Imagine waking up to find your business’s confidential data exposed to the world. In our latest blog, managing directors and CEOs share their top strategies to keep such nightmares at bay. It kicks off with the insights on implementing Role-Based Access Control (RBAC) and concludes with the importance of using password managers, covering nine expert recommendations. This comprehensive guide unveils the secrets to maintaining data security and privacy in today’s digital age.
- Implement Role-Based Access Control
- Conduct Regular Security Audits
- Encrypt Data in Transit and at Rest
- Deploy Robust Endpoint-Security Measures
- Adopt Zero-Knowledge Partnership Approach
- Implement Multi-Factor Authentication
- Grant Minimum Level of Access
- Enforce Data Minimization Policies
- Encourage Use of Password Managers
How to Secure Your Data and Privacy in Business?
Implement Role-Based Access Control
One essential practice we follow to ensure data security and privacy is implementing role-based access control (RBAC). This restricts data access to only those employees who need it for their specific roles, minimizing the risk of unauthorized access to sensitive information.
For example, in handling client financial data, only team members directly involved in financial processing or compliance have access to that information. We continuously monitor and update these permissions as roles change, ensuring that access is aligned with each employee’s responsibilities. This approach not only protects sensitive data but also reinforces a culture of accountability and compliance across the organization.
Sergiy Fitsak
Managing Director, Fintech Expert, Softjourn
Conduct Regular Security Audits
We conduct regular internal and external security audits to stress-test our systems and uncover potential vulnerabilities before they become problems. This proactive strategy helps us stay ahead of potential breaches and continuously strengthen our defenses. By focusing on prevention, we ensure that our data-security protocols evolve alongside emerging threats.
To protect data exchanges with third parties, we enforce strict contractual and technical standards, including using secure API connections that limit data exposure. By setting high security standards with our partners, we extend our data-protection protocols beyond our own infrastructure. This ensures our user data is secure, no matter where it flows.
Alari Aho
CEO and Founder, Toggl Inc
Encrypt Data in Transit and at Rest
At Zibtek, we have a core principle that is consented to through practice, and that is data encryption, both in transit and at rest. What this entails is that all sensitive data, which is either being held or shared, has solid, foolproof encryption. For instance, our databases are AES-256 encrypted, while servers and clients use SSL/TLS encryption for secure communication.
Furthermore, access control measures are also in place, where only authorized persons from the team are able to access sensitive data. This two-layer approach—encryption combined with role-based access—enables us to protect client information while compliance is achieved. The bottom line? Encrypt everything and restrict availability to reduce the risk of betrayal.
Cache Merrill
Founder, Zibtek
Deploy Robust Endpoint-Security Measures
At Go Technology Group, one essential practice we follow for ensuring data security and privacy within our managed IT services framework is implementing robust endpoint-security measures, leveraging industry-leading solutions like Trend Micro. This involves deploying comprehensive antivirus, anti-malware, and endpoint-detection technologies that continuously monitor and protect devices against ever-evolving cybersecurity threats. By maintaining a proactive approach, we safeguard sensitive data at every endpoint, reducing potential vulnerabilities across the broader network.
For example, when managing sensitive client data, we enforce stringent security protocols with Trend Micro’s solutions to provide real-time threat detection, automatic patching of software vulnerabilities, and device encryption. This ensures that even if a device is lost or compromised, sensitive information remains protected from unauthorized access. Our emphasis on endpoint security through managed IT services delivers a multi-layered defense strategy, maintaining data confidentiality and the trust our clients place in us.
Steve Robinson
Senior Technical Manager, Go Technology Group
Adopt Zero-Knowledge Partnership Approach
We are a cybersecurity company, so the security and privacy of our own controls and employees are paramount to our success. If we were to experience a data breach, then our entire business would be at risk, especially if we lost client data as part of the breach.
What’s more, it wouldn’t be unusual for us to be exposed to highly sensitive client information as part of the delivery of our services. For example, we might be helping a client with incident response and come across some information that relates to an internal fraud event instigated by a member of senior management. Or, while helping clients with their identity management, we might need to analyze their ActiveDirectory repository (where they store all their users). This contains a lot of personal data about individuals, and the data is protected by stringent data protection regulations.
Consequently, when we are asked to handle sensitive data, we adopt a principle known as a “Zero-Knowledge Partnership.” We never want to put ourselves in a position where it is even technically possible to lose or mishandle sensitive client data. As such, we structure data interactions so that we never hold unnecessary access to client data—a literal ‘less is more’ approach to privacy and security.
What does this look like in practice? Most companies will establish a mutual SharePoint site where they can collaborate, sharing data and documents seamlessly. However, these sites are often misconfigured, and the permissions can be overly loose. For example, they still allow the ability for staff to download data locally on their personal devices or laptops.
