For Those On The Go:
For rental property owners, protecting tenant sensitive data (SSNs, financial info) is a critical legal and financial responsibility. The best defense against data breaches involves a three-pronged strategy: technical protection (strong, unique passwords and professional-grade anti-malware on all devices), strict protocols for the collection, storage, and secure digital/physical destruction of data, and mandating formal security policies to guide data access and retention limits. Landlords must assume a duty of care to avoid severe legal liabilities and protect tenant trust.
Data breaches are becoming a common problem, a situation that should be a reason for panic for San Antonio rental property owners. When you lease a property, you receive sensitive personal data from your tenants, which may find its way into the hands of identity thieves unless handled correctly. To protect your tenant’s sensitive information in today’s modern environment, either you need advanced IT skills, or you’ll need to start consulting for a property management company that does. Either way, there are several things you need to consider to ensure that your tenant’s personal information stays safe and secure.
1. Use Strong Passwords and Firewalls
The most basic, yet often overlooked, layer of defense lies in your access controls.
- Implement Unique, Strong Passwords: Avoid using simple words, names, or easily identified number sequences (like birth dates or phone numbers). Instead, create complex passwords using a mixture of upper/lower-case letters, numbers, and symbols. The more random your passwords are, the less likely they are to be guessed. Furthermore, never reuse passwords across different accounts. Use a reputable password manager to securely store these complex credentials.
- Enable Robust Firewalls: A firewall creates a strong digital boundary between your computer and the outside network, acting as your primary gatekeeper against unauthorized access. Ensure the firewall is enabled on all devices you use to store or access tenant data. If you are unsure how to configure or maintain your firewall, consulting an IT professional is the safest and most reliable approach.
- Avoid Unsecured Networks: Never access, view, or transfer tenant data while using public, unsecured Wi-Fi networks, such as those found in coffee shops, hotels, or airports.
2. Prevent Malware
Hackers will try to bypass your firewall by tricking you into installing malicious software or giving up your login credentials.
- Install and Maintain Anti-Malware Software: In addition to a firewall, every device used to access tenant data must have high-quality, professional anti-malware and antivirus software installed. This software actively scans files and connections, helping to block threats that might slip past the initial firewall. Crucially, ensure this software is configured to update automatically to stay ahead of new threats.
- Beware of Phishing Attacks: Cyber attackers often use sophisticated emails or text messages (phishing) containing urgent language or unexpected requests. They may send links that download malware onto your hard drive when clicked, or they may direct you to fake login pages. Never click on links or download attachments from unknown or suspicious sources, and always verify the sender before entering login information.
3. Take Privacy Seriously
You may need your tenant’s personal data for good reasons, but you should need a secure system in order to guarantee that you may not accidentally violate their privacy. As much as possible, avoid putting their social security numbers or credit card information in locations that are easily accessible. Be very alert with any documents that may include your tenant’s personal information, particularly phone numbers and addresses, and shred any document you no longer need directly – never throw documents in the trash. Even a minor case of negligence might place you at risk for significant legal liabilities, especially if the privacy breach can be traced back to your information handling practices.
4. Secure Digital Storage and Disposal Protocols
The way you store and ultimately dispose of digital tenant records is often the weakest link in a security chain.
- Use Encrypted Cloud Storage: Avoid storing sensitive documents directly on your computer’s hard drive or desktop. Instead, utilize encrypted cloud storage solutions that offer multi-factor authentication (MFA). MFA requires a second device (like your phone) to verify your identity, making unauthorized access extremely difficult.
- Limit Data Retention: Only keep sensitive data for as long as is legally required by your state’s laws (often 3-7 years after a tenancy ends). After the retention period expires, securely delete all digital files using professional data-wiping software that ensures the files cannot be recovered, rather than just moving them to the recycle bin.
- Backup and Isolation: Ensure all critical tenant records are backed up to a secure, isolated location that is not constantly connected to the internet. This protects your data from ransomware, which can encrypt all files on a connected system.
5. Call the Experts
With so much relying on your desire to secure your tenant’s sensitive information, it may be wiser and more convenient to call in professionals to help. Even though you can arrange and manage all of your own security measures, you may find it far more cost-effective to get a property management company to do all of the essential services you need. National property management firms like Real Property Management have the capacity to produce high-level security for both you and your tenants. Our information security goes beyond even the description given in this section, ensuring that your tenant’s personal information remains safe and secure and giving you 100% satisfaction.
Do you like to learn more about the high-quality services that we offer our property owners and tenants? Call Real Property Management Alamo at 210-600-5672, or contact us online today!
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