Share Notion Databases Safely (Formulas, Views, and No PII Columns)

Why databases leak more than docs

Databases pull data across pages with relations, rollups, and formulas. One “helpful” view can expose hidden columns, and CSV exports often include more than you expect. Treat schema and sharing like a product.

Schema that stays out of trouble

• No PII columns by default (full names, personal emails, IDs). Put sensitive fields in a separate database with tighter access and link it via Relation.
• Controlled inputs: prefer Select/Multi-select over free text for status/labels.
• Computed safely: review formula and rollup properties; they can re-expose sensitive data from related tables.

Views are not permissions

• Hiding a property in a view doesn’t revoke access. If someone can edit the table, they can re-show hidden columns.
• Make reviewer-friendly views (filters + minimal columns) and share the page with commenter/viewer access only.
• For one-off reviewers, prefer Guests on specific pages, not workspace-wide invites. Doc sharing basics: Share Notion Docs Securely.

Exports & attachments (handle with care)

• Audit before export: remove sensitive properties and check related tables.
• Deliver exports via a one-time, expiring link and send the access code on a different channel. How-to: The Safe Way to Share Passwords in 2025 (No Email).
• Need to share screenshots/PDFs? Strip metadata and redact properly (don’t just blur): Redact Sensitive Info in Screenshots and PDFs.

Onboarding and offboarding

• Invite by email with the least privilege that works (viewer/commenter first).
• Disable public link sharing for sensitive databases.
• Remove guests when work ends and rotate any secrets touched. Checklist: Employee Offboarding.

Related reading

Share Sensitive Photos & Documents Safely · The Beginner’s Guide to Zero-Knowledge Sharing · Prevent Accidental Link Previews

Bottom line

Split sensitive data into a separate table, keep views lean, share as viewer/commenter, and export via short-lived links only.