Security and privacy are considered rare in today’s world. Every company knows more about their customers today than they ever did. However, that means they have a higher level of responsibility to their customers. 

1. Know what data you are collecting and why

Be aware of the data you collect. Protecting data starts with understanding what information you gather, where it’s stored, and how it’s used. It’s essential to identify the sensitivity of the data, where it’s kept, and if or when it’s shared.

Start by performing a data audit to locate data across the organisation, and then categorise each type based on its sensitivity, purpose, and required access level. Create a data inventory to clarify which information needs protection and determine applicable compliance requirements.

By knowing the type of data the business is dealing with, it will be able to assess risks and create applicable strategies for better security and privacy. For all scenarios, the best way to minimise the impact on customers is to only collect data that are truly needed. 

2. Use data encryption

Data encryption is a great way to protect the security and privacy of your customer data. Data encryption is the process of transforming data from a readable form into an encoded format. To access the data, individuals need to decrypt it by using a password. Data encryption is really important if employees are sharing sensitive information, internally or externally. It prevents third parties who do not have the code from being able to view the files. To begin with, sensitive data should only be stored when absolutely necessary.

3. Assess your third-party software

When a third-party vendor or customer data platform is handling data, it is essential to assess them thoroughly to protect the security and privacy of customers. Are they updating their software? What policies do they have in place? Make sure they follow data protection regulations and have the necessary expertise to manage sensitive information responsibly before partnering with them. This includes checking if they hold certifications in data protection, which indicates a strong commitment to compliance. 

The concerns should be discussed before the contract but during the partnership as well. Things can change overtime, companies may become complacent and might not see security and privacy as a priority. 

4. Minimise risk of cyberattacks

Reducing the risk of cyberattacks involves a combination of proactive measures that will ensure the business is prepared to handle any situation. To protect against potential threats, start by enforcing multi-factor authentication on all accounts to add a layer of security beyond just passwords. Multi-factor authentication is most effective when the user confirms their identity from a different device than the one they are currently using. For example, if they are using their laptop, they should use their phone to access their key or code. 

Another way to protect the security and privacy of customer data is by regularly updating all software to close gaps that cybercriminals often exploit. The organisation should also raise awareness by sharing with customers and employees the newest ways that criminals try to access their data. Customers from different companies have fallen victim to parcel scams. By sending individuals a parcel they have not ordered, they rely on the victim’s goodwill and/or curiosity. 

The object delivered to them will include a QR code, which is how scammers obtain the information they need. As a result, the customer or employee loses their data and may develop a negative sentiment towards the business. 

security and privacy

5.Limit data access

Not every employee requires access to all the data and tools within your organisation. By limiting access to only what is necessary for each role, companies can reduce potential vulnerabilities in their data systems. People who do not work in certain departments should be locked out of their database. If a user relocates, their data access should be taken away as soon as it is reasonable to do so. Teams should run frequent reviews of their systems to check whether there are co-workers with unnecessary access. 

Restricting access to sensitive data also minimises the risk of misuse if an employee leaves the company. For instance, if a former employee retains access to their email due to incomplete offboarding, they could still access data and potentially confidential company information. Limiting permissions to only essential tools helps maintain security and privacy, ensuring that only the right individuals have access to the data they need for their everyday tasks.

6. Train employees

To protect the security and privacy of customers, training employees is a must. Most mistakes are due to human error. That could be the use of outdated software, not using the right anti-virus or clicking on a suspicious link. 

To strengthen data privacy, businesses can:

  • Regularly train all staff – not just new hires – on current data privacy regulations and best practices.
  • Keep track of all portable devices at the start and end of shifts, ensuring they are securely stored and updated with the latest security patches.
  • Apply security protocols such as remote-wipe options in case of loss or theft of devices.

Make sure remote employees are aware of security risks and follow best practices, such as using secure, encrypted connections and avoiding public Wi-Fi for sensitive work.

By keeping employees informed about data privacy and necessary security practices, businesses can significantly reduce the chance of accidental data leaks.

7. Quickly investigate

When an incident occurs, businesses need to investigate quickly to protect both customer trust and organisational reputation. Investigating the breach thoroughly and acting immediately helps to understand the scope of the incident, address vulnerabilities and prevent future occurrences. Companies have to promptly inform affected customers, outline what steps are being taken to secure their information, and explain the protective measures that will be implemented moving forward. Organisations that demonstrate accountability and a commitment to safeguarding customer data are more likable and trustworthy than those that hide incidents for days and weeks at a time. 

Hiding an incident could jeopardise the security and privacy of customers further. Clear communication and transparency are important for minimising the impact.

How are you handling security and privacy?

At Polonious we are certified ISO 9001 and ISO 27001, highlighting our commitment to provisioning our customers with a reliable and secure case management system. Our clients trust us to fast-track the investigation process to maximise their chances of data recovery and improve risk control. From customised workflows, to automated progress updates, we have everything needed to achieve an efficient investigation.

If you want to learn how we have been helping many businesses around the world, reach out and book a free demo today!