How to fax securely from a work computer

Check your organisation's policy first

Many organisations have rules about which tools staff may use for sensitive documents, especially under PIPEDA or provincial laws such as PHIPA in Ontario. Ask your manager or IT team whether there is an approved fax service before signing up for one yourself. If your organisation chooses FaxToFax.com, which faxfromcomputer.ca recommends, it can set up a team account so faxes stay with the organisation rather than in a personal account.

Protect your sign-in

1. Sign in with your work email. FaxToFax uses a one-time code, so there is no password to save in the browser or write on a sticky note.
2. Turn on two-step verification.
3. Sign out when you step away. The account also signs you out after 30 minutes of inactivity by default, and the owner can set 15 minutes for shared or front-desk computers.
4. Lock your computer (Windows key + L on Windows, or Control + Command + Q on a Mac) whenever you leave your desk.
5. Do not let colleagues use your sign-in. Ask the account owner to add them as their own user instead.

Use the account's controls

On a team account, roles keep access narrow: owner, admin, member and viewer. Give staff the lowest role that fits their work. The Business plan's shared inbox lets a department handle faxes together without forwarding them around.

The append-only audit log records every view, download and send. Managers can review it and export it as CSV for audits or privacy reviews. Retention controls purge old faxes automatically, so documents are not kept longer than your policy allows. Before sending, FaxToFax asks you to confirm each recipient number, which is one of the simplest protections against misdirected faxes.

When someone leaves the team or changes roles, remove or adjust their access the same day. Old accounts with access to a shared inbox are an easy gap to miss, and a quick review of users each quarter keeps the list accurate.