FileMaker & the General Data Protection Regulation (GDPR) part 2: how much can a single e-mail cost you?

Ben Fletcher • 29 January 2018

As we count down to the 25th May 2018 when the General Data Protection Regulation (GDPR) comes into full effect, it is useful to keep an eye on real world examples of issues that are likely to crop up and tie that back to a scenario which could realistically be seen within a typical FileMaker solution. If you haven't read our first post on GDPR preparation for FileMaker users then click here.


A common use of the FileMaker platform is customer relationship management, tracking enquiries and the conversion into actual customer, managing the logistics and billing of that work. It would be unsurprising for many FileMaker solutions to have customer names, record IDs/account codes and an e-mail address.

It is very common, when talking about data breaches for people to usually think of the dangers of 'rogue hackers'/external threats, when in reality it is more often the internal threats posed by negligent or disgruntled employees. See https://inform.tmforum.org/features-and-analysis/2016/03/defending-your-data-securing-against-internal-and-external-threats/ for more discussion on this.

With this in mind, when I was reviewing examples of recent fines and enforcement rulings on the Information Commissioner's Office, one recent ruling immediately jumped out as it struck me as being so relevant to many typical FileMaker based CRMs:


18th January 2018 - SSE Energy Supply Ltd

See https://ico.org.uk/action-weve-taken/enforcement/sse-energy-supply-ltd/

Essentially, SSE Energy Supply Ltd made a very simple mistake: one of their customer service team e-mailed the wrong account number and surname to a SINGLE customer. While this was recognised as a data breach and internally logged, it wasn't reported to the ICO within the required 24hrs of being logged and so subsequently SSE Energy Supply Ltd was issued with a fixed penalty fine of £1,000 - ouch!

FileMaker scripting can be used to fully or semi-automate email responses using standard templates for common queries, meaning that there is much less potential for these kinds of data transcriptions errors which can lead to an accidental internal data breach.

If you are interested in finding out more about how the FileMaker platform can be used to secure data privacy or need assistance with modifying your system to meet GDPR then contact our consulting team for assistance.


by Ben Fletcher 25 April 2025
The Claris FileMaker Server 21.1.4 update is now available and includes important fixes that address known issues from previous versions: Key Fixes 1. Field definitions incorrectly read from cache. A bug introduced in version 21.0 caused field definitions to be incorrectly cached, resulting in symptoms such as: Empty related fields Missing value lists and indexes “Insufficient privileges (error -9)” messages 2. Windows only: Server-side script sessions limited by CPU cores. Version 21.1.3 limited simultaneous server-side script sessions to the number of CPU cores on Windows. This impacted I/O-bound environments by unnecessarily queuing sessions. 21.1.4 resolves this by allowing up to 50 concurrent script sessions on Windows before queueing begins—regardless of CPU cores. These sessions may be triggered by schedules, OData, or Perform Script on Server (PSoS). Note: This behavior is not controlled by the AllowPSoS setting. Claris Recommends: To ensure system stability, it is advised to limit active clients to 40 - 45 simultaneous sessions. Exceeding 50 may result in delays, memory overload, or session hangs. Do you need assistance with upgrading? DataTherapy are pleased to announce that Claris FileMaker 2024 (version 21.1) managed private cloud hosting packages are immediately available. DataTherapy can provide scalable, managed FileMaker packages for businesses of all size. Full details of all of our packages can be found here . We can offer a range of a variety of enhanced options such as domain management, custom SSL certificates, VPN, VLAN, disaster recovery and integration with other technologies. If you need additional information on upgrading to the new release, advise on how to migrate your current on-premises FileMaker Server to the cloud, or would like to arrange a free trial of any of our packages then please don’t hesitate to contact our team .
Databases
by Ben Fletcher 16 April 2025
Using Microsoft Excel for workflows and complex data management instead of a dedicated database presents several inherent problems. These issues stem from Excel’s limitations in scalability, data integrity, collaboration, automation, and security. Below is a detailed breakdown of these challenges and how a custom Claris FileMaker App can meet these challenges . . .
Optimising Claris FileMaker App Performance
by Ben Fletcher 25 March 2025
What to do when your FileMaker App isn't running as well as it used to . . .
by Ben Fletcher 14 March 2025
Ensuring Business Continuity: Augmenting or Replacing Your In-House FileMaker Team
by Ben Fletcher 18 February 2025
FileMaker 2024 massively simplifies the complexity of leverage LLMs . . .
by Ben Fletcher 11 February 2025
How to use Claris Studio to extend your Claris FileMaker App, what are the use cases and how to get access.
by Ben Fletcher 4 February 2025
There are many problems inherent in using Excel for workflows and complex data management: the case for upgrading your business to Claris FileMaker in 2025!
by Ben Fletcher 10 December 2024
Still using FileMaker 19.6? Time to upgrade . . .
by Ben Fletcher 22 November 2024
Modernising Your Claris FileMaker App: Email Integration Made Smarter
by Ben Fletcher 8 November 2024
The Claris FileMaker 2024 (version 21.1) Platform release for Nov 2024 is now available
More posts