Knowledge Centre

Cryptoloc Cloud is secure cloud based electronic data management solution (EDMS). Cryptoloc Cloud enables you to store, share and send your documents securely and request and receive digital signatures without the risk your information being intercepted. Powered by Cryptoloc’s patented three key encryption technology it is one of the world’s most secure cloud based solutions.

Cryptoloc Cloud uses Cryptoloc Technology a unique and patented encryption process that provides unmatched security and integrity for every document.
Privacy and Control — Cryptoloc Cloud uses client-side cryptography, this means your documents are always encrypted before uploading to Cryptoloc Cloud and cannot be viewed by unauthorised parties-not even by Cryptoloc.
Eliminate identify fraud — With our Multi-Factor Authentication, no one can sign, or access your documents, without their identity being verified.
Share with confidence — Choose who can access your documents and grant permission levels. You control who can update, sign or view documents.
Full Audit and Version Control — A legal time and date stamp audit trail records every time someone receives, updates, views or signs your documents. You are automatically notified to ensure changes don’t go unnoticed.
Auto-share if something happens to you — Our Data Legacy feature automatically gives nominated people access to certain documents if you die or are permanently incapacitated. Our Cryptoloc Technology protects and preserves your information by ensuring original documents cannot be altered.

Cryptoloc Technology is our patented encryption technology that combines three different encryption algorithms (AES-256, RSA-4096 and RSA OAEP) in one process. What makes Cryptoloc’s Technology unique is it generates three keys and encrypts every single file separately, this offers significant security advantages over the encryption of other providers. With Cryptoloc Technology your data is encrypted both at rest and in transit and our Zero Knowledge Protocols means no one, including Cryptoloc can access your data other than you. If you wish to find out more about our Cryptoloc Technology refer to our Cryptoloc Security Whitepaper on our website.

You can now use Cryptoloc Cloud on the following devices:

• Windows PC (using Edge, Google Chrome, Firefox and Brave Browsers)
• Mac (Google Chrome, Firefox and Brave Browsers)
• Android and iOS mobile devices

For your security, please keep your browser software up to date.
Once you have recovered your account, remember to save a copy of your Private Key. You can download our Cryptoloc Cloud mobile app and transfer a copy of your Private Key over. If you lose your Private Key in the future, you will be able to retrieve it from your Cryptoloc Cloud app.

We use AWS cloud computing infrastructure to store your data. Users can select from several locations and we recommend selecting the geographic location closest to their location.

You can safely store, update, share, and legally sign any type of digital file format.
Examples include Contracts, Wills and other legal documents; Superannuation and Insurance policies; Powers of Attorney and funeral plans; Family photos, passwords, letters; Tax returns and other financial documents; Trust deeds, Share portfolios and many others.
The list is endless! You will have peace of mind knowing your documents are protected by our advanced Cryptoloc encryption technology

You can safely store, update, share, and legally sign any type of digital file format.
Examples include Contracts, Wills and other legal documents; Superannuation and Insurance policies; Powers of Attorney and funeral plans; Family photos, passwords, letters; Tax returns and other financial documents; Trust deeds, Share portfolios and many others.
The list is endless! You will have peace of mind knowing your documents are protected by our advanced Cryptoloc encryption technology

Signing documents via Cryptoloc Cloud complies with electronic signature laws worldwide and is valid and legally enforceable as an equivalent to a signed paper contract. Our digital signatures are compliant with the UETA and ESign Act (United States), UECA (Canada), the European Union’s VAT Directive and similar Electronic Transactions Acts in Australia, New Zealand, the United Kingdom, South Africa, China and many more.

Data Legacy is a feature of our Personal Plans that allows you to bequeath access to data within your cloud. You create a Data Legacy by granting your Nominee, such as a loved one, friend or executor access to part of your Cryptoloc Cloud. Nominees are granted access only after a confirmed Trigger Event, such as Death, Incapacity or Liquidation, takes place AND the event is verified by Cryptoloc.
You can change who has access to your Data Legacy at any time.
A Nominee needs to have a Cryptoloc Cloud account.

