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Proofpoint Data Loss Prevention (DLP)

Unified protection across email, cloud, web, and endpoints

By integrating detection and prevention into a unified architecture, Proofpoint Data Loss Prevention (DLP) enables risk identification and rapid incident remediation. The centralized console, advanced analytics, and modern privacy controls simplify incident management and reduce the effort of security teams. Proofpoint DLP provides effective protection against both human error and malicious behavior, and extends classic DLP capabilities to cover current scenarios such as protecting data in cloud applications and using GenAI tools responsibly.

Solution overview

Proofpoint Data Loss Prevention (DLP) monitors how employees interact with data, including on unmanaged endpoints and in cloud applications such as Microsoft 365, Google Workspace, or Salesforce. It provides visibility into user intent by detecting and preventing unauthorized data exfiltration. The solution is differentiated by the following characteristics:

  • Accurately identifies sensitive content, including images, and provides deep visibility into user behavior,
  • Allows dynamic policies to be applied based on risky activities or user risk scores
    Provides the ability to analyze user actions and visibility into downloaded/installed software tools,
  • Provides the ability to analyze user actions and visibility into downloaded/installed software tools,
  • Its unified console accelerates incident resolution, including triage of DLP alerts, investigations, and response,
  • Ensures anonymization of user identification information and limits analysts’ access to sensitive data in the console,
  • Is easy to implement.

Main functionalities

Proofpoint Email Data Loss Prevention works based on the following mechanisms:

Effectively identify sensitive data in your organization

Email DLP & Encryption comes preconfigured with hundreds of predefined identifiers and validated dictionaries, covering financial data, national identifiers, and medical information. It allows the loading/creation of custom dictionaries and identifiers, ensuring the ability to identify, analyze and protect the data that poses the greatest risk to the organization.

Deep analysis & fingerprinting

Email DLP & Encryption detects sensitive data from unstructured content, provides extensive coverage for more than 300 file types, including custom or proprietary formats (patents, internal documents). Sensitive documents are digitally fingerprinted, the solution allowing the application of advanced methods of content-matching and text extraction from images (index document matching, exact data matching, OCR).

Encryption

Protects internal and external communication through a robust set of controls and no-touch key management. Based on a DLP engine with configurable policies, it enables the dynamic definition and enforcement of granular policies at the global, group, or user level, integrating with LDAP and Active Directory. Encryption can be automated depending on the destination, sender, message attributes. Users can selectively apply encryption.

Multiple options for accessing encrypted messages

Users can access encrypted messages through multiple options: Secure Reader, which directs them to a web portal via an HTML attachment or link in the email; Secure Reader Inbox, which also facilitates the management of encrypted messages; Microsoft Outlook Add-Ins, for easy sending and reading of encrypted messages with a single click; and Internal-to-Internal Encryption, for sensitive communication between employees.

Automatic classification of sensitive data

Adaptive Email DLP prevents the exfiltration of sensitive data, even in the case of data that is not defined by standard rules such as PII, PCI, or social security numbers. The solution automatically classifies sensitive data and identifies users' personal email accounts based on their behavior. Thus, any attempt by employees to send data to their own accounts or to other unauthorized accounts is automatically monitored and blocked.

Stable endpoint agent

DLP Transform uses a lightweight agent, which runs in user-mode, is stable and quick to deploy. It not only detects data loss, but also increases visibility into potential insider threats. Security admins can modify policies in the platform to instantly change agent behavior, saving time.

Implementation alternatives

Proofpoint Data Loss Prevention includes the following main components:

· Email DLP & Encryption: Rule-based solution that enables detection of sensitive data through configurable rules, fingerprinting, OCR scanning, and policy-based encryption. It prevents outbound data loss by automatically applying dynamic and granular encryption policies. The solution can be used standalone or integrated with other email protection solutions, ensuring the automatic security of email messages that circulate between internal users and external partners. Email DLP & Encryption is included by default in the Proofpoint DLP Transform solution.

· Adaptive Email DLP: Adaptive Email DLP prevents the exfiltration of sensitive data, even in the case of data that is not defined by standard rules such as PII, PCI, or social security numbers. The solution automatically classifies sensitive data and identifies users’ personal email accounts based on their behavior. Thus, any attempt by employees to send data to their own accounts or to other unauthorized accounts is automatically monitored and blocked.

· DLP Transform: DLP Transform uses a lightweight agent, which runs in user-mode, is stable and quick to deploy. It not only detects data loss, but also increases visibility into potential insider threats. Security admins can modify policies in the platform to instantly change agent behavior, saving time.

Main benefits of the solution

The solution brings the following benefits:

Expanded visibility into user activity and intent

The solution provides visibility on actions such as renaming files and changes to extensions, using websites and applications, USB copies, uploads to the web and Gen AI prompts, data backups, hacking tools, changes in the Windows registry.

Unified console

Allows personalized exploration through sophisticated search and filter functions, and chronological visualization of user activities, answering the questions "who, what, where, when and why" in the event of each incident.

Rapid deployment

The solution is up and running in just 48 hours with minimal setup.

Prevents email sending errors

Adaptive Email DLP uses relationship graphs, deep content inspection, and behavioral AI to effectively prevent (through automatic alerting) data loss caused by emails sent to the wrong recipients and with the wrong attachments.

Adaptive policy enforcement

DLP Transform educates users to adopt correct practices, ensuring proper use. Automatically manages extended file sharing in cloud applications and requests justifications when copying sensitive data to synchronized or shared folders.

Ensure regulatory compliance

Proofpoint DLP helps the organization significantly reduce reputational risks by ensuring compliance with strict regulations like GDPR and minimizing the risk of fines.

Services provided by Safetech Innovations

Safetech Innovations, a Proofpoint partner, provides comprehensive services for the efficient installation and use of the Proofpoint Data Loss Prevention solution, in the cloud. Safetech provides Proofpoint DLP configuration across email, cloud, web, and endpoint channels, as well as its integration with other security solutions.

Our services include:

Requirements analysis and system design

Requirements analysis and system design

Analysis of the client's objectives, environmental and operational implementation requirements (hardware, software and infrastructure), providing a list of necessary/recommended updates, making a schedule for the installation and configuration tasks of the service, and establishing the necessary personnel for the implementation and operation of the project.

Implementation and training

Implementation and training

Delivering and installing the solution, testing, implementing, and optimizing the integrated system by: routing all customer outbound traffic through Proofpoint Protection Servers (PPS), collecting legal and compliance requirements applicable to the organization, configuring standard and custom rules and dictionaries, DLP auditing, adjusting/optimizing DLP rules. The stage includes training system administrators on how to use the solution, providing product documentation, support guide, and communication templates to users.

Technical support and service

Technical support and service

Providing the technical support and maintenance services necessary to keep the system in optimal parameters, in accordance with the organization's requirements.

With 14 years of activity, over 600 completed projects and a team of over 30 experts, Safetech Innovations is one of the most experienced cyber security companies in Romania. Choosing Safetech’s systems integration services ensures you reduce the risks of implementation, customization, scalability and flexibility, post-implementation support.

We completely manage the cyber security of clients, from the analysis of existing or potential threats/vulnerabilities and the assessment of risks and business impact, to the implementation of the necessary solutions in order to achieve an optimal level of security.

In the long term, we ensure continuous monitoring of events and response to cyber security incidents.

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