Five quick wins to reduce your risk of a data breach

What is a data breach?

A data breach occurs when sensitive, protected, or confidential information is accessed, shared, or stolen by an unauthorised person. This could be a cyber attack, but it could also be something far simpler, like a misplaced file, an email sent to the wrong recipient, or a poorly managed password. Even small incidents can create big problems, resulting in legal implications and reputational damage.

By implementing these essential yet simple security measures, recommended by PGI’s Senior Security Consultant, you can protect your organisation from cyber attacks and a potentially costly investigation as the result of a data breach.

1. Regular employee training

One of the most effective ways to prevent data breaches is to ensure that employees understand how to protect sensitive information. Training topics should include:

• General Data Protection Regulation (GDPR) and Data Protection Act (DPA): Educate your team about relevant compliance frameworks and their responsibilities when handling personal data. It’s essential they understand the legal implications of a data breach and how to report one as soon as possible.
• Phishing awareness: Phishing is the number one cause of data breaches and remains an incredibly effective technique for stealing sensitive information. All employees should be able to recognise phishing emails and know how to report suspicious messages.

Regular training sessions will empower your teams to act as the first line of defence against potential breaches. Even if you don’t have an in-house IT department, consider bringing in experts to provide training and assessments and conduct annual penetration testing.

2. Secure passwords and up-to-date systems

Strong security starts with the basics, such as ensuring your organisation has strong password criteria and is keeping software and systems up to date. This is easy to implement and very effective so it’s a win-win. Key practices to follow include:

• Strong password criteria: Implement a minimum password length and complexity and make multi-factor authentication mandatory.
• Keep systems updated: Outdated systems can have known vulnerabilities that hackers can exploit. Ensure your organisation has implemented a regular patching procedure and that all devices are using the latest versions of software.
• Conduct regular security checks: If you’re not sure how secure your systems are, regular penetration testing will identify weaknesses before they are used against you.

Keeping systems secure helps prevent unauthorised access and makes it harder for potential intruders to exploit your networks.

3. Assess your vendors and third-party suppliers

Your security is only as strong as your weakest link. If you work with third-party vendors, suppliers, or service providers, it’s crucial to assess their security measures before sharing data or infrastructure with them. This is also incredibly important to maintain for compliance with GDPR guidelines. Consider the following steps:

• Vendor Risk Assessment: Before working with a new vendor, complete a risk assessment to ensure they follow basic security principles and regulatory guidelines, such as GDPR and DPA.
• Check certifications: Make sure your vendors are accredited with the relevant frameworks. Certification demonstrates that your suppliers follow best practice when it comes to security and will handle any sensitive data exchanges securely.
• Due diligence: Ask vendors to complete a due diligence questionnaire or provide proof of their security practices. It’s important to ensure that their standards align with yours.

This step ensures that anyone with access to your data handles it responsibly and reduces the risk of a data breach from external sources.

4. Implement a clear desk, clear screen policy

Physical security is just as important as digital security. Implementing a ‘Clear Desk, Clear Screen’ policy can help prevent data breaches by minimising the risk of exposing sensitive information:

• Limit paper usage: Encourage digital records wherever possible, reducing reliance on physical documents. Make it clear that sensitive paperwork must not be left unattended on desks where unauthorised individuals could access it.
• Secure notes and devices: Make it clear that all notes, files, and electronic devices must be securely locked away whenever workstations are unoccupied. This reduces the risk of unauthorised access to sensitive information.
• Shred redundant documents: Provide equipment that will enable employees to properly dispose of redundant documents (e.g., a shredder). Discourage the retaining of outdated or unnecessary records that could be compromised if left unsecured.

Even a simple slip-up, like leaving a password written on a sticky note, can put your business at risk. A clear desk policy can prevent this.

5. Have an Incident Response procedure

No matter how many precautions you take, incidents can still happen. Having an incident response procedure in place ensures that you can act quickly to minimise damage. Here’s what to include:

• Clear reporting procedures: Make sure that everyone in your organisation knows how to report a potential breach and who to report it to. Acting quickly can prevent a small issue from becoming a larger crisis.
• Internal testing: Incident response should not be reactive. Effective planning and testing will mean an effective response and minimise the impact of a potential cyber attack. We offer a range of assessments and exercises, including business continuity and phishing training, to ensure that your team is fully prepared.
• Be prepared for investigations: In the event of a data breach, organisations must conduct an internal investigation to determine what happened and how to prevent it from happening again. If the Information Commissioner’s Office (ICO) gets involved, a thorough plan can help demonstrate that your organisation takes data protection seriously.

Having a clear plan in place not only helps contain the impact of a breach but also shows that your organisation is committed to safeguarding data.

Don’t wait until it’s too late

The consequences of a data breach can be severe, including fines of up to 4% of annual revenue, investigations by the ICO, and significant damage to your organisation’s reputation. The key is to be proactive rather than reactive to stay one step ahead of potential incidents. Implementing these steps will greatly reduce your chances of a data breach and help protect your organisation from malicious attacks.

If you’ve read this article and you’re not sure where to start, we are experts in both the proactive and reactive aspects of cyber security. We can support you with GDPR and DPA consultancy, implementing security measures and procedures, incident response, penetration testing, employee training, and more.

Get in touch with us today to get started.