examples of large files you can receive with FileCap:

1. A video presentation: imagine you want to receive a video presentation from a colleague working at another location. The presentation was created in high resolution and is therefore too large to send by email. With FileCap, you can easily send an invitation to your colleague or use the FileCap portal to receive the presentation.
2. A series of high-resolution photos: if you want to receive a large number of high-resolution photos from a customer, this can add up to several gigabytes of data. With FileCap, you can easily send an invitation to the customer or use the FileCap portal to receive the photos.

Receiving large files with FileCap is not only easy, it is also secure. FileCap uses secured servers and encryption to ensure that your files are sent and stored securely.

Does FileCap comply with GDPR legislation?#

Yes, FileCap is “the” solution for complying with it. Our cloud environment is always located within Europe.

The GDPR is the General Data Protection Regulation, the European data protection legislation. This legislation applies to all organizations that process personal data of individuals within the European Union (EU). In the Netherlands, this legislation has been implemented as the AVG, the Algemene Verordening Gegevensbescherming.

The GDPR imposes strict requirements on the processing of personal data and gives individuals more control over their own data. For example, organizations must be transparent about how they process personal data and must meet specific requirements for obtaining consent for the processing of personal data.

The FileCap solution meets these requirements and therefore offers a secure and reliable way to share and manage files.

What is the difference between FileCap and WeTransfer?#

The most important difference for our customers is the fact that our data always stays within Europe and is therefore not subject to the United States Patriot Act. In addition, there are a number of other important differences, such as a simple pricing model without surcharges for extra features, the “invitation feature” that lets you ask someone to send you something, and of course the Outlook and Office 365 add-ins.

WeTransfer is primarily aimed at content creators such as advertising agencies, media and design agencies, and video platforms. FileCap focuses primarily on companies that mainly want to exchange (large) files in a secure way. Of course, you can also very easily send any large file with FileCap, but the additional security options and integration with Microsoft Outlook make our solution a business application for any company that wants to send sensitive data securely.

Is FileCap NTA 7516 certified?#

Yes, FileCap was NTA 7516 certified in 2021, but on May 15, 2022, all certifications of all NTA 7516 certified parties were suspended. Read more about this on our page.