Tips to Protect Your Client’s Data When Travelling

In today’s digital age, the ability to work remotely has become a norm for many professionals. While this offers flexibility and freedom, it also introduces significant risks, particularly when it comes to protecting your client’s data while travelling. Whether you’re attending a business meeting in a foreign country, working from a hotel room, or catching up on emails at an airport, ensuring the security of sensitive information is paramount. Here are some essential tips to help you safeguard your client’s data when you’re on the move.

1. Use a Virtual Private Network (VPN)

One of the most effective ways to protect your client’s data while travelling is by using a Virtual Private Network (VPN). A VPN encrypts your internet connection, making it difficult for hackers to intercept and access your data. This is especially important when using public Wi-Fi networks, which are often unsecured and a prime target for cybercriminals.

Before travelling, ensure that you have a reliable VPN installed on all your devices. Choose a reputable provider that offers strong encryption and does not log your activity. This will allow you to access the internet securely, whether you’re in a coffee shop, hotel, or airport.

2. Keep Your Devices Updated

Software updates often contain patches for security vulnerabilities that could be exploited by hackers. Before you embark on your journey, make sure all your devices – including laptops, smartphones, and tablets – are up to date with the latest software and security patches. This includes updating your operating system, antivirus software, and any applications you use for work.

In addition to updating your software, ensure that your antivirus and anti-malware programs are running and that their databases are current. These tools provide an additional layer of protection by detecting and neutralising threats before they can cause harm.

3. Enable Multi-Factor Authentication (MFA)

Multi-Factor Authentication (MFA) adds an extra layer of security to your accounts by requiring more than just a password to gain access. Typically, MFA involves a combination of something you know (a password) and something you have (a mobile device or security token).

Even if a hacker manages to obtain your password, they would still need access to the second factor to log in to your accounts. This makes it much more difficult for unauthorised individuals to access sensitive information. Ensure MFA is enabled on all accounts that store or access client data, such as email, cloud storage, and project management tools.

4. Be Cautious with Public Wi-Fi

Public Wi-Fi networks are convenient but inherently insecure. Cybercriminals often set up rogue networks that mimic legitimate ones to intercept data from unsuspecting users. When travelling, avoid accessing sensitive information over public Wi-Fi whenever possible.

If you must use public Wi-Fi, connect to your VPN first to encrypt your data. Alternatively, consider using your mobile data or a personal hotspot, which are generally more secure than public networks. Always disable automatic Wi-Fi connections on your devices to prevent them from connecting to potentially harmful networks without your knowledge.

5. Use Strong, Unique Passwords

Strong, unique passwords are a fundamental aspect of data security. Avoid using easily guessable passwords, such as ‘password123’ or your date of birth. Instead, create complex passwords that include a mix of upper and lower case letters, numbers, and special characters.

Consider using a password manager to generate and store strong, unique passwords for each of your accounts. This not only ensures that your passwords are secure but also means you don’t have to remember multiple complex passwords. A password manager can also help you avoid reusing passwords across different accounts, which is a common security risk.

6. Encrypt Sensitive Data

Encryption is a powerful tool for protecting sensitive data. Even if your device is lost or stolen, encrypted data cannot be accessed without the correct decryption key. Ensure that all sensitive files on your devices are encrypted, especially those containing client information.

Most modern operating systems offer built-in encryption tools, such as BitLocker for Windows and FileVault for macOS. Familiarise yourself with these tools and use them to secure your data. Additionally, consider encrypting emails that contain sensitive information, using services such as PGP (Pretty Good Privacy).

7. Be Mindful of Physical Security

While digital threats are often top of mind, it’s important not to overlook the physical security of your devices. When travelling, avoid leaving your devices unattended in public places, even for a short period. I’m sure that many readers will remember stories about laptops that have been left behind.  If you must leave your laptop in your hotel room, use a safe if available, or consider investing in a portable laptop lock.

When travelling through airports or other busy environments, keep your devices close to you at all times. Use bags with secure compartments and consider using tracking software that can help locate your device if it is lost or stolen.

8. Backup Your Data Regularly

Regular backups are crucial for data protection, particularly when travelling. In the event that your device is lost, stolen, or compromised, having a recent backup ensures that you can quickly recover your client’s data.

Use cloud-based backup services that encrypt your data both during transit and while it’s stored. Alternatively, you can use an external hard drive for backups, but ensure that it is encrypted and stored securely (the author backs up his data to an external hard drive that then backs itself up to an external server). Set your devices to back up automatically at regular intervals to minimise the risk of data loss.

9. Educate Yourself About Local Laws and Regulations

When travelling internationally, it’s important to be aware of the local laws and regulations regarding data protection. Some countries have strict data privacy laws that may affect how you handle client data while you’re there.

For instance, certain countries may require you to provide access to your devices at border crossings, which could compromise sensitive information. To mitigate this risk, consider travelling with a clean device that contains minimal data, and access client information through secure, remote means once you’ve arrived at your destination.

Conclusion

Protecting your client’s data while travelling requires a proactive approach and a combination of digital and physical security measures. By using a VPN, keeping your devices updated, enabling MFA, and being cautious with public Wi-Fi, you can significantly reduce the risk of data breaches. Additionally, strong passwords, encryption, physical security, regular backups, and awareness of local laws will further enhance your ability to safeguard sensitive information on the move. In a world where data security is increasingly under threat, taking these precautions is not just advisable – it’s essential.