By Vicky Sidler | Published 14 December 2025 at 12:00 GMT+2

If you’ve ever sent a file to a client or downloaded one from a colleague without giving it a second thought, you’re in good company. Unfortunately, you may also be one bad upload away from a malware mess.

A recent study by cybersecurity firm Surfshark reviewed some of the world’s most popular file-sharing platforms. The finding? Most don’t scan your files for viruses unless you’re paying for the upgrade. And even then, it’s not guaranteed.

Meanwhile, the UK is about to force platforms to start scanning everything—ostensibly for illegal content. Depending on how that plays out, your harmless spreadsheet could end up flagged as dangerous. Or worse, your files could be silently scanned without your knowledge in the name of online safety.

Let’s break this down in plain English.

TL;DR:

• Free file-sharing services like Dropbox, WeTransfer, and iCloud do not scan for viruses

• Paid plans sometimes offer scanning, but it’s inconsistent

• The UK wants platforms to scan all shared files for illegal content

• This could create new privacy issues and security risks

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Table of Contents:

What File-Sharing Services Are (Not) Doing:

According to Surfshark, most file-sharing services are letting your uploads pass through like unsupervised toddlers in a supermarket.

Here’s a quick look at the big players:

• Dropbox: 700 million users. No virus scanning.

• WeTransfer and Box: Combined 138 million users. Virus scanning is available only on paid plans.

• iCloud: 900 million users. No upload/download scanning. Relies on Apple device security instead.

This means if you’re using these tools for your business—and using them for free—you are one double-click away from installing ransomware.

And no, this is not a 2003 problem. Malware is still very much alive and well.

The UK Plan: Safety or Surveillance?

The UK government is taking a more aggressive approach. Under its Online Safety Act 2023, it wants platforms to proactively scan files for illegal content.

Sounds reasonable—until you realize what that means in practice.

It means scanning everything. All uploads. All downloads. Every file you send to a colleague or receive from a client. All in the name of catching the bad stuff.

But according to James Baker from the Open Rights Group, this opens the door to mass surveillance. Not targeted. Not filtered. Just universal scanning of every file, by default.

It’s like asking your courier to open every parcel and read every letter, just in case you’re sending contraband.

Why This Could Backfire for Small Business Owners:

You may be thinking: “I’m not sending anything illegal. Who cares?”

But false positives are a thing. Especially when automated systems are involved. A photo used for protest coverage. A research paper on sensitive topics. A file with keywords flagged by mistake.

If your file gets flagged, it could be deleted. Or your account could be banned.

And if your files are scanned at the server level, it also means someone—or something—has access to your data. Even if it’s just a machine, that’s still one more place your private business info lives.

But Isn’t This Just a Tech Problem?

Yes and no.

The tech companies are the ones skipping virus scans. And now governments want them to act more responsibly.

But the burden falls on you.

If you don’t pay for a scanning service, you have to:

• Hope your client isn’t sending you something dodgy

• Trust that your antivirus will catch threats before they open

• And cross fingers your files don’t get wrongly flagged in the name of “safety”

None of those sound like solid risk management strategies.

What You Can Do About It:

Here’s the simplest fix: get a reliable antivirus.

Surfshark says that if you’ve got antivirus software installed, you don’t need to rely on file-sharing platforms for scanning.

That’s good advice. But let’s take it a step further:

• Stick to known platforms with strong reputations

• Upgrade to paid plans if they offer extra security features

• Use password protection and encryption for sensitive files

• Label files clearly so they don’t get flagged as suspicious

• Keep your devices updated

And finally, don’t assume the platform is doing the safety work for you. Most aren’t.

Advice From a Marketer, Not a Hacker:

As a StoryBrand Certified Guide and Duct Tape Marketing Consultant, I usually help businesses get their messaging right. But clear communication doesn’t just matter in your website copy.

It matters in how you protect your business too.

If a client gets a file from you that sets off their virus scanner, you don’t just look careless. You look untrustworthy.

And if your file-sharing tool silently scans and flags your content without context? That’s a brand perception issue you’ll have to explain.

Trust is fragile. It’s built through consistent, secure, and clear interactions.

If you want to be seen as the business that has its act together, protecting your files is just part of the deal.

Want to Show You’re a Pro? Start With Clarity

Confusion isn’t just a tech problem. It’s a marketing one too.

If your messaging is as murky as your malware settings, your prospects won’t feel safe doing business with you.

That’s why I created the 5-Minute Marketing Fix. It helps you write one clear sentence that tells people exactly what you do and why they should trust you.

👉 Download it free here.

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Frequently Asked Questions About File-Sharing Security

1. Do free file-sharing platforms scan for viruses?

Most do not. Platforms like Dropbox, WeTransfer, and Box skip virus scans on free plans. Even Apple’s iCloud relies on device security instead of scanning uploads or downloads.

2. Is it safe to use file-sharing tools for business?

Only if you take extra steps. Use reliable antivirus software, encrypt sensitive files, and don’t assume the platform is checking for threats.

3. What are the risks of not scanning files?

You could download a file that installs ransomware or other malicious software. This can damage devices, compromise client data, or stall your business operations.

4. How does the UK’s Online Safety Act affect this?

The UK plans to require platforms to scan all shared files for illegal content. This could lead to mass surveillance, false flags, and unnecessary account bans.

5. Why are people concerned about file scanning and privacy?

Automated scans could access sensitive or private data without consent. There’s also a risk of files being misinterpreted, flagged, or removed incorrectly.

6. What should small businesses do to stay safe?

Use antivirus software, avoid relying solely on free file-sharing tools, label files clearly, and secure files with passwords or encryption when needed.

7. Are paid plans better for file safety?

Sometimes. Some paid file-sharing plans include virus scanning and additional security features. But always check the fine print before assuming you’re covered.

8. Can scanning software make mistakes?

Yes. Automated systems can produce false positives, flagging safe content as harmful. They can also miss more sophisticated threats.

9. What if I share sensitive data with clients?

Use secure platforms, enable encryption, and make sure your files are labelled in a way that won’t trigger scanning tools. Trust and professionalism matter.

10. How does this relate to my marketing or brand?

If your files cause problems for clients—like triggering antivirus alerts or being blocked by scanning tools—you risk damaging trust. Protecting your files is part of protecting your reputation.