Securing Client Communications at Beach Independent Financial Advisers

Beach Independent Financial Advisers (Beach IFA) use Mailock to send sensitive client documents and provider correspondence without password-protected attachments.

Password-protected PDFs had become a bottleneck for staff and clients. Documents were slow to prepare, and clients often struggled to open them.

After a demo in May 2022 and a 3-month free trial, Beach IFA adopted Mailock in July 2022. The firm now sends pensions, protection, and investment paperwork through secure email while keeping its client-first service model.

Who Are They?

Beach IFA operates with a strong team of advisers and administrators, offering financial advice for pensions, protections, and investments.

The team pride themselves on their customer service and client-first approach, taking the time to understand each person's unique needs and goals to tailor their financial guidance.

This commitment also extends to data security and communication tools, with standards of reliability and protection that match the advice they give.

Finding the Right Solution

Before Mailock, password-protected documents were the typical way Beach IFA secured sensitive information.

The process was time-consuming for the team and often led to accessibility issues for clients, who faced difficulties opening documents.

Beach IFA wanted a route that removed those frustrations for staff and clients alike.

"We needed to have something that secured all of the data and documents that we send over to clients and providers. Beforehand, we had to password-protect each document separately, so we needed something more robust and easier to use. After having the Mailock demo, we found it really easy to use, and the clients seem to like it too."

Jo Smith, Office Manager

They learned about Mailock through an existing connection before adopting it in July 2022.

"The support at Beyond Encryption has been brilliant. It’s nice to know we’ve got somebody to ask if we have any questions."

Jo Smith, Office Manager

A Connected Financial Network

Beach IFA’s decision to adopt Mailock was reinforced by the fact that many financial providers were already using it.

That familiarity made the transition smoother, as they had already encountered the system while responding to secure emails.

The shared network has also helped Beach IFA streamline secure communications between their firm, their clients, and other industry professionals.

"Because some of our providers use it already, Mailock was already familiar to us. Now, when we send secure emails to those providers, they come up as a trusted contact, as we are regularly in contact with them."

Jo Smith, Office Manager

A Better Way of Doing Business

Mailock has become an essential part of Beach IFA’s daily operations.

Whether exchanging sensitive client information internally or sending documents to clients, the firm has integrated Mailock into its core business processes.

Improved efficiency has been one of the biggest benefits, with staff now able to send emails securely in just a few clicks instead of manually encrypting each document.

That change has saved a great deal of time for their staff.

"We use Mailock all the time, as we’re always emailing clients. Anything that we send to them, such as documents, forms to sign, client evaluations - any private information or sensitive data - we send via Mailock. It’s efficient, easy to use, and professional-looking. Really happy with it.”

Jo Smith, Office Manager

Adapting to Consumer Choice

Adapting to consumer preferences is an important part of Beach IFA’s client-centric approach.

"We send a lot less things by post now because we can send them quickly and efficiently by Mailock. Some clients still do like receiving documents by post, so we will send the occasional ones out, but the majority will go through Mailock."

Jo Smith, Office Manager

While most clients prefer receiving documents digitally, a small percentage still prefer traditional mail.

The firm tracks these preferences in their system to make sure each client receives communication in their preferred format.

"It’s about consumer choice - we have a little note on our system that tells us who likes what types of communication. There’s only been a few people that haven’t got on with email, so we send theirs in the post. However, the majority are happy to and prefer it by email."

Jo Smith, Office Manager

For clients of an older generation who were initially hesitant to switch to email, Beach IFA took a hands-on approach by guiding them through Mailock’s secure email process.

After a brief introduction, most clients quickly adapted and now prefer this method for its convenience and efficiency.

Could This Work In Your Organisation?

Book a Mailock demo to talk through your current email process, the data you send, and where extra controls could help.

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Download the Beach IFA case study (PDF)