10 Simple Ways for Businesses to Keep Their Data Private

ways businesses can keep their data private

Every day, cybercriminals are looking for easy targets, and if you’re not actively protecting your data, you’re making their job a lot easier.

It’s easy to feel like data leaks and breaches are inevitable, but they don’t have to be. Whether you’re a small shop or a growing company, taking the right precautions can mean the difference between smooth operations and a costly disaster.

Here are 10 simple but effective ways to keep your business data private.

#1 Use Strong Passwords & MFA

Require employees to use complex passwords and enable multi-factor authentication (MFA) to add an extra layer of security. These two go hand in hand. When passwords fail (which they often do), MFA provides an extra layer of protection.

Weak or stolen credentials are cybercriminals’ main avenue for getting into your network. Too many businesses reuse easy-to-guess passwords for multiple accounts, making them prime targets.

No matter how good your excuse is, there’s no valid reason not to use MFA. At the very least, your administrators need to be using it without exception.

Further Reading: Do You Need Multi-Factor Authentication?

#2 Limit Data Access

Only grant access to sensitive data to employees who truly need it.

This method is referred to as least privilege access. Too many people having access to your data increases risk. Employees should only have the minimum level of access required to do their job.

It’s also critical to remove user access when an employee leaves your organization.

Dormant accounts are a major security risk, as they can be exploited by hackers. If possible, set expiration dates for access during projects, grant temporary access to users and automatically revoke it once the project is completed.

You can also set systems to log out users after a period of inactivity to prevent unauthorized access from unattended devices.

#3 Keep Software Updated

Regularly update operating systems, applications, and security software to patch vulnerabilities that hackers might exploit. Cybercriminals actively seek out outdated software because it often contains unpatched security flaws they can take advantage of.

Many businesses put off software updates because they’re inconvenient or might disrupt operations. But skipping updates is like leaving your front door unlocked, you’re practically inviting attackers in.

Software updates often contain critical security patches that fix newly discovered vulnerabilities. This is also why you need to use devices that can handle the most up-to-date software.

Running outdated hardware that can’t support security updates leaves your business at risk.

#4 Encrypt Sensitive Data

Encryption protects data by making it unreadable to unauthorized users. Even if a hacker gets their hands on encrypted data, they won’t be able to access it without the decryption key.

You should encrypt files and emails, especially when storing or sending confidential information. Along with that, use secure file-sharing methods instead of sending sensitive data over email or public cloud services.

Consider using end-to-end encryption for messages and full-disk encryption on company laptops to add another layer of security.

#5 Secure Wi-Fi Networks

Your Wi-Fi network can be an easy entry point for cybercriminals if it’s not properly secured. Use strong encryption (like WPA3) for business Wi-Fi and separate guest networks from internal systems.

A few best practices for securing your Wi-Fi:

  • Change default router credentials – Hackers can easily look up default usernames and passwords online.
  • Disable remote management – This prevents outsiders from modifying your router settings.
  • Use a firewall – A firewall helps filter out malicious traffic before it reaches your network.

Guest networks should never have access to internal business systems. If customers or visitors need internet access, create a separate guest network with limited permissions.

#6 Train Employees on Security Best Practices

We’ve already seen phishing attacks cause major data breaches both locally and nationally. Being able to recognize these scams will save you headaches down the road. Just one wrong click can put your business and customer data at risk, leading to financial and reputational damage.

Phishing scams are getting more sophisticated and harder to spot. Everyone in your organization—from the front desk worker to the CEO—must be aware of security best practices. It’s also important to keep work activities separate from personal internet use to reduce risk.

There are several ways to train employees: literature, videos, presentations—but interactive training is the most effective. The best approach is to use dedicated cybersecurity awareness software that:

  • Simulates phishing attacks
  • Enrolls employees in security training when they fail tests
  • Provides insight into your company’s weakest security points

Cybersecurity isn’t a one-time lesson. It requires ongoing education and reinforcement to keep employees vigilant against evolving threats.

Further Reading: Are Humans Really the Weakest Link in Cybersecurity?

#7 Use a Virtual Private Network (VPN)

If your employees work remotely, using a VPN should be a standard process. A VPN encrypts internet traffic, making it harder for cybercriminals to intercept data.

Without a VPN, accessing company resources from public Wi-Fi networks—like those at coffee shops, hotels, or airports—is a major security risk. Hackers can easily eavesdrop on unencrypted connections and steal login credentials or sensitive information.

Always use a reliable and trusted VPN provider to ensure secure remote access. Free VPNs are often risky, as they may log user data or contain vulnerabilities themselves.

#8 Back Up Data Regularly

Data loss can happen in many ways—ransomware attacks, accidental deletions, hardware failures, or natural disasters. Regular backups are your safety net.

Follow the 3-2-1 backup rule:

  • Keep three copies of your data
  • Store it on two different types of media
  • Keep one backup offsite or in the cloud

Automate backups whenever possible and test them regularly. A backup is only useful if it actually works when you need it.

Further Reading: Data Backup and Recovery: The 3 Questions You Need to Ask

#9 Control Third-Party Access

Many breaches happen because external vendors, contractors, or service providers have too much access to company systems. Third-party vulnerabilities are a major risk to businesses.

Always do the following:

  • Vet vendors before granting access – Make sure they follow strong security practices.
  • Use contracts with security clauses – Ensure service agreements include clear security requirements and data protection policies.
  • Enforce least privilege access – Vendors should only have access to what they need.
  • Monitor and audit vendor activity – Track what third parties are doing inside your network.
  • Require proof of compliance – Ask vendors for security certifications (SOC 2, ISO 27001, HIPAA, etc.).
  • Revoke access when no longer needed – As soon as a contract ends, immediately disable vendor accounts.

#10 Monitor & Audit Activity

Many businesses keep logs of user activity—but logs are useless if no one looks at them. Security monitoring tools can detect unusual behavior in real time, helping you catch potential breaches before they escalate.

What you should monitor:

  • Login attempts (failed logins, unusual login locations)
  • File access logs (unauthorized downloads or modifications)
  • Network traffic (suspicious outbound connections)

Bonus Tip: Have an Incident Response Plan

Even with strong security measures in place, no system is 100% breach-proof. A clear, well-documented incident response plan ensures you can react quickly if a breach occurs.

Your plan should include:

  • Containment steps to prevent further damage
  • Investigation procedures to determine what happened
  • Notification protocols for affected parties
  • Recovery actions to restore data and strengthen defenses

The faster you respond to a cyber incident, the less damage it will cause.

Don't Overlook The Basics

Data privacy affects businesses of all sizes. It doesn’t always take a massive budget or complicated tools to protect your data. Small, proactive steps—like enabling MFA, keeping software updated, and limiting access—can go a long way in keeping your business safe.

Cybercriminals thrive on businesses that assume they won’t be targeted. Don’t let that be you. These precautions might seem basic, but they’re often the first things businesses overlook until it’s too late.

Need Help Securing Your Business Data?

If you’re not sure where your weak spots are, a network security assessment can give you a clear picture of your risks. At Just Solutions, we specialize in helping small and medium-sized businesses take control of their cybersecurity.

Protecting your business shouldn’t feel overwhelming. We make IT security simple, so you can focus on running your business without worrying about the threats waiting at your door.

Want to strengthen your security strategy? We’ll walk you through the next steps.

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