A nominee is a person you have selected to be able to access data within your Cloud on the confirmation of a Trigger Event. For example, you may have nominated your Executor to access your will which you have stored in your cloud on the confirmation of your death.
Nominee’s must have a Cryptoloc Cloud account.

A verified account is an account where Cryptoloc has verified the identity of the account owner. To verify an account the owner must supply Cryptoloc with specific documentation which validates their identity. Account holders who nominate other users must have their account verified. How to verify your account is covered in the How Do I section of the FAQ’s.

A Trigger Event is the event which Cryptoloc must verify before your information is released to your chosen Nominees. For example, Death, Incapacity and Liquidation are all Trigger Events available in Cryptoloc Cloud.

Document management is a business account feature useful in instances where you have multiple people working on the same file. Document management enables users to check out files to make updates and whilst the file is checked out other users cannot checkout or update the file. This reduces the risk of multiple users making conflicting changes to a file.

Cryptoloc Cloud’s Workflow is a feature that enables you to stay on top of your day-to-day tasks and manage your business processes. With Cryptoloc Cloud’s Workflow you can break down any process into a series of simple tasks, assign these tasks to individuals and then monitor the progress via notifications from the system.
How to use Workflow and other features of you Crytpoloc Cloud is covered in the ‘How to Use your Cryptoloc Cloud Video’ available in the Resources section of the Cryptoloc Cloud website under Knowledge Centre.

Our SecureShare feature allows you to securely share documents and request digital signatures using Cryptoloc Technology with people who don’t have a Cryptoloc Cloud account. How to use Workflow and other features of you Crytpoloc Cloud is covered in the ‘How to Use your Cryptoloc Cloud Video’ available in the Resources section of the Cryptoloc Cloud website under Knowledge Centre.

SecureShare enables you to share files using Cryptoloc’s Technology to people who don’t have a Cryptoloc Cloud account.
This means that you can still send a document or request digital signatures securely to contacts who don’t have a Cryptoloc Cloud. SecureShare ensures that the documents won’t be intercepted or read by anyone other than the intended party.

Cryptoloc Cloud protects every SecureShare with a unique temporary Private Key using its patented Cryptoloc Technology.
SecureShare works by sending a link to the recipient’s email address which includes part of this unique Private Key. Cryptoloc Cloud stores the remaining part of this key for use only after the recipient’s identity has been verified.
After the recipient opens the link an SMS access code is sent to their mobile number. They must enter this access code to verify their identity. Cryptoloc Cloud then combines both parts of the SecureShare Private Key to unlock access to your shared file, making it available to download and sign.

Personal accounts are recommended for situations where a single user wishes to securely store personal information. Our Personal plans enable users to create a Data Legacy whereby they can nominate a person (such as a Trustee) to be granted access to their data in the event of a Trigger Event.
Business accounts enable you to establish a multi- user environment where there is a requirement to access and share information across multiple users. Our Business accounts through the Document Management feature enables users to check out files eliminating the risk of multiple users making conflicting changes to a file.

Your referral code is a unique identifier for your account. Even if your account is marked hidden, other users will still be able to search for you using your referral code.

Your Private Key is a unique digital security key (in the form of a file) automatically created on your device when you join Cryptoloc Cloud. Your key is required whenever you access or share your files.
Always ensure you keep a backup copy, export your Private Key to your mobile device and NEVER share it with anyone.

How to export your Private Key to your device.

1. Log in into your Cloud and click on your ‘ACCOUNT NAME’ in the top right hand corner.
2. Click ‘Manage Private Key’.
3. Select ‘Transport to Mobile App’ and enter your password.
4. A one-time verification code will be generated.
5. Log in to the Crytpoloc Cloud Mobile App on your device.
6. Press the ‘Transport your Private Key Here’ button.
   Enter the verification code and click the ‘RECEIVE’ key.

A backup copy of your Private Key has now been stored on your mobile device.

