Redacting sensitive data in screenshots (GDPR)

Why redact data in screenshots?

A screenshot taken for a guide or a support reply can include names, emails, phone numbers, addresses, ID numbers, IBANs, customer records and amounts without anyone intending it. When it is shared by link, embedded in a PDF or used in a customer document, that information leaves the context it was captured in.

The GDPR sets “data minimisation” as a principle: personal data must be adequate, relevant and limited to what is necessary for the purpose (Article 5(1)(c)), and processed with appropriate security (Article 5(1)(f) and Article 32). Turkey’s Law No. 6698 (KVKK) has parallel principles: processing that is related, limited and proportionate to the purpose (Article 4) and technical and administrative measures for security (Article 12). In practice this means showing no more personal data in a screenshot than needed and protecting what you do show.

What information should be hidden in screenshots?

Names, email addresses, phone numbers, postal addresses and dates of birth.
National ID numbers, tax numbers, passport and other identity numbers.
IBANs, card numbers and other payment details.
Passwords, API keys, tokens, session links and one-time codes.
Customer and employee records, contract amounts, internal comments.
Identifiers in the address bar and in links.
Other people’s information visible in open tabs, notifications and side panels.

What is the difference between covering, blurring and redacting?

Hiding methods do not all give the same assurance. The deciding question is whether the original pixels remain in the image. If they do, the information may be recoverable.

Comparison of hiding methods
Method	Do the pixels change?	Risk	Recommendation
Drawing a shape or layer on top	No, the image stays underneath	The layer can be removed; in PDFs the text underneath can be selectable	Do not use alone
Light blur	Yes, but the information is only softened	Text can sometimes be made legible again, especially small text	Do not use for sensitive data
Coarse mosaic (pixelation)	Yes, replaced with blocks	Small blocks may leak information	Acceptable with large enough blocks
Solid color fill (permanent)	Yes, pixels replaced with the fill	Low: the information is no longer in the image	Preferred for sensitive data

The UK regulator ICO’s checklist on redacting documents says the same about electronic text: covering it with black rectangles is ineffective because the text remains underneath. For still images it suggests masking the information with a solid block of color and exporting to PNG or JPEG.

How do you redact sensitive data in a screenshot, step by step?

Try to prevent it. Use a test account and made-up records before recording. The lowest-risk option is having nothing to hide.
Work on a copy. Keep or delete the original, but make the permanent change in the file you will share.
Mark every sensitive area. Scan the whole image: text, IDs, cards, the address bar, notifications and side panels.
Apply a permanent method. Use a solid fill or a coarse mosaic. Make sure the method really changes the pixels; a shape sitting on top is not enough.
Check the exported file. Zoom in and change brightness and contrast over the hidden area. If you exported to PDF, try selecting the text.
Have a second person look. Especially for customer-facing or public sharing, another pair of eyes catches missed areas.
Record who, when and why. Keeping a note of who redacted, when and why is something the ICO recommends as well.

What should you check before publishing?

Does the image contain real customer or employee data?
Are the address bar, tab titles and notifications clean?
Were hidden areas permanently changed, or is it a layer on top?
When you zoom in and change contrast, does anything show underneath?
Can the text in the PDF be selected?
Who can open the share link? Restrict it to the workspace if public access is not needed.
How long, and where, is the original (raw) image kept?

Are automatic detection tools enough?

Tools that recognize text and find patterns such as emails, phone numbers or card numbers save time, but can miss unusual formats, small text near the edge and information that needs context. Treat automatic suggestions as a first pass, not the final decision, and check by eye before publishing.

How does Izly handle sensitive data in screenshots?

Izly is built around the same principles as this guide. The points below describe how the product behaves today; you can see each commitment with its status on the Security page.

While recording: by design the contents of password fields are not read. Password, one-time-code and login-form username fields are blacked out before the screenshot is stored.
Manual redaction: you draw a box in the editor and the server permanently replaces the pixels under it. You can choose solid fill or mosaic, and every plan has unlimited boxes.
Sharing: links, PDFs and other public outputs use only redacted copies, never the original image. Shared pages are marked noindex for search engines.
Raw image retention: the original is kept for 7 days by default, and a workspace admin sets it between 0 and 30 days (0 to 7 on the Free plan). 0 means the raw image is never kept; existing boxes then cannot be edited afterwards, only new boxes added.
Admin control: an admin can switch AI processing off completely, block keyboard capture, block recording on chosen domains and disable public links.

Izly does not currently detect personal data in screenshots on its own; you mark sensitive areas with boxes. Whether the redaction is enough is something you should check yourself before publishing. The product does not make you “compliant” with any law; it is a tool that helps reduce risk.

Frequently asked questions

Is blurring personal data in a screenshot enough?

Often not. A light blur softens text but in some cases it can be made legible again. For sensitive data use a method that permanently changes the pixels, such as a solid fill or a sufficiently coarse mosaic.

Is drawing a black rectangle on top enough?

Only if the rectangle is flattened into the image so the pixels change. If it stays as a separate layer, or is drawn over text in a PDF, the information underneath is still there. Verify on the exported file.

Does GDPR forbid sharing personal data in screenshots?

The GDPR does not ban processing personal data; it requires a lawful basis, purpose limitation, data minimisation and security. Showing more personal data than needed can conflict with those principles. For a specific case, get legal advice.

How long should the original of a redacted screenshot be kept?

As short as practical. The original is needed only while you still edit the redaction boxes; deleting it afterwards reduces risk. Izly keeps it for 7 days by default and a workspace admin sets 0 to 30 days.

Sources

General information, not legal advice.

Record it once and let the guide write itself

With Izly you do the task once in the browser. Clicks and screenshots become a step-by-step guide that you edit and share by link.

Start free See pricing