Removing information that you no longer need seems to be quite straight forward. You highlight the name of a file and press the Delete key. That file is gone for good, right?
Actually, not necessarily. Most systems only remove the link to the file. It’s still there until another file is saved over the older “deleted” data.
So how do businesses go about removing data that is no longer needed, once and for all?
Getting rid of data. . .permanently
Files that are never permanently deleted from old computers and devices are a gold mine for hackers. Using the latest data recovery technology, they can recover even the data and files you may have deleted. Here’s are some tips for making sure that delete” really means delete:
Digital Data
Most businesses have policies and procedures in place for disposing of old computers and storage media. Make sure you follow them. Many PC recyclers offer data destruction services and will ensure that any disks, hard drives or other storage media has been destroyed in a way that won’t allow any data to be recovered by hackers or anyone else.
Smartphones
Your phone may have sensitive data even if you don’t store any data files on it. This sensitive data can include emails or text messages, pictures, voicemail, or documents left open in your browser. If it’s time to upgrade to a newer phone, don’t just get rid of your old one or drop it in a recycle bin. Some devices have a remote wipe feature in case they get lost or stolen. Use that to scrub your old phone before getting rid of it. This applies to business phones as well as personal.
Cloud
Getting rid of data in your cloud accounts is more complicated. If, for example, you stop using an online service, data from your past usage is still stored by that provider. At a minimum, you should close your account, but you may also need to contact customer support to find out when closed accounts (and any data associated with that account) are permanently deleted.
For sensitive business information, make sure you speak to your IT support company who will ensure that data is disposed of correctly.
You were swamped all day with work, and now making dinner is staring you in the face.
You’re tired, your family is “starving.”
So you go to the restaurant’s website to order carry out, but you’re slowed down by needing to install yet another app to order carry out from them. Then there it is: the legalese, the permissions. You click “accept” again and again without a thought, just the sound of your stomach growling.
One of those things you probably agreed to in a rush was the app’s privacy policies. Only recently have companies been required to show you their “Privacy Policy” that describes how they’ll handle your data. They may even give you a chance to limit what they can do with your data.
But they’re not just being nice when they do. The primary purpose of privacy policies is to shield companies from legal action. The result is long, boring, complicated policies filled with impossible to read legal gobbledygook designed to get you to click the “ACCEPT” button without thinking.
In the moment, getting some dinner definitely takes precedence over reading a policy. But what’s at stake is your data and your privacy. It can feel like an insurmountable task, but keep reading. We’ve simplified it for you!
If you feel like you don’t have any control over your data, you’re not alone. In fact, four out of five people surveyed recently think they have no control over the data collected about them.*
Actually, we have more control than we might think. We just need the knowledge to decode the secrets hidden in many privacy policies.
Privacy policies’ hidden secrets
Most privacy regulations require companies to disclose:
Types of information collected.
Purposes of collection and use.
How data is collected, like cookies or other tracking technology.
The effective date and validity of the privacy policy.
Possible policy changes and how you’ll be notified if they occur.
What, if any, control you have over data processing.
Security measures that protect information.
What third parties have access to the information, and how they use it.
Terms of sharing your information with governmental agencies.
The people accountable for the organisation’s privacy practices and their contact details.
That’s a lot to wrap your head around. The challenge for people like us is that these disclosures are written by lawyers, and “legalese” is as hard to understand as something written by visitors from outer space.
On top of that, some policies are so involved they contain as many words as you’d find in the chapter of a novel. Facebook’s privacy policy takes about 18 minutes to read. That’s pretty typical when compared to other big companies.**
Thanks to certain requirements in laws like the EU’s GDPR, privacy policies may be getting shorter and easier to read, but for now knowing a few important keywords can help.
Deciphering words that matter
Use your computer or phone’s “Find on page” function to search for these keywords.
Keyword
What it probably means if you see it
Third Parties
Your data is going to be sold to other companies, probably a data broker. These companies collect online data and sell it to pretty much anyone interested in learning more about customers, voters, students, and consumers … like you. It’s legal, but not always honest.
Except
Whatever the policy just said, doesn’t matter. It’s not uncommon for companies to say they won’t sell your data, “except under certain circumstances.” Those exceptions probably make all the difference.
Such As
This sneaky term is used when companies want to give you a few examples, but not the complete picture. It might as well mean “whatever we want.”
Retain
This tells you how long a company will keep your data. Companies should only keep your data for as long as you’re their customer. If longer, they’re mining your data.
Delete
If the company gives you options to delete your data, they’re showing some respect for you. If they don’t, they’re acting like they own your data, not you.
Date
Check the date the policy was last updated. If it’s recent, the company is taking your privacy more seriously. If not, they might not deserve your trust.
Control
This might be the most important word to find because it indicates your options in determining how your data is treated. Many companies have privacy settings, but they aren’t always turned on by default.
What can you do, really?
Based on what you find, you might want to act. Consumers may have limited options, but we’re not powerless.
Take your business elsewhere. Nearly half of us have already ditched companies because of their data policies.*** You can too. Reward companies that do privacy right with your business. When we do, we might help encourage entire industries toward a more ethical future.
Take control. If a company provides options to do things like consent, opt-out, adjust privacy settings, or delete your data, you should take advantage of them. These tools aren’t helping you if you don’t use them. Get in the habit of checking each website’s or service’s options when you sign up.
