As a growing business with anywhere from 2 to 50 staff members, you’re probably juggling many responsibilities—cybersecurity may not always feel like a top priority. However, with cyberattacks on the rise and data protection laws such as the UK GDPR requiring strict compliance, securing your business should be at the top of your list. This blog will cover some essential cybersecurity tips for growing businesses and introduce you to a series of blogs designed to help you manage, train, and protect your small business from digital threats.
Why Cybersecurity Matters for Small Businesses
Many small business owners think, “Cybercriminals target big corporations, not businesses like mine.” However, small businesses are often more vulnerable because they may not have the resources for dedicated IT teams or the advanced security tools that larger companies use. Almost half of all cyberattacks target small businesses, and the effects can be devastating—data breaches, financial loss, and damage to your reputation.
Following some straightforward cybersecurity practices can greatly reduce the risk of these incidents and keep your business secure.
1. Stay Up to Date with Software and Security Patches
One of the simplest but most effective ways to protect your business is by updating your software. Hackers often exploit vulnerabilities in outdated software, so regular updates and patches are crucial. Whether it’s your operating system, antivirus software, or cloud storage, always enable automatic updates to stay protected.
Tip: Consider using a centralised IT management system to help you track updates across all business devices.
2. Implement Strong Access Controls
Controlling who has access to your systems is another key element of cybersecurity. Not all employees need access to sensitive data, so it’s important to establish clear access control policies. Only grant access to individuals who need it, and consider implementing role-based access control (RBAC), which limits what employees can do based on their roles.
For example, junior staff may not need financial or customer data access, while team leaders or managers might.
3. Educate Your Team on Cybersecurity
Your employees are your first line of defence. Without proper training, human error can compromise even the best security systems. Simple training on recognising phishing emails, avoiding malware, and protecting company devices can go a long way in preventing breaches.
If you’re unsure where to start with training, stay tuned for our upcoming blog on “Cybersecurity Training for Your Team,” where we’ll explain exactly what your team needs to know to keep your business safe.
4. Back Up Your Data Regularly
Data loss can happen for various reasons, from cyberattacks to system failures. To ensure your business can quickly recover, make regular backups of important data and store them securely—preferably on-site and in the cloud. Backups should be tested regularly to ensure they can be restored if needed.
The UK GDPR also requires businesses to protect personal data, and having reliable backups is a key part of compliance.
5. Use Multi-Factor Authentication (MFA)
Relying solely on passwords is no longer enough. Multi-factor authentication (MFA) adds an extra layer of security by requiring users to provide two or more verification factors, such as a password and a text message code. This significantly reduces the chances of unauthorised access, even if a password is compromised.
We’ve already written extensively on strong password policies in another blog, which you can check out here. It’s a great read if you want to ensure your team is using the right methods to create and manage passwords securely.
6. Monitor and Respond to Security Threats
Even with the best defences, monitoring potential threats is essential. Consider using tools like firewalls, intrusion detection systems, and security monitoring software to monitor your network. If you notice suspicious activity, investigate and mitigate the issue quickly.
Planning for a cyber incident by having a response plan in place can also help you handle threats more efficiently.
What’s Next?
This blog is just the start! In the coming weeks, we’ll explore topics such as managing cybersecurity risks, training your team, and the role of AI in cybersecurity. Each post will provide growing businesses with practical, actionable advice.
Remember to subscribe to our newsletter to receive the latest updates and explore some of our other helpful blogs, such as our post on creating strong password policies.
Cybersecurity might seem overwhelming initially, but by taking these basic steps, you’re already on the path to securing your business and protecting your customers’ data. Stay informed, stay proactive, and stay protected!
Curious about how marketing connects every part of your business, like an octopus reaching out with its tentacles? In this guest blog, Margaret Bradshaw, founder of Red Button Marketing Training, explains how aligning marketing with your business vision—and using data effectively—can drive success. (more…)
As your small business grows, data protection needs to be a priority, not just for compliance reasons but for building client trust. In the service industry, you’re dealing with sensitive client information—whether it’s personal details, payment data, or confidential project insights. This means your entire team needs to be well-versed in handling personal data safely and securely. But how can you achieve that?
