Downloading files from Tecology Workspace should be done thoughtfully, especially when working with sensitive, confidential, or regulated information. Many clients access Tecology Workspace from shared environments such as university computers, workplaces, or public networks, which can introduce additional risk if files are handled carelessly.

When you should download files

Downloading files is appropriate when you need to:

• Review or edit documents offline
• Share files internally within your organisation
• Store approved copies in your own secure systems

If you only need to view a document briefly, it’s often safer to preview it within Tecology Workspace rather than downloading it.

Consider your environment before downloading

Before downloading a file, consider where you are working:

• Shared or public computers (universities, libraries, shared offices)
• Work-managed devices with shared user accounts
• Personal devices used by multiple people

In shared environments, downloaded files may be stored locally, cached, or backed up automatically, which can increase the risk of unauthorised access.

GDPR and data responsibility

Under GDPR and similar data protection regulations, responsibility for personal or sensitive data does not end once a file is downloaded.

Downloading files that contain:

• Personal data
• Research data
• Client information
• Credentials or access details

This means you are responsible for storing, handling, and disposing of that data securely within your own systems.

Best practices for secure downloading

To reduce risk, Tecology recommends:

• Only downloading files when necessary
• Avoiding downloads on shared or public computers
• Using secure, password-protected devices
• Deleting downloaded files once they are no longer required
• Never storing sensitive credentials in local documents

For passwords, access details, and other sensitive information, always use The Vault instead of downloading files.

Responsibility for downloaded files

When files are downloaded from Tecology Workspace, responsibility for how those files are handled moves to the individual and their organisation.

Tecology cannot control or be responsible for how downloaded data is stored, shared, or secured once it leaves the platform. Users are expected to follow their organisation’s internal policies, data protection requirements, and any contractual or employment-related obligations that apply to the device or environment they are working in.

This includes understanding that devices provided by employers, universities, or third parties may be subject to monitoring, backup policies, security controls, or contractual terms outside of Tecology’s control.

File access and traceability

Files downloaded from Tecology Workspace remain associated with the project, task, or ticket they were uploaded to. This ensures there is always a clear record of where files originated and how they relate to the work being carried out.

Keeping downloads to a minimum helps maintain clarity, security, and compliance across all projects.