How to back up your Private Key is also covered in the ‘Configuring your Cloud Video’ available in the Resources section of the Cryptoloc Cloud website under Knowledge Centre.
Cryptoloc recommends you backup (export) your Private Key to both your mobile device, and a USB that can be stored in a secure location. This way if you lose your Private Key you can export it back from your mobile or retrieve a copy from the USB.
Remember to never give anyone your Private Key or password or store your Private Key and password together.

If you have forgotten your password or lost your Private Key, go to the Cryptoloc Cloud login page and click on “Cannot login? Account Recovery”. You will then be able to regenerate a new Private Key and new password by following the recovery process, fees apply.

The Account Recovery fee ($15) covers administration costs in verifying your account internally, as well as obtaining approval and verification from your trusted Escrow Agent.

An Escrow Agent is an independent legal third party linked to all Cryptoloc Cloud accounts. With traditional encryption, if you lose your key, you lose access to all your information forever. Additionally, with traditional encryption solutions if a cyber-criminal gets access to your key, they gain access to all your data.
Cryptoloc’s advantage is our Escrow Agent feature, which ensures that even if you lose your key you never lose access to the files you store with Cryptoloc Cloud as the Escrow Agent is able to recover your access should you require an Account Recovery. And with Cryptoloc’s encryption process even if a cyber-criminal gets hold of your key, they still can’t access your files.

It is important to note that the Escrow Agent can NEVER access your files. Their only function is to recover YOUR part of the Cryptoloc Security protecting your files.

If you lose your password or Private Key, you can recover your account using the Account Recovery link on the login page.
Please note that Account Recovery will require the creation of a new Private Key and will incur an Account Recovery fee.
Once you submit an Account Recovery request you will not be able to access your account until the recovery has been processed.
The Account Recovery process will create a new Private Key on your device and ask you to create a new password.
For your security, NEVER give your password or Private Key to anyone, ALWAYS store a backup securely and export your Private Key to your mobile device.

Your browser will remember the last location of your key. If you are using a different account or you have just recovered your account through an Account Recovery process, you will need to click on ‘Use ANOTHER PRIVATE KEY’ and select the correct Private Key.

No, recoveries for Business accounts follow the Account Recovery process covered previously.

There are three apps that have been developed to assist you in getting the most out of your Cryptoloc Cloud. These are the Cloud Mobile App, the Cloud Sync App and the Cloud Microsoft Add-In for Outlook.
All the apps are free, and we recommend you install these apps before using your Cryptoloc Cloud.

The Cloud Mobile App enables you to access any of the files stored in your Cryptoloc Cloud using your mobile device.
The Sync App enables you to work seamlessly across all your devices by automatically syncing your files. This ensures they are always up to date and you are always working on the latest file version no matter where you access them from.
The Cloud Microsoft Add-In allows you to send and share fully encrypted documents directly from Outlook.

How to install the apps is also covered in the ‘Configuring your Cloud Video’ available in the Resources section of the Cryptoloc Cloud website under Knowledge Centre.

Cloud Mobile App – to download the free app.

1. Go to www.cryptoloc.com on your mobile device and click ‘RESOURCES’
2. Choose ‘DOWNLOAD CLOUD MOBILE APP’ for the Apple App Store or Google Play, depending on your device.
3. Download the app
4. Once installed, login using you Cryptoloc Cloud email and password.

Note once you have installed the Cloud Mobile App, we strongly recommend you export and back up your Private Key to your mobile device. This is covered in the Private Key section of the FAQs.

Cloud Sync App – to download the free App.

1. Go to www.cryptoloc.com on your mobile device and click ‘RESOURCES’
2. Choose ‘DOWNLOAD CLOUD SYNC APP’ for either Mac or Windows, depending on your Operating System.
3. Once downloaded, log in with your password and private key.
4. Choose a destination on your device as your Cryptoloc Cloud Sync folder and name the folder.

Cloud Microsoft Add-In – to download the free App.

1. Go to the Cryptoloc Cloud product page www.cryptoloc.com/cloud
2. Click on the Microsoft AppSource logo located on the page.
3. Click ‘Get it now’ and enter your details.
4. Now when you open a new email in Outlook the Cryptoloc Send&Sign icon will appear in the toolbar.