The key is to create a culture of compliance within your business, where every employee understands the importance of data protection and feels responsible for it. Here’s how you can do that and ensure your team is well-trained in handling data responsibly.
Create a Culture of Compliance
Building a culture of compliance means going beyond ticking regulatory boxes. It requires embedding data protection into the everyday mindset and practices of your team. Here’s how to encourage this culture:
Lead by example: As the business owner or team leader, you set the tone. Ensure that data protection is a priority in your company by actively participating in training sessions, discussing compliance during team meetings, and referencing it in day-to-day operations.
Regular communication: Data protection shouldn’t be only discussed during a training session. Regular communication—such as a “data protection tip of the week” or quick discussions during team meetings—keeps the topic fresh and reinforces its importance.
Integrate data protection into everyday tasks: Encourage your team to incorporate compliance into their workflows. For example, when onboarding a new client, ensure personal data is stored securely from the beginning, or when sharing information with third-party vendors, ensure data-sharing agreements are checked for compliance.
Blended Learning Techniques for All Learning Styles
Every team member learns differently. To ensure your training program is effective, it’s important to use various teaching methods. Here’s how you can structure your training:
Interactive workshops: Hands-on workshops where team members can ask questions and engage in discussions are among the best ways to explain complex topics like GDPR or PECR compliance. Encourage your team to bring up real-world examples of how they handle client data and discuss any potential vulnerabilities.
On-the-job training: Not every learning moment has to be formal. Managers can provide on-the-job coaching by guiding employees through real-life situations. For example, walk through the process of responding to a data subject access request (DSAR) or teach someone how to properly handle a data breach scenario.
Email learning series: Send bite-sized updates or tips through a weekly email series. These can be practical tips such as “How to Spot a Phishing Email” or “Why Strong Passwords Matter.” Small, digestible pieces of information help reinforce training without overwhelming your team.
Gamification: Consider adding quizzes, challenges, or interactive simulations. For example, you could implement a “data protection champion” reward for those who consistently follow best practices or use quizzes to test knowledge retention after workshops or emails. Gamification adds an element of fun and can improve engagement with the material.
Update and Enforce Data Protection Policies
A well-drafted data protection policy is essential, but it’s only effective if everyone on your team understands it and follows it. Your policy should include clear, actionable guidelines on:
Handling personal data: From collection to storage, outline exactly how personal data should be handled within your business. This should cover physical data (e.g., paper forms) and digital data (e.g., email communication, databases).
Data breach response: Make sure everyone knows what to do during a data breach. This includes whom to report to, the steps involved in containing the breach, and how to communicate it to the affected individuals.
Data sharing and third parties: Outline protocols for sharing client data with external vendors or partners. Ensure that all third parties you work with are GDPR-compliant and that data-sharing agreements are in place.
It’s also important to regularly review and update your policies to reflect any changes in regulations or your business processes. Ensure your team is informed of any updates and understands how to implement them.
Use Technology to Support Your Training Program
You don’t have to handle everything manually. There are affordable and accessible tools available to small businesses that can support your training efforts and make data protection part of everyday operations:
Online training platforms: Tools like Moodle or Google Classroom allow you to set up courses or lessons on GDPR compliance tailored to your business’s specific needs. You can track progress, assign tasks, and offer certification for completing the training.
Automated compliance reminders: Software like TrustArc or OneTrust can automatically remind employees to perform routine compliance tasks, such as data audits or updating privacy policies.
Data protection tools: Use tools like LastPass for password management or encryption software to protect sensitive information. Teaching employees how to use these tools properly is part of your overall training program.
Encourage Continuous Improvement
Data protection isn’t a “one-and-done” task—it requires constant learning and improvement. Encourage a mindset of continuous improvement by:
Regular refreshers: Schedule annual refresher courses to update your team on new data protection regulations or company processes.
Open feedback loop: Create an environment where employees feel comfortable raising concerns or suggesting improvements to your data protection processes. This will help you stay agile and responsive to potential issues before they become problems.
Lessons learned: When things go wrong, don’t just sweep it under the rug. Use mistakes or near-miss incidents as learning opportunities to reinforce the importance of compliance and improve your processes.
Takeaway: Training your team in data protection requires more than just handing them a policy to read. Building a culture of compliance and using a blend of interactive, ongoing learning techniques ensures your team stays engaged and well-prepared to handle sensitive data responsibly.
