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Frequently asked questions about privacy and security

Below you will find frequently asked questions about privacy and security. If your question is not listed, or if you have a follow-up question, please contact the Privacy Office or the Security Office.

How can I e-mail files securely?
Always send University emails from your work account; don’t use Gmail or Hotmail, etc. You can send confidential messages (and attachments) using SURFfilesender. More information about sending secure e-mails can be found here.

How can I share and send files?
If you want to share files with internal or external colleagues, you can use Office 365 (e-mail), SURFdrive and OneDrive. If some files are too large to send via e-mail, use SURFfilesender. You can use these services using your ULCN account. More information about sending and sharing files is available on this page.

Is there a secure alternative to WhatsApp?
Signal is a secure alternative to WhatsApp. Read more about Signal.

Where should I report incidents?
Information security is essential for Leiden University. This means not only that we deal with (sensitive) information in a secure and conscious manner, but also that incidents are reported as soon as possible. For information on who to contact in the event of incidents, visit this page.

How can I recognise phishing e-mails?
We all occasionally receive an email from an unknown sender, with content we weren’t expecting or that raises our suspicions in some other way. Information on phishing can be found on this page.

How do I set up a secure connection (with a VPN)?
Make sure you use a secure internet connection and install a VPN. The University has one that you can use for free. 

How do I work securely from home?
Read more about working securely from home.

How do I make sure I am digitally safe when working from home?
Information on being digitally safe can be found on this page.

How do I make sure online meetings are secure?
Inform yourself by reading tips on ensuring secure online meetings.

How do I create strong passwords?
More information about creating strong passwords.

Where can I save information securely?
Request a secure alternative (such as OneDrive) for the J drive or P drive from the ISSC helpdesk. You can also use SURFdrive. This is a personal cloud storage service for the Dutch education and research sector for storing, synchronising and sharing files easily.

How do I set a password for a file?
You can protect Word and Excel files with a password. This ensures that others can’t simply open and edit the files. This can be useful for files containing confidential data, or if you don't want people to be able to edit the data. A guide to encrypting documents is available here (Dutch only).

How do I print securely?
Employees who need to print confidential documents can use secure printing. Documents printed using secure printing are automatically deleted from the printer's server. Guide for printing securely (Dutch only). Do not leave confidential documents in or near the printer. When you have finished printing, don’t forget to remove the original document from the scanner and don’t leave your LU card at the login station. 

Can I install software myself?
Most work laptops are managed laptops and are managed by the ISSC. This means that you can’t just install software yourself, as you would on your own personal devices. The programmes that you can install on your managed laptop are available in the Software Center. To find them, type ‘Software Center’ in your laptop’s search bar.  All these programmes are safe. 

If you need to use special software for your work and it is not part of the package offered via the Software Center, you can request it via the ISSC helpdesk portal

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