Secure data sharing: Protecting clinical data and Intellectual Property

Digitalization is rapidly transforming the pharmaceutical and biotech industries. From clinical trials and breakthrough research to intellectual property, the secure exchange of sensitive data is essential for driving innovation while minimizing risk. As research institutions, pharmaceutical companies, and external partners become increasingly interconnected, the need for robust data protection has never been greater.

With the increasing volume of sensitive data being exchanged, organizations face a complex set of challenges:

• Cyber threats: The healthcare sector is a prime target for cybercriminals, as health and research data are among the most valuable digital assets.
• Regulatory compliance: Strict regulations like GDPR, HIPAA and NIS2 mandate rigorous security measures for handling and storing sensitive information.
• Data sovereignty: Companies must maintain full control over their data — especially when using cloud services — to ensure compliance and prevent unauthorized access.

Balancing security, compliance, and collaboration

Data exchange is the backbone of medical progress, from drug development to clinical research. However, maintaining efficiency while safeguarding sensitive information can be a difficult balancing act. The key lies in implementing advanced security measures without slowing down collaboration.

So, how can organizations in the pharma and biotech industries protect their critical data while enabling seamless teamwork?

Five essential tips for secure data sharing in pharma & healthcare

1. Classify data before sharing

Not all data requires the same level of protection. Implementing a clear classification system —such as public, internal, confidential, or highly confidential — ensures that security measures are tailored to each data type. By properly categorizing information, organizations can:

✔ Restrict access to only those who truly need it.
✔ Apply automated policies for labeling and securing sensitive data.
✔ Reduce the risk of accidental exposure or unauthorized sharing.

2. Use end-to-end encryption

Traditional cloud storage and email often lack the necessary security, leaving data vulnerable in transit and at rest. Zero knowledge, end-to-end encryption (E2EE) ensures that data is encrypted before sending and only decrypted by the intended recipient. Even the cloud provider cannot access it, providing complete protection — even in the event of a cyberattack.

3. Regularly review access controls and permissions

Data leaks often occur due to outdated or overly broad access rights. In the pharmaceutical and healthcare sectors, where multiple teams, partners, and external stakeholders collaborate, dynamic access control is essential. To minimize risks, organizations should:

✔ Implement time-limited access to prevent unnecessary data exposure.
✔ Conduct regular audits to remove inactive user accounts and outdated permissions.
✔ Enforce role-based access to ensure users only access the data they need.

4. Choose secure file-sharing and collaboration solutions

Many pharmaceutical and healthcare organizations still rely on email or generic cloud storage for data exchange — creating significant security risks. To ensure compliance and data protection, they should adopt specialized file-sharing and collaboration platforms with:

✔ GDPR- and HIPAA-compliant storage to meet regulatory requirements.
✔ Granular access controls (view, edit, share) for precise permission management.
✔ Built-in encryption for both files and metadata to prevent unauthorized access.
✔ User-friendly interfaces that ensure seamless adoption without disrupting workflows.

Additionally, organizations must establish clear security guidelines for sharing data with external partners to prevent vulnerabilities.

5. Train employees on security best practices

Technology alone isn’t enough — human error remains one of the biggest security risks. Social engineering, phishing, and poor security habits are leading causes of data breaches. To mitigate these risks, organizations should implement regular cybersecurity training that:

✔ Raises awareness of phishing attacks and social engineering tactics.
✔ Teaches employees how to identify threats and respond to security incidents.
✔ Covers secure remote work policies, ensuring safe access to sensitive data outside the office.

By fostering a security-first culture, healthcare and pharmaceutical organizations can significantly reduce the risk of data breaches.

Data security in healthcare starts with the right strategy

Protecting sensitive data isn’t a one-time task — it’s an ongoing process. With the right tools, clear policies, and a strong security culture, pharmaceutical and healthcare organizations can safeguard their valuable information while maintaining efficiency and seamless collaboration.

Meet us at the Pharma Digitalization & Transformation Conference

The digital transformation of the pharmaceutical industry is complex, and modern security solutions are key to success. Join us at the Pharma Digitalization & Transformation Conference from May 22–23, 2025, in Berlin, where we will discuss proven strategies for securing clinical data.

In our live presentation, we’ll explore the biggest challenges and best practices for secure data exchange. Don't miss this opportunity to learn how pharmaceutical companies can protect their most sensitive information.