Data privacy for businesses: Best practices to stay protected online

Every business collects and stores sensitive data, from customer information to financial records. With cyber threats increasing, data privacy is no longer just a regulatory requirement – it is a necessity for maintaining trust and avoiding costly breaches.

Hackers exploit weak security measures, but businesses that take proactive steps can safeguard their digital assets. Strengthening access controls and ensuring workers follow secure practices reduce the risk of exposure. A well-protected business not only avoids legal and financial consequences but also reassures clients and partners that their records are handled responsibly.

Implement strong access controls

Unrestricted access to company systems increases the likelihood of leaks and cyberattacks. Workers should only see the information they need for their roles. Restricting access prevents unauthorised users from viewing or modifying sensitive records.

Multi-factor authentication (MFA) provides additional security, making it significantly harder for hackers to get through, even if they discover a password. You can also request that employees verify their identity through an authentication app or a one-time code so that only legitimate users can log in.

Storing passwords securely reduces the risk of credential theft. Using a free password manager helps employees create and store complex passwords without writing them down or reusing them across multiple accounts. Passkeys (cryptographic keys linked to devices) offer another secure alternative, removing the need for traditional passwords altogether.

Encrypt data

Encrypting sensitive information means that even if attackers gain access to your systems, they cannot read the information without the decryption key. Encryption protects customer records and financial transactions from those who shouldn’t view them.

Businesses that handle confidential information, such as healthcare or financial records, must comply with strict encryption requirements to meet regulatory standards. Data should be encrypted both in transit and at rest. Secure sockets layer (SSL) and transport layer security (TLS) protocols can protect files while they move between users and servers.

Keeping encryption keys secure is just as important as encrypting the data itself. Using hardware security modules (HSMs) or dedicated key management services prevents unauthorised access to encryption keys.

Conduct regular security audits

Without regular testing, security gaps remain unnoticed until an attack occurs. Businesses that conduct frequent audits can spot weaknesses before cybercriminals can exploit them. Penetration testing simulates real-world attacks, revealing vulnerabilities in firewalls or outdated software.

Cybersecurity policies should evolve alongside threats. Reviewing and updating security protocols ensures that the workforce follow best practices. Implementing automated monitoring systems alerts businesses to suspicious activity, allowing them to respond quickly to potential breaches.

Train employees on cybersecurity practices

Employees are often the first line of defence against cyber threats, yet human error remains a leading cause of breaches. Regular training equips staff with the knowledge needed to recognise and avoid common threats such as phishing scams and social engineering attacks. Without this awareness, even the most advanced security systems can fail.

Phishing emails often disguise themselves as legitimate communications, tricking individuals into sharing login details or downloading malicious software. Training sessions should teach staff how to spot suspicious emails and report potential threats before they cause harm. It’s also important for them to understand the importance of using unique passwords and enabling MFA where necessary.

Use secure and trusted software

Businesses that fail to install updates leave their systems exposed to attacks. Regularly patching operating systems and security tools prevents cybercriminals from using these flaws as entry points.

Reliable security software strengthens defences. Firewalls block unauthorised entry, antivirus programs detect and remove malware and intrusion detection systems monitor for unusual activity.

Third-party software must also meet security standards. Verifying their compliance with data protection regulations prevents businesses from unintentionally exposing confidential information through weak external systems.