Swif's Data Loss Prevention (DLP) feature monitors outgoing emails in real time and blocks messages that violate your organization's data security policies — before they ever leave your outbox.
Overview
DLP protects sensitive information from being sent through web-based email applications. When enabled, Swif's browser extension inspects outgoing email content at send time. If a policy violation is detected, the email is blocked instantly — it will not be sent and will not appear in your Sent folder.
DLP operates entirely within the browser. There is no need to install additional software or configure email server rules.
Supported Applications
Application | Platform | Mechanism | Real-Time Block | Attachment Scanning |
Gmail (web) | macOS, Windows, Linux | Browser Extension | ✅ Yes | Not yet |
Outlook (web) | macOS, Windows, Linux | Browser Extension | ✅ Yes | Not yet |
Note: DLP currently covers the web versions of Gmail and Outlook accessed through a supported browser with the Swif extension installed. Native desktop mail clients are not covered at this time.
How It Works
Compose as normal — Write your email in Gmail or Outlook web as you normally would, including any attachments.
Click Send — DLP inspection occurs at the moment you press Send. It does not scan while you type or draft.
Policy evaluation — The content of your email body is evaluated against your organization's DLP policies.
Outcome:
✅ No violation detected → The email is sent normally.
🚫 Violation detected → The send is blocked. A notification appears in the email app informing you that the message was not sent due to a policy violation. The blocked email does not appear in your Sent folder.
Resume working — After a block, you can edit the email to remove the flagged content and try sending again. Normal email functionality is unaffected.
Enabling DLP
DLP is managed at the organization level by your team administrator.
For Admins:
Navigate to Team Settings in the Swif dashboard.
Locate the Data Loss Prevention toggle.
Toggle it ON to enable DLP for all managed devices with the browser extension.
Important details:
DLP is OFF by default — it must be explicitly enabled by an admin.
The setting persists across sessions and is applied via the Swif API.
Once enabled, the browser extension will enforce DLP policies on all supported web email apps.
If there is a connectivity issue, the UI will reflect the error state clearly.
What Gets Inspected
Content Type | Inspected? |
Email body text | ✅ Yes |
Attachments (files added to the email) | Not yet |
Subject line | ✅ Yes |
Recipients | Policy-dependent |
DLP also supports server-side detection through connected integrations, providing an additional layer of coverage beyond the real-time browser block.
Supported Platforms
OS | Supported |
macOS | ✅ (via Chrome/Edge extension) |
Windows | ✅ (via Chrome/Edge extension) |
Linux | ✅ (via Chrome/Edge extension) |
Frequently Asked Questions
Q: Will DLP slow down my email sending?
A: No. Policy evaluation happens in milliseconds at send time. You will not notice any delay for compliant emails.
Q: What happens if my email is blocked?
A: You'll see a notification directly in Gmail or Outlook explaining the block. Your email draft is preserved — you can edit it and try again.
Q: Does DLP read my emails while I'm typing?
A: No. DLP only inspects the email at the moment you click Send. It does not monitor drafts, keystrokes, or content in real time while composing.
Q: Are native desktop clients (Apple Mail, Outlook desktop app) supported?
A: Not currently. DLP covers Gmail and Outlook web apps only, accessed through a browser with the Swif extension installed.
Q: Is DLP enabled by default?
A: No. DLP is off by default and must be explicitly enabled by your team administrator in Team Settings.
Q: Does DLP work if I'm offline?
A: DLP requires an active browser extension connection. If the extension is disabled or not present, DLP enforcement will not apply.
Q: Can I see why my email was blocked?
A: The block notification will indicate that a DLP policy was triggered. Contact your administrator for details on your organization's specific policy rules.
Requirements
Swif browser extension installed and active (Chrome or Edge)
DLP enabled by admin in Team Settings
Accessing Gmail or Outlook through the web browser (not native apps)
For questions about your organization's DLP policies, contact your Swif administrator.