How to ensure data doesn’t fall into the wrong hands

Cyber Crime and identity theft is at an all time high, we can’t stress the importance enough of ensuring that your data is protected at every stage of its journey, from the start of the data being transferred to the disposal when it’s finished with. Breaches of the data protection act more often than not only come to light once the damage has been done, so it’s best to ensure the safe transfer of your data at every point possible. 

As a business you have responsibilities and legal obligations to ensure the safety of the data which you process, including employee data. 

As a payroll bureau we have to ensure the data we receive and process is safeguarded. The law requires employers to provide employees with a payslip on or before the date in which they are paid, as per The Employment Rights Act 1996. This legal requirement precedes the need for employees consent to processing their data for the purpose of creating their payslip. 

Sage Accounts Solutions Limited, for example, will not under any circumstances communicate any personal data about employees via any method which is not secure. The transmission of data from us to our clients will either be by a password protected document or by using an end-to-end encrypted message such as encrypted emails or by WhatsApp. We can’t control how our clients send data to us (we can give them guidelines and advice), but we can control how we communicate this type of data to them.

It’s important when processing personal data that your software is up to date and security protected.

GDPR ensures the following rights to protect individuals personal data:

The right;

  • To be informed
  • Of access
  • To rectification
  • To erasure
  • To restrict processing
  • To data portability
  • To object
  • And rights relating to automated decisions and profiling

As a business and the data controller you will need to ensure compliance in the event of an investigation from the ICO (Information Commissioner’s Office).

Here’s a few tips to help you ensure your data is protected:

  • Ensure that only the people that really need to are given access to your data. The more people that have access to it, the more chance there is of your data being breached or corrupted. 
  • Don’t give out your passwords to anyone, and if you really need to share your password ensure that you use encrypted software. LastPass is a great way to keep your passwords safe and share them with your team and associates. 
  • Take precautions such as installing anti-virus software on all of your devices
  • Destroy data securely 

Although breach of data can happen at any point during the data process, it’s more likely to happen at the end, so it’s vital to ensure that you dispose of data safely and securely. 

For example, we ensure that all paperwork is shredded by an external supplier who provides us with certification to prove that the documents have been destroyed securely. 

If you have any questions about how we ensure our clients data is safeguarded then please get in touch!


“Any advice relating to accounts or tax should be sought from your tax accountant. Sage Accounts Solutions Limited will not be held responsible for any loss or damage caused as a result of the information contained herein.”

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