The Fundamentals of data security compliance
General principals of storing user data
- Be transparent about which data you are collecting and for what purpose.
- Only store what you need (if you’re signing someone up for a generic newsletter, do you really need to know their date of birth?).
- Only store information for as long as it is needed. If you don’t need someone’s data, it should be securely deleted. Likewise, if they request for it to be deleted, you should comply with that request as soon as possible (within the limits of the law).
Local laws and governance
Passwords
If you use dozens of apps, it’s still going to be tricky to remember that many ‘memorable’ phrases, so investing in a password manager like LastPass, 1Password or NordPass is always a good move. Password managers store passwords for you, and can generate passwords of different lengths, with combinations of capitals, numbers and special characters to satisfy even the fussiest of websites. Of course, you still need a secure password to get into your password app, so that’s where we can refer back to using 4 words to create a memorable sentence or phrase.
Two-Factor and Multi-Factor Authentication
How secure is your software?
Data security when working with consultants and other third parties
When you work with consultants and other third parties, it’s sometimes necessary to give them access to your systems so they can complete any necessary work. This can feel scary, but there are steps you can to minimise risk.
- If you have a password manager, you can share your login details without allowing people to view your password; the password manager completes login details, but the end user can’t copy and paste the password to use later.
- Only share the level of access needed. Consider whether you need to provide full access to an app (e.g. admin level access) or if there’s a user type with fewer permissions that will work.
- Never share user or client information in a public space. If you post in an online community or forum asking for help with something, never share a screenshot of user data. Most screenshot apps have tools that allow you to blur out sensitive information, so make sure that you do that before posting anything online in a space that isn’t private.
- When you have finished working with an external party, make sure that you revoke any access granted and change any passwords that you shared with them.
Summary
Solvaa: Strategy, Solutions, Support, Education
UK-based Solvaa® is a systems, process and automation consultancy specialising in improving business workflows. Solvaa® works with SMEs worldwide to implement digital tools, better processes, use business process automation and generative AI to boost productivity, enhance lead management, and remove unnecessary time, costs and hassles from stretched business owners’ days.
We help you simplify and streamline existing processes, integrate your business tools to make data transfer more efficient, and automate manual tasks. Our business process automation specialists have extensive experience using multiple cloud-based business tools, including Zapier, Pipedrive CRM, SmartSuite, Xero, Google Suite, ClickUp, Asana, Airtable, Hubspot, Active Campaign, Salesforce, Mailchimp, Quickbooks and many more. We are Zapier Certified Experts, SmartSuite Certified Partners, Pipedrive Certified Partners and Xero Certified Advisors. We also educate teams about using AI in their daily roles, mindset, governance and strategy in our Solvaa AI Academy.
Solvaa® was founded in 2016 by Kelly Goss, a no-code solutions architect, business process automation specialist and author of Automate It with Zapier (first edition) and Automate It with Zapier and Generative AI (second edition).
A thought leader on business process automation and digital adoption, Kelly attended an invite-only Roundtable on Artificial Intelligence (AI) with the UK government at No.10 Downing Street, providing insights and recommendations on how SMEs can benefit from productivity gains by using digital technologies, automation and AI. She has also been invited to speak at the House of Lords and at many other events.
Contact us today to find out how Solvaa can help your business make big savings on operational costs and time, and significantly increase productivity.
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