You can upload data into your Cryptoloc Cloud automatically using the Cryptoloc Cloud Sync App.

1. Select the Folder or File you wish to upload into the Cloud.
2. Either move or copy them into the Windows File Explorer on your PC where your Cryptoloc Cloud Groups are located.
3. Go to the Sync App and Sync the Group in which you just placed the folder or files.
4. When the Sync is completed, the folder or files will appear within the Group you selected in your Cryptoloc Cloud.
5. The folder or file will now be automatically updated each time a Sync is performed.

To upload data into your Cryptoloc Cloud manually.

In your Cryptoloc Cloud Click ‘ADD FOLDER’ and name the folder.

Then start adding files to the folder by Clicking ‘ADD FILE’

Select ‘CHOOSE FILES’

Select the file you wish to import and the file will then be uploaded.

1. Hover-over the file you would like to update and Click ‘UPDATE’. The ‘UPLOAD NEW VERSION’ pop-up will appear.
2. Click the ‘BROWSE’ button to navigate to your PC and select the file you need.
3. Click the ‘UPDATE AND CHECK-IN’ button to update the file to Cryptoloc Cloud. This newest version will automatically be listed.

To view and download previous versions, Click on the file name. Here you can view all file details, version history, date stamping and signed status.

You can have someone sign a file by either sending the file directly through Cryptoloc Cloud or via Microsoft Outlook.

To send the file directly through Cryptoloc Cloud.

1. Select the file you wish to be signed.
2. Click the ‘SHARE’ icon on the file.
3. Enter the email details of the person you wish to sign the document.
4. Select the Bulk Actions, VIEW and SIGN and click APPLY.

To send the file via Microsoft Outlook.

1. Open a new email, enter the email details of the person you wish to sign the document.
2. Click the ‘Cryptoloc SEND & SIGN’ Icon in the tool bar.
3. Enter your Password, Click ‘CONNECT’ and enter your Password again to open your key.
4. Select the file you wish the recipient to sign and elect if you want the recipient to sign as received or as an agreement.
5. Click ‘START SECURING FILES’.
6. Click ‘INSERT SHARES INTO EMAIL’ and then send the email.

The person you wish to sign the document will then receive an email notification requesting them to download and sign the document. Once the document is signed both you and the recipient will each receive a certificate of notification verifying the document was signed.

With Cryptoloc Cloud both the sender and recipient receive an email confirming the signature with a “Confirmation of Signature” PDF attached.

Additionally, you can always access and download every Confirmation of Signature from the file history and audit trail.

1. Click ‘SHARE’ on the file you wish to share.
2. Enter your password and Private Key
3. Enter the name of the person with whom you wish to share.
4. Click on the SecureShare icon that appears.
5. Enter your recipient’s name and mobile number.
6. Set an expiry date for the SecureShare and the recipient’s required action: ‘DOWNLOAD’, ‘SIGN AS RECEIVED’ or ‘SIGN AND AGREE’.
7. Click ‘SEND’.

Using our SecureShare feature is also covered in the ‘How to Use your Cryptoloc Cloud Video’ available in the Resources section of the Cryptoloc website under Knowledge Centre.

1. The recipient will receive an email that contains an ‘ACCESS FILE’ link.
2. They click on the ‘ACCESS FILE’ link to open the SecureShare webpage in your browser.
3. The recipient will be automatically sent an access code via SMS to the mobile number entered by the sender.
4. They enter the access code into the SecureShare webpage and will then be able to download the file shared by the sender.

Please note the recipient will have a short time period available to download the file. This is a further security measure.

The recipient needs to contact the sender and request them resend the SecureShare.

1. Login and locate the file that has been shared.
2. Click on ‘SHARE’ to list all users with whom you have shared the file.
3. Click the ‘EDIT’ button on the appropriate user to load the SecureShare popup.
4. Use the ‘REVOKE’ button to remove access to the file.

The person you have shared with will no longer be able to access the shared file.

Please note due to Cryptoloc’s multi-factor authentication process, even if the incorrect email or mobile number has been entered the unintended recipient cannot access the file you have shared.

