A prospective client asks to see a sample management accounts pack. The only one you have on the desk is from a current client, full of account numbers, sort codes, and reference IDs. You can't send it as-is.
Redacting bank details properly is a five-minute job. Doing it wrong is a regulatory event.
What to redact
Full account numbers (8 digits in the UK, longer in many other jurisdictions). Sort codes. International bank account numbers (IBANs). Card numbers if any appear. Any reference numbers that tie to a private bank account. The client's name appears alongside these details — redact that consistently too.
Proper redaction technique
Use redact PDF so the text under the redaction is removed, not just covered. Test the output by selecting in the redacted region — nothing should copy out. This step alone prevents most amateur redaction failures, where black rectangles drawn over text leave the original numbers readable underneath.
Search-and-redact for repeats
Account numbers often appear multiple times in a document — header, footer, on every transaction page. Use the search-and-redact feature to find all occurrences of a specific number string and redact them all in one pass. Verify visually afterwards that no instances were missed.
After redacting
Password-protect the redacted sample before sending to a prospect. The redactions themselves are permanent, but password protection adds a layer against casual forwarding. Add a footer marking the file as a redacted sample, not a current document.
FAQ
Can I leave the last four digits visible?
Some compliance regimes allow showing last four digits for identification purposes. Check your regulator's guidance before assuming.
Should I redact the bank name as well?
For samples to prospects, usually yes — leave the bank name only if it's irrelevant context. For redacted disclosure, leave bank names so the document remains coherent.
Are tax reference numbers personal data?
Yes — UTRs, NI numbers, and similar are personal data under GDPR. Treat them the same as bank account numbers for redaction purposes.
Can I undo a redaction?
No — proper redaction is permanent. Keep the original unredacted file safely; never overwrite it with the redacted version.
Five minutes of proper redaction beats a year of regulatory pain. Redact your sample in Flint.