The Importance of Data Privacy When Working Remotely

For many, the coronavirus pandemic has impacted their lives in unprecedented ways. It has disrupted personal and social lives in ways previously unimagined. While the changes to people’s personal lives are palpable and sure to be long-lasting, businesses have also been affected in a myriad of different ways. As offices were forced to close and workforces were ushered into new ways of working, new questions now need to be addressed.

Data privacy has always been a concern for businesses, especially those dealing with sensitive information, but the introduction of remote, or hybrid, workforces presented a more significant issue. Employees were no longer under the same roof and they did not have access to the same safeguards as the traditional workplace. As a result, data privacy was harder to keep tabs on.

Many of the risks stem from the fact that employees will often use public or unsecured wi-fi or shared computers and laptops. Although this is done unintentionally, open networks and shared workspaces present significant risks which can lead to data and security breaches.

As the demand for remote work continues to increase, companies are now seeking out IT solutions to safeguard their sensitive data against potential breaches. At Elements, we also underwent training — as part of the organization’s continuous learning scheme — to better educate ourselves on the threat of data breaches, from phishing attacks and scams to ransomware and other malware.

This addresses an essential aspect of ensuring businesses remain safe and well-guarded when switching to remote or hybrid workforces. Having clear policies, procedures and guidance for staff allow the organization to continue working as a well-oiled machine, regardless of where employees are based. Whether enacted through training or simply guiding and teaching staff about the best ways to keep data secure and private, these actions go a long way to fortifying data privacy in a modern workforce.

In addition to communicating privacy and security measures, using the most up-to-date version of your remote access solution, such as a Virtual Private Network (VPN), and reminding staff to use more complex passwords and changing them regularly, can leave employees less susceptible to data breaches. Wherever possible, be sure to use multi-factor authentication, so you can rest easy in the knowledge that whoever is trying to gain access to potentially sensitive information is required to, and have permission to, do so.

While not all companies, notably smaller businesses and start-ups, can afford to provide every employee with their at-home work set up, corporate cloud storage is another solution. These solutions allow users to access data away from the office, on any device. However, this can be problematic as easing access to sensitive information means, in theory, it is more accessible to the broader public. It can, therefore, end up in the hands of malignant forces. This is where training is necessary; employees should only access this information on trusted networks and in places where it is safe.

In any case, businesses need to adjust to this new way of working. Having a clear data and security policy in place is a must. Further to that, communicating and training employees is essential to the security of any organization.