1. Login and locate the file that has been shared with an incorrect mobile number.
2. Click on ‘SHARE’ to list all users with whom you have shared the file.
3. Click on the ‘EDIT’ button next to the user with the incorrect mobile number.
4. Correct the mobile number from within the ‘EDIT SECURESHARE’ popup window using the pencil icon next to the incorrect number.
5. Click ‘SAVE’ once you are done.

1. Login and locate the file that has been shared.
2. Click on ‘SHARE’ to list all users with whom you have shared the file.
3. Click on the ‘EDIT’ button next to the user whose share you wish to resend or extend.
4. Update the expiry date, if required and then click the ‘RESEND’ button.

1. Click on your ‘USERNAME’ in the top right-hand side corner
2. Click on ‘MY ACCOUNT’ in the top right-hand corner.
3. Click on ‘PRIVACY AND SECURITY’ tab.

Select the appropriate check box for Notification frequency. You can choose to receive individual notifications or a daily summary.

Click on your ‘USERNAME’ in the top right-hand side corner
3. Select ‘MY ACCOUNT’
4. Select ‘ACCOUNT DETAILS’
5. Click the ‘EDIT’ button next to billing
6. Enter your payment details.

1. Click ‘My Nomination’
2. Enter the required information and submit the application
3. Cryptoloc will advise once your identity has been verified
4. Once your account is verified you can start select nominees

Note there is a $10 fee to verify accounts.

Before you can nominate anyone and create your Data Legacy, your identity must be verified by Cryptoloc Cloud. How to verify your identity and nominate people is covered in the ‘How to Use your Cryptoloc Cloud Video’ available in the Resources section of the Cryptoloc website under Knowledge Centre. If you still need help verifying your identity you can contact us.

1. Select the appropriate ‘DRIVE’ (Estate, Business Personal).
2. Click the ‘ADD NOMINATION’ button.
3. Select the ‘USER’ you would like to Nominate and click on the appropriate ‘TRIGGER EVENT’ that must occur before this Nominee is granted to access your Data Legacy.
4. Click ‘DONE’.

If your preferred user (Nominee) is not listed, you can easily invite them by clicking the ‘INVITE USER’ button & entering their email address. You will be notified via your Account Inbox when the invitation has been accepted. You can then allocate the new user as your Data Legacy Nominee.

Nominees can see which Trigger Events you have nominated in the ‘PEOPLE WHO NOMINATED ME’ sub-menu from the Connections tab
After a Trigger Event occurs Nominees are required to notify Cryptoloc. Cryptoloc will contact any other Nominees and ask them to login to confirm or deny the Trigger Event.
Cryptoloc requires official documentation from the relevant statutory authorities to confirm the validity of each Trigger Event and it is the responsibility of your Nominees to provide this documentation.
Once official documentation has been received by Cryptoloc, your Nominees will receive a notification within 2-3 working days advising they have been granted access to your important files and digital assets.

1. Click ‘NOMINATION’ from the side main menu.
2. Click ‘NOTIFY TRIGGER EVENT’ associated with the appropriate nomination.

Nominees can notify Trigger Events. Once a Trigger Event has been advised, other Nominees can ‘confirm’ or ‘flag as incorrect’, Cryptoloc Cloud will always verify the Trigger Event before allowing Nominee access.

Nominees can be easily removed from accessing your files.

1. Click on ‘MY NOMINATIONS’ sub-menu from the Cryptoloc Cloud.
2. Hover over the Nominee and their Trigger Event you wish to remove.
3. Click ‘DEACTIVATE’.

The Trigger Event will change to grey. Once all Trigger Events are removed that Nominee will no longer have access your Data Legacy.

Only users assigned ‘LEADER’ or ‘ADMIN’ roles can enable Document Management.

1. Click the ‘DMS’ button at the top of the list of files.
2. Click ‘ENABLE DOCUMENT MANAGEMENT’ in the pop-up box.

Hover over the file you wish to check out and Click ‘CHECK-OUT’

The file will then be downloaded to your PC enabling you to work on the file. Once you are finished you can check the file back in by Clicking on ‘Update/check-in’ and choosing the file version to check back in.

