How to choose a secure file hosting service for privacy

As more of our personal and professional lives move online, file hosting services have become an everyday necessity. From sharing work documents to storing personal photos, we rely on cloud platforms to keep our data accessible; however, convenience often comes at the cost of data privacy.

When you upload files to a cloud service, you are essentially trusting a third party with your digital life. These files might include tax documents, medical records, business contracts, creative work, personal photos, or confidential communications.

The risks of choosing poorly extend beyond “anxious” concerns. Data breaches at major providers have exposed millions of users' files. Not all file hosting services are created equal. While some are designed with user privacy at their core, others prioritise rapid growth and monetisation at the expense of security. Certain platforms routinely scan uploaded content to serve advertisements or train AI models, while others comply readily with government data requests without notifying users. In more troubling cases, even internal employees have been able to access user files without authorisation.

If protecting your data matters to you, here are what to look out for when choosing a file hosting service that truly respects your privacy.

Key features to look for in a privacy-focused file hosting service

1. End-to-End encryption is essential:

One of the most critical features of a privacy-respecting file hosting service is end-to-end encryption. With this approach, your files are encrypted on your device before they are uploaded and remain encrypted until you access them again. This ensures that only you, or those you explicitly authorise, can decrypt and view the contents of your files.

Unlike standard encryption models, where the service provider holds the encryption keys, end-to-end encryption prevents the provider from accessing your data at all.

Even if the company experiences a breach or receives a data request, it cannot read or disclose the contents of your files because it does not possess the keys. Services that still manage encryption keys on behalf of users can technically access stored data, which weakens privacy protections.

True privacy comes from a zero-knowledge encryption model, where the provider has no technical ability to view user files.

2. Strong encryption standards matter:

In addition to end-to-end encryption, the underlying encryption standards used by a file hosting service play a crucial role in safeguarding data. Secure providers rely on proven, industry-standard algorithms such as AES-256 to protect files stored on their servers. This ensures that even if stored data is accessed without authorisation, it remains unreadable.

Equally important is protecting data while it is being transferred. Modern file hosting services should use secure TLS encryption to safeguard files as they move between your device and the provider’s servers. Together, strong encryption at rest and in transit ensures comprehensive protection against interception, tampering, and unauthorised access.

3. Clear and transparent privacy policies:

A file hosting service that genuinely values privacy will be transparent about how it handles user data. Its privacy policy should clearly explain what information is collected, how that data is used, whether metadata such as IP addresses or file names is logged, and if any data is shared with third parties.

Transparency builds trust. When privacy policies are vague, overly complex, or filled with ambiguous language, it becomes difficult to understand what happens to your data behind the scenes. A clear and straightforward privacy policy is often a strong indicator that a provider takes user privacy seriously and has nothing to hide.

4. Secure file sharing controls:

Privacy does not end with secure storage; it also extends to how files are shared. A privacy-focused file hosting service should provide users with granular control over shared files by allowing password protection for shared links, setting expiration dates, limiting downloads, and revoking access at any time.

These controls help ensure that files are only accessible to intended recipients and only for as long as necessary. By limiting how shared content can be accessed and distributed, users reduce the risk of sensitive information spreading beyond their control.

5. Account security features are critical:

Even the most secure storage infrastructure can be compromised if user accounts are poorly protected. That is why strong account security features are essential. A reliable file hosting service should support two-factor authentication, adding layer of protection beyond a password.

Login alerts and session management tools further enhance security by allowing users to monitor account activity and quickly identify suspicious behaviour. These features significantly reduce the risk of unauthorised access caused by phishing attacks, weak passwords, or compromised devices.

Red flags to look out for

Having some seen key features to look out for, these are some red flags you should know in order to stay at all times. They include:

1. Vague or contradictory privacy policies that use lots of words to say very little or that contradict claims made in marketing materials suggest the company isn't truly committed to privacy.

2. Requests for unnecessary permissions during app installation signal the company wants to access data beyond what's needed for file storage.

3. No clear information about encryption or claims of "military-grade security" without technical details are marketing fluff, not meaningful security commitments.

4. Recent acquisitions by companies with poor privacy track records can indicate a change in direction. Services that started with strong privacy protections sometimes compromise after being bought by larger corporations.

5. Frequent policy changes that gradually reduce privacy protections or expand data collection suggest the company is moving in the wrong direction.

6. No transparency reports or willingness to disclose how they handle government requests indicate the company may not be fighting for user privacy.

If a provider cannot clearly explain how it protects your data or avoids giving users meaningful control, it may be best to look elsewhere.