Lock It Down to Scale Up: How Remote Companies Can Secure Their Data
Take these simple steps to maintain data security and compliance so that you can build and scale remote teams.
Like your neighbor’s Wi-Fi, today’s best talent is unconstrained by borders. More teams are communicating and collaborating digitally, whether they live in the same city or are spread out across the globe. As a result, many companies are wondering if they need to level-up their data security practices to accommodate their remote workforce. With the right mindset, tools, and processes, you can protect your company data while remaining compliant as you build a digitally connected workforce. Let’s dive into some very doable strategies that will help you get the most out of your world-class talent while keeping your data safe and sound.If your teams are collaborating remotely, these cybersecurity best practices are worth adopting:
1. Know and comply with data regulations
Data privacy laws aren’t just suggestions. They’re legally binding, and the penalties for non-compliance can be severe. Here’s how you can stay on the right side of the law:- Conduct regular audits of your data policies and practices to ensure compliance with local data protection regulations. For example, GDPR has specific rules on how employee data must be collected, stored, and shared.
- Partner with a trusted HR and payroll vendor like Plane. We take the compliance burden off your shoulders, ensuring you’re aligned with local laws while maintaining efficient operations. Bonus: Plane is SOC 2, Type 2 compliant, which is the gold standard for data protection.
2. Use secure collaboration tools
When team members are dispersed across the globe, fluid communication and collaboration tools are essential — but they must also be secure. Here’s how to keep things locked down:- Choose encrypted communication platforms and file-sharing tools. Encryption ensures that even if data is intercepted, it’s unreadable to unauthorized parties.
- Use VPNs and secure cloud storage solutions to protect your data during transit and at rest.
3. Establish clear data access policies and controls
The principle of least privilege (PoLP), which essentially just means “only give your employees access to the info they need,” is your best friend here. Not everyone on your team requires access to all your data.- Define levels of permission and grant access based solely on job requirements.
- Regularly review and update access levels to ensure that only the right people have access to sensitive information. Plane’s role-based permissions make this process seamless, offering built-in controls to manage who can access what.
4. Data security training and awareness
Your employees can either be your first line of defense or your weakest link. (Pro-tip: Make them your first line of defense.) So make sure you’re doing everything you can to equip them with the knowledge they need to keep data secure:- Integrate cybersecurity training into your onboarding process. This training should cover recognizing phishing attempts, creating strong passwords, and knowing what to do if employees suspect that data has been compromised.
- Schedule regular refreshers. Cybersecurity isn’t a one-and-done lesson — new threats emerge all the time. Plane, for instance, conducts routine training sessions to keep employees up to date.
- Enable multi-factor authentication (MFA) to enhance system security. With MFA, employees must verify their identity via an additional method, such as a code sent to their mobile phone, after entering their password on a different device. This extra step is simple yet highly effective in preventing unauthorized access.
5. Have a system for monitoring and responding to incidents
Even the best defenses can’t guarantee 100% security. That’s why it’s crucial to have a plan for when things go wrong:- Use automated monitoring tools to detect unusual activity in real time. (Examples include Splunk, CrowdStrike, Darktrace, and AWS GuardDuty.) Early detection can make all the difference.
- Periodically test your employees’ ability to identify threats. For example, some companies send out simulated phishing emails to gauge how their team responds.
- Develop a clear incident response plan. This plan should outline the steps employees need to take if they suspect a data breach. Regularly update and communicate this plan to both domestic and international team members.
What are some data security priorities for international teams?
Whether you’re operating within a single country or internationally, the digital landscape is flat. That means all organizations should be proactively protecting their data from global threats while also following regulations as they do business in other countries. Nonetheless, companies working with international employees, contractors, vendors, and/or customers around the world should pay extra attention to:- Regulatory Complexity: More governments are enforcing their own laws around data transparency and security. Europe’s General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA), and other country-specific data sovereignty laws need to be followed if you’re doing business (including hiring) in those regions — and ignorance isn’t bliss when fines are involved.
- Cross-Border Data Transfers: Moving sensitive information across borders exposes it to risks of interception and regulatory scrutiny.
- Broader Attack Surface: More endpoints (hello, remote devices!) mean more opportunities for bad actors to exploit vulnerabilities.
Integrate data security into the culture of your business
By adopting these data security best practices, you’ll not only minimize risks but also build a culture of trust and accountability across your organization. With the right processes, people, and partners in place, your company can enjoy secure, compliant, and efficient global operations.Related articles
From startups to beyond, US companies of all sizes use Plane for global payroll, benefits and compliance.
How Global Hiring Has Evolved Since the Pandemic — and the Opportunities Ahead
Working from home became the norm in 2020, which paved the way for a global hiring trend that shows no signs of slowing down.
Before Hiring an Employer of Record, Understand Their Upfront and Hidden Costs
Using an EOR to hire internationally can be a super smart idea — just make sure you know the costs before you get started.
The Most Common Misconceptions About Hiring Globally, Debunked
Don’t let these myths hold you back from all the benefits of international talent.