Be picky. Companies have trained us not to value our data. But think twice before you share anything online. The less data about you out there, the fewer chances it can be used unethically. Even a simple Facebook survey can lead to scandal and disruption.****
Speak up. If you see something weird or alarming in a privacy policy, say something. Your online voice can matter more than you think. Many companies are obsessed with their image, and constantly monitor social media for chatter about them, good and bad. Change only happens when everyday folks like us put pressure on companies to do the right thing and treat us like people … not ones and zeros. *****
*Source: Pew Research Center. Americans and Privacy Report. 2019.
**Source: New York Times. We Read 150 Privacy Policies. They Were an Incomprehensible Disaster. 2020.
***Source: Cisco. Consumer Privacy Report. 2019.
****Source: The Guardian. Cambridge Analytica: how did it turn clicks into votes? 2018.
*****Source. The Verge. How to read a privacy policy. 2018.
Further Reading
Building trust with customers starts with being transparent about how you collect, use and protect their information. Alongside having a clear privacy policy, businesses should also adopt good data protection practices and ensure sensitive information is kept secure.
Data Privacy – Who Do You Trust? – Explore why data privacy matters, how trust influences customer relationships and the steps every business should take to protect personal information.
Top Tips to Protect Your Data – Discover practical ways to safeguard business data, reduce cyber risks and strengthen your organisation’s overall security posture.
A recent survey of 1,000 respondents by McKinsey & Company asked business owners to rank the most trusted industries in terms of protecting privacy and data: The results were eye opening.
Healthcare and Financial Services – 44%
Pharmaceuticals/medical – 22%
Retail – 18%
Technology – 17%
Public sector and government – 11%
Media and entertainment – 10%
Not surprising, healthcare and financial services had the highest ranking with government, media, and entertainment bringing up the rear. But overall, even trust for healthcare and financial services—the highest ranked industries— isn’t all that high.
But where some might see a lack of trust, others will see opportunities. Organisations that demonstrate that they are trustworthy by handling and protecting their customer’s privacy and data carefully can stand out from their competition. It’s pretty simple, really.
Nine out of ten people are more loyal to companies they trust.
If you need some support in giving your customers the confidence that their data is safe with you, get in touch with Digicomm 360.
Further Reading
Keeping sensitive business information secure starts with controlling who has access to it. Strong password management and modern authentication methods help reduce the risk of cyber attacks, protect confidential data and give your team a secure way to access the systems they need.
Multi-Factor Authentication (MFA) Mandatory – Learn why combining password management with multi-factor authentication provides an extra layer of protection against unauthorised access.
Top Tips to Protect Your Data – Explore practical steps every business can take to improve cyber security, reduce the risk of data breaches and keep sensitive information safe.
What is a Privacy Policy? – Learn what a privacy policy is, why every business website should have one and what information it should include to comply with UK data protection requirements.
With more organisations embracing business homeworking and flexible working arrangements, having the right technology in place has never been more important. At Digicomm 360, it’s business as usual. We continue to help businesses remain productive with secure remote working solutions including cloud telephony, Microsoft 365, secure cloud storage and VPN connectivity.
Preparing Your Business for Homeworking
Be prepared
While many businesses are now operating a work from home policy, many are still in the office.
If you fall into this category, you are probably wondering:
What information and systems your people will need to work remotely, and is access secure if they work from home on their own or company devices?
The good news is, Cloud-based solutions such as hosted telephony, Office365, secure cloud storage and VPNs offer you the ability to enforce a truly flexible and mobile workforce – and if you are not already, now is the time to get prepared.
We’ve put together a guide of measures to put in place if you need to increase home working due to self-isolation – which will allow you to continue operating effectively and securely for your customers.
Business Homeworking Checklist
Create a contingency plan: Firstly, address your risks and what processes need to be put in place. Assess how many employees have the equipment and accessibility to work from home – and if they have the means to do so.
Check your hardware: Next, ask if you have all the equipment you need to facilitate homeworking – if not, create a list of technology required. Don’t forget printers!
Check your phone systems: Make sure that your business calls can easily be diverted to a home worker so that you can continue to give service to your customers if your employees can’t get into the office.
Test your homeworkers: Once everything is in place, test that it’s all working effectively. This may include testing personal devices to access company systems securely and checking disaster recovering processes.
Talk to your customers: Issue regular updates to your customers, informing them that you’ve activated internal preparations so it’s business as usual. Highlight the measures you have taken and provide reminders of emergency contacts where necessary.
Train your staff: It’s important that staff are able to use any new systems quickly and efficiently for minimal downtime. Make sure they are up to speed.
Act now: There is a stark difference between being panicked – and being prepared. We’re already seeing an increase in customer requests, so don’t leave your plans until the last minute – act now to avoid the rush.
Whether you’re introducing business homeworking permanently or preparing for unexpected disruption, Digicomm 360 can help you implement secure, reliable remote working solutions. From cloud telephony and Microsoft 365 to VPNs, cyber security and ongoing IT support, we’ll help your business stay connected wherever your team is working.
If you’d like to discuss the best solution for your organisation, please get in touch with the Digicomm 360 team.
Further Reading
Business homeworking relies on the right technology, secure access and effective communication. These related articles explain how modern IT solutions can help your team stay productive wherever they work.
