Introduction
As users of our platform, your security and the protection of your financial information are of utmost importance to us. Cyber threats and fraud are ever-present risks, especially when it comes to sensitive information like financial details.
This fraud prevention plan aims to educate and guide you on best practices to ensure your financial details remain secure.
The most important measure in protecting against fraud is keeping your financial details safe and secure. If you do need to share financial information with your clients, you should do this in a safe protected manner. The best way is to only display your financial information in the client portal. We advise that you never send bank details or other financial information in an email.
Why You Should Never Include Financial Details in Emails
Emails are inherently insecure and are a common target for cybercriminals. Here are key reasons why you should never send financial details via email:
Email Interception: Emails can be intercepted by hackers through various methods, such as phishing attacks, malware, and unsecured networks.
Email Phishing: Fraudsters often use phishing techniques to deceive users into disclosing sensitive information. Email is a common medium for such attacks.
Unauthorized Access: Emails can be accessed by unauthorized individuals if your email account is compromised or your email passwords are not updated regularly and securely. You should also hold these levels of security around third-party IT support agents you use.
Permanent Record: Emails often remain stored indefinitely, increasing the risk that sensitive information could be accessed in the future if the account is hacked.
Other Options
If you need to share financial details you are best using one of the following methods.
SmartDoc: Include financial details in the body text of a SmartDoc
Page: Add a link to a BriteBiz Page that has your financial information
Best Practices for Protecting Financial Information
To protect your financial information, adhere to the following best practices:
Use Secure Communication Channels:
Only use encrypted and secure communication channels provided by BriteBiz (ie client portal) for sharing sensitive information.
Enable Two-Factor Authentication (2FA):
Enable 2FA on your email accounts to add an extra layer of security. This ensures that even if your password is compromised, unauthorized access is prevented.
Educate and Train Staff:
Regularly educate and train your staff on the importance of data security and the risks associated with sharing financial information.
Regularly Update Software:
Keep all software applications updated to protect against known vulnerabilities and security threats.
Use Strong Passwords:
Ensure that all accounts are protected with strong, unique passwords.
Regularly update passwords and avoid using the same password across multiple platforms.
Handling Suspected Fraud - 6 Step Plan
If you suspect that your financial information has been compromised or you receive a suspicious email requesting financial details from a third party. If your clients receive suspicious information pretending to be from you, asking for payments, take the following steps 6 steps immediately:
Do Not Respond: Do not reply to or engage with the suspicious email.
Report the Incident: Report the suspicious email to your IT department or security team for internal fraud review. If you suspect that the email may relate to our platform, please immediately also send the email to hello@britebiz.com where we will address the matter with priority and return a Fraud Investigation Statement to you as quickly as possible. This statement may include recommendations that we have for your internal systems to review.
Change Passwords: Immediately change your passwords for the email account and any other accounts that may have been compromised.
Notify Customers: Depending on the nature of the fraudulent activity, if you think the matter could extend to your entire customer base of future bookings, we recommend that you notify all customers immediately of the nature of the fraud and make them vigilant. Tools in BriteBiz allow you to do this very quickly.
Monitor Accounts: Monitor your financial accounts for any unauthorized transactions and report them to your financial institution.
Police Report: Depending on the nature of the fraud, you should also consider filing a Police report. This is a matter of internal evaluation.
Conclusion
Protecting your financial information is a shared responsibility. By following this fraud prevention plan, you significantly reduce the risk of fraud and ensure that your sensitive information remains secure.
Always prioritize secure communication channels, educate your staff, and stay vigilant against potential threats. If you have any questions or need further assistance, please do not hesitate to contact our support team.