by Zoe Zorka
When running a small business or any business for that matter, you need to be very, very careful with your customer's data. Depending on where you are in the world, you will have various different laws, and legislation to follow that ensures this is the case. If you aren't careful with customers details, then you may find yourself in a lot of trouble with the law. So it's always best to start off on the right foot. What ways are there to keep customer data safe? Why is it so important? And also what can we do in the future to make sure there aren't any mistakes in this area?
Photo by Chris Liverani on Unsplash
CRM
Whatever the reason you need to hold customer data for, you should avoid writing things down on paper at all costs. You may need to take payments, and delivery addresses, for example, but at the very beginning of your business, you should discover a CRM that suits your needs. This CRM system should enable password protection and encryption where possible. Gaining an IT Professionals opinion may be useful here. However guarding customer data as best you can, is your responsibility, and not want to take lightly.
Security Software
There are many pieces of software that you can choose from, which ensures the safety of any data you hold. There are firewalls, encryption software, and of course VPN software such as the one mentioned here in this surfshark review. There are many different types of VPN software, so reviews can be very useful in describing the pros and cons of each one. It is important to remember that different operating systems can need different solutions. When looking for the best VPN for Mac, it might be a different solution than for a PC. All of these options, incorporated together, will keep your security systems on track. Don't forget it's not always just about having the systems in place, it's equally as essential to ensure somebody is monitoring, and keeping these systems updated as you go. Nothing is 100% Secure, but if you make sure that every single piece of information that you hold, is protected to the best of your ability, then you can relax knowing that everything is safe.
Best practice
It's always best to make sure that you don't leave paperwork lying around. Obviously, this means that nobody can get hold of data they shouldn't have. But making sure your laptops, desktops and phones or have password protection, and automatic screensavers that lock you out after a certain amount of time dramatically reduces the risk of anyone gaining access to your CRM and security software. This also extends to the essential best practice, such as shredding any paperwork you may need to have. And also keeping a clear desk policy in the office. Whatever ways you wish to keep your processes secure, needs to be communicated to your team, customers and potential customers and your contractors or suppliers. This is because communication is vital, and to ensure you don't end up with a prosecution against your name, it's essential to implement best practices sooner rather than later.
Minimal handling
When she received some data, whether it be directly from the customer or a supplier, for example, then you are going to need to handle it with as few steps as possible. This reduces the "Touch points "which means there is less likelihood of this data being stolen or looked at by the wrong people. Even if it's something simple such as a small order for something seemingly insignificant, it is the customers right to ensure the details are kept private. Keeping this at the forefront of your mind at all times will prevent accidents and slipups in the workplace, this is great news because you should always be able to work on the business side of things, to progress and reach your goals.
Responsibilities
Knowing your responsibilities of the self-employed, or business owner, is the best preventative measure you can take when it comes to data. There is no end of training courses, online resources, and advice that you can learn from. The law and legislation are there for a reason, and you must adhere to it. Knowledge is Power, and if you take a little bit of time, it will save you a lot of problems further down the line. Reassess your processes and procedures, and once you've worked out where your weaknesses lie, then you can begin to build upon the work you've already done. The responsible business owner will know exactly what is required of them. And since this sort of information is updated regularly, then it's highly recommended new update your own training and knowledge to.
Don't forget that you need to let your customers know exactly what you do with their data, and why you need it, mostly this is just to be able to provide the service to your customers, but of course, data is a great tool when it comes to marketing. If you are going to utilise this tool, you must do so in a responsible way.