Instead, we ask the client to spin up a virtual machine on their side that has Microsoft 365 pre-installed on it. We can remotely log into this remote machine, access the sensitive data required, perform our analysis, and send it back to the client all without the data ever needing to leave the client’s network.
This Zero-Knowledge Partnership approach to data interactions with our clients means we never put our own staff at risk, the client’s data never leaves the controlled environment of their own network, and as a cybersecurity business owner, I can sleep easy at night.
Jonny Pelter
Chief Information Security Officer (Ciso) and Founder, CyPro
Implement Multi-Factor Authentication
At Tech Advisors, one essential practice we follow to ensure data security is implementing multi-factor authentication (MFA) across all client accounts. With cyber threats growing daily, relying on passwords alone isn’t enough. MFA gives an extra layer of protection by requiring users to verify their identity in two ways, like a password combined with a code sent to their phone or email.
For instance, we worked with a real estate firm that had previously faced unauthorized access to their accounts. After setting up MFA, they noticed an immediate drop in attempted breaches, providing peace of mind for both our team and their staff.
We also strongly advise clients to secure their data by using strong passwords, which often means creating random combinations that are hard for anyone to guess. A good example of this was when one of our clients, a law firm, kept using family names in their passwords, which is risky. We helped them switch to a password manager to safely store complex passwords and create unique passphrases that are easy for their staff to remember but hard for hackers to crack. Now, they no longer need to worry about forgotten passwords or weak security.
Finally, training our clients and their teams in recognizing phishing emails is another crucial part of our data-protection approach. I recall a time when one of our clients received a very convincing email that looked like it was from their bank. After carefully checking the email address and reaching out to us for a second opinion, they avoided what could have been a major data breach.
Our advice is always to verify the sender’s identity through other channels and avoid clicking on suspicious links. Small actions like these add up and play a big role in safeguarding sensitive information.
Konrad Martin
CEO, Tech Advisors
Grant Minimum Level of Access
Protecting client data is like guarding the crown jewels. One often-overlooked method for ensuring data security is implementing a principle known as “least privilege.” This means granting users the minimum level of access—or permission—needed to perform their job functions. By doing this, even if a user’s credentials are compromised, the potential damage is limited. This can be particularly crucial in a business like Juris Digital, where sensitive legal data frequently crosses desks.
Consider an example: within our team, no one has blanket access to all client files. Instead, access is segmented based on roles and responsibilities. Our IT system is set up so that an SEO specialist working on a specific client project can only access files and data necessary for that particular client campaign.
This policy is not just a theoretical exercise; it includes regular audits and updates to ensure that no permissions are left unchecked. It ensures that even if someone’s account is accessed without permission, the intruder hits a wall, unable to pull data beyond what was absolutely necessary for that employee. This way, the fortress remains secure even if one part of the wall is breached.
Casey Meraz
CEO, Juris Digital
Enforce Data Minimization Policies
An essential practice we follow at PolymerHQ for ensuring data security and privacy is implementing strict access-control and data-minimization policies. These principles are foundational for limiting exposure and ensuring that sensitive information is only accessible to those who truly need it. Our system uses role-based access control (RBAC) combined with data-minimization techniques, so users have access only to the minimal amount of data necessary for their tasks, reducing risk substantially.
For example, when handling sensitive data across various SaaS platforms, our data-loss prevention (DLP) system automatically redacts or masks specific fields containing personal or confidential information before it reaches anyone without the required clearance. This ensures that even in analysis or development phases, sensitive details remain protected. Additionally, we use end-to-end encryption to secure data in transit and at rest, making unauthorized access extremely challenging.
By embedding these security and privacy measures into our workflows, we protect our clients’ data proactively. Our approach not only complies with regulatory standards, but also aligns with our commitment to safeguarding privacy—a critical aspect of building trust in any data-centric business.
Yasir Ali
CEO, Polymer
Encourage Use of Password Managers
One essential practice we swear by for data security is encouraging every employee to use a password manager. It’s not enough to just tell people to use strong, unique passwords; you need to give them the tools to actually do it. Password managers make it easy to generate and store complex passwords, so there’s no excuse for reusing the same weak password across multiple accounts.
But simply having everyone download a password manager isn’t enough. We also provide training and support to ensure everyone understands how to use these tools effectively. This includes setting strong master passwords, enabling two-factor authentication, and understanding the importance of regularly updating and reviewing their password vaults.
By making password managers a non-negotiable part of our security culture, we significantly reduce the risk of password-related breaches. It’s a simple but incredibly effective way to protect both our company and our employees’ sensitive information.
JJ Maxwell
CEO, Double Finance