Only users with update permissions can check out files.

If you go to access a file and it is checked-out by another user. You can send a request that the file be checked back in.

1. Hover over the file name and Click ‘REQUEST CHECK-IN’.
2. A pop-up window will appear informing you who currently has the file checked-out. Click ‘REQUEST CHECK-IN’.

The user who has the file checked-out will now receive a request in their NOTIFICATIONS. If the user with the file checked out isn’t available to check the file in, Admins and Leaders are able to cancel the checkout.

Only group leaders and system admins have permission to change document management settings.

To create a Team, a single user creates their business account and then invites other people to join. The initial user becomes the team owner, and the invites become team members.

1. Click on ‘GROUPS’.
2. Click on ‘ADD USER’.
3. Enter the new user’s email address and Click ‘SENDER MEMBER INVITATION’

Your new user will receive an email inviting them to join your team.

You can view the history timeline of any file by simply Clicking on the ‘FILE NAME’.

You can then view the audit trail on any of the versions of that file by Clicking on the ‘ACTIVITY DETAILS’ of a specific version. This will give you an overview of who created the file, who the file was shared with, who downloaded the file, who signed the file and who has made changes to the file.

1. Click ‘WORKFLOW’ from the main menu and then select ‘WORKFLOW BUILDER’
2. Click ‘CREATE A WORKFLOW’ and name your Workflow
3. Select your Workflow folder location and Click ‘NEXT’
4. Choose the users you want to be part of the workflow and when the workflow will start.
5. Create and name the first stage of the workflow.
6. Select the users involved in that stage.
7. Assign the specific task associated with that stage and other required information and Click ‘SAVE’. Continue to add more stages until the workflow is complete.
8. Click ‘CONFIRM AND START’
9. Click ‘CONFIRM’

The workflow will then be sent to Workflow Manager where you can view its progress.

Permissions are used to control and monitor account member access to information. Permissions are assigned to individuals at a folder level and there are three levels that can be assigned:

Read: The user only has the ability to view the document.

Write: The user only has the ability to edit the document.

Share: The user only has the ability to send the document.

To assign a Permission:

1. Click on ‘PERMISSIONS’.
2. Enter the name of the user you wish to assign the permission to.
3. Assign the permissions you wish that user to have access to and Click Apply.

Administrators are a level of authorization assigned to users within a Business Account.

There are three levels of administration:

System Administrators: Highest Level of authorization.

Workflow Administrators: Authorized to set up and assign Workflows.

Financial Administrators: Authorized to perform actions that incur additional costs.

An account owner is automatically assigned as a System Administrator.

To add an Administrator:

1. Click on ‘GROUPS’.
2. Click on ‘ADMINS’
3. Select the user you would like to add as an admin and Click Next
4. Select the type of administration you wish to assign and Click Update Member.

The new admin will now appear along with the level of administration assigned to them.

You can also edit the respective administrators by Clicking the Edit Icon against their name.

Personal Accounts cost $10 USD per month for 1TB of data and Business Accounts are $18 USD per month for 2TB data per user, with additional data available to be purchased if required.
Sign up is free and you will only be billed after you start uploading files.

There is no cost to share files securely with other Cryptoloc Cloud users however sharing files securely via SecureShare with non Cryptoloc Cloud users incurs a $1 fee per link.

For an overview of our plans and pricing please visit our website the Cryptoloc website.

No. People you share with are never charged. Any files uploaded to your Cryptoloc Cloud by them will be included as part of your storage used.

Yes, each user incurs a monthly account fee. However, each additional user increases the total available storage by an additional 2 TB, and you can add as many users to your business account as you require.

Sharing files via SecureShare starts at $1 per link. Cryptoloc offers price reductions for high volume usage under our volume pricing model. To find out more please contact us via our website.

Remember Cryptoloc Cloud users incur no cost to share files with other Cryptoloc Cloud users.

The Account Recovery fee ($15) covers administration costs in verifying your account internally, as well as obtaining approval and verification from your trusted Escrow Agent.

The account verification cost is $10.