Best practices for protecting customer information

20 February, 2023By

Is your business taking all reasonable steps to safeguard the privacy of its customers and employees? Keep in mind that information security covers all of your data, not just traditional records. Every organisation should have a thorough information governance policy in place that handles all the data it generates, gathers, uses, and keeps, including but not limited to: 

  • Online resources 
  • Recruitment 
  • Emails 
  • Social Media 

We have some straightforward suggestions to help keep your company, employee and customer data safe, whether you are already equipped or simply need some assistance in fine-tuning your policies and procedures. 

Evaluate your information governance policy

The rules, standards, and procedures that businesses have in place to handle safe information, including the creation, distribution, and use of such information, are collectively referred to as information governance. These rules and processes can assist safeguard the information of both your clients and staff while also defending your business in the event of a suspected data breach. To make sure your plan effectively handles all of your business information, it’s critical to periodically monitor and assess it. 

Create a transparent privacy policy

Establishing a clear privacy policy for the entire company is one approach to demonstrate that your business cares about sensitive information. On your website, in crucial documents, and in private discussions, make this policy clear. When someone gives you their personal information, you should let them know about this policy.  

Such a policy may be created by your legal counsel. Ask everyone in your company to learn this information and to share it with others. 

Educate your staff 

Both developing a strong information governance system and training your personnel on your policies and processes are crucial. Training materials need to contain: 

  • Data privacy policies – Ensure that everyone in your organisation is aware of and agrees with the data privacy policies that have been implemented by your business (and why such procedures were implemented). 
  • Do your staff have a plan in place for responding in the event of a data breach? 
  • Implement explicit, standardised rules to make sure staff members are coming up with lengthy, complicated passwords. Your IT department can help you establish rules and train your staff on how to develop strong passwords. 

Destroy any documents and data you no longer require 

While it’s important for your company to securely preserve information for the necessary amount of time, keeping paper documents and digital data around after they’ve lost their value might place your firm at even greater risk. Create a retention plan that takes care of the work for you. When a document is unfinished or is about to be destroyed, a digital document solution can keep track of your retention schedules and alert you. This guarantees that you never have the information you don’t need and that you always have the information you need, when you need it.