Data protection is an ongoing challenge for small service-based businesses, but staying compliant with regulations like UK GDPR, PECR, and the Data Protection Act 2018 doesn’t have to be overwhelming. Here are five practical data privacy tips to help you maintain strong protection standards year-round.
Audit Your Data Regularly
Take time to review what personal data your business holds and why. Is the information still necessary, accurate, and relevant? Periodic audits help ensure you only store the needed data and prevent data from becoming outdated or vulnerable. Implement an internal schedule for data reviews—ideally every six months.
Update Your Privacy Policy and Documentation
Your privacy policy should clearly outline what personal data is collected, how it’s used, and with whom it’s shared. As your business evolves, your data collection practices may change, too. Regularly update this document to reflect any new tools or third-party platforms you use. Transparency builds trust with your clients and keeps you compliant.
Train Your Team on Best Practices
Even the best data protection strategies can fall apart if your team isn’t on board. Ensure that all staff handling personal data are aware of privacy best practices, such as secure communication, password protection, and data handling protocols. Regular training sessions are key to keeping everyone informed and vigilant.
Use Encryption and Secure Communication
Sensitive data, especially client payment details, must be encrypted in storage and during transmission. Whether sending emails, invoices, or storing client records, ensure all digital communications are secure. This will help prevent data breaches and keep client information safe.
Vet Your Vendors and Third-Party Tools
Many small businesses rely on third-party tools for marketing, communication, and payment processing. However, not all tools are created with data protection in mind. Before choosing or continuing with a vendor, make sure they are compliant with UK data protection laws and offer robust security features.
Takeaway: For service-based businesses, regularly auditing, updating privacy policies, training their team, and securing communication are essential to keeping client data safe.
One area of compliance that is often forgotten is due diligence, so I thought I would look at one area with some simple steps that can be easily implemented. When purchasing software for your business, due diligence is crucial. By evaluating potential solutions carefully, you can avoid costly mistakes and ensure you invest in secure, reliable, and functional software that supports your business growth.
Here are eight essential steps to guide your decision-making:
1. Check the Software’s Reputation
Before you commit, quickly check reviews, ratings, and feedback from other businesses. This will give you insight into how reliable and user-friendly the software is and highlight any red flags. For small businesses, reputation is everything – so if other companies with similar needs are satisfied, it’s a good sign.
2. Verify the Software Provider
Ensure the provider has a solid track record. Look into their company history, other products, and overall financial stability. A provider with a shaky foundation could leave you with unsupported software if they go under. A small business can’t afford software that disappears!
3. Assess Security and Data Protection
Make sure the software is compliant with industry security standards. If your business handles personal data, ensure the software supports GDPR compliance and protects against threats like hacking and malware. For example, check whether the software uses encryption and offers regular security patches.
4. Evaluate the Software’s Functionality
Ask yourself: Does this software do what my business needs it to do? List the essential features for your operations, then check if they are included. Avoid paying for features you don’t need, but ensure you don’t sacrifice functionality.
5. Test the Software
Always take advantage of free trials or demos to test the software firsthand. Does it integrate well with your current workflow? Are there any bugs or glitches? A small business can’t afford unreliable software – testing is your safeguard.
6. Check for Compatibility
Ensure the software works with your existing tools, systems, and hardware. Is it cloud-based, and does it integrate with your accounting or CRM systems? Compatibility issues can be expensive and time-consuming to fix later.
7. Review Support and Documentation
Is there robust documentation to guide you through setup and troubleshooting? Does the provider offer reliable customer support? Having a strong support system in place can save you a lot of headaches down the road – especially if you hit technical roadblocks.
8. Examine the Licensing Agreement
Carefully read the licensing terms before signing. Are there any limitations on how the software can be used? Ensure you understand any renewal terms, potential hidden costs, and restrictions that could impact your usage.
Why Software Compatibility and Security Matter for Small Business Owners
Skipping due diligence can lead to unexpected costs, security vulnerabilities, or software that doesn’t fit your needs. Following these steps protects your business from these risks and ensures long-term value from your software investment.
Need help evaluating your software options?
Our experts can guide you through the process to ensure you get the best solution for your business. Contact us today to get started!
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