5 Small Things Businesses Can Do Today to Improve Data Privacy
- Alex Hughes
- 1 day ago
- 4 min read
Data privacy doesn’t have to mean big budgets, complex tools, or scary compliance documents.
In reality, most data breaches don’t happen because of sophisticated hackers — they happen because of small, everyday oversights. A weak password. An old user account. A file shared too widely. A laptop that goes missing.
The good news?
There are a handful of simple actions businesses can take today that significantly improve data privacy — without disrupting how people work.
Here are five small changes that make a big difference.
1. Turn On Multi-Factor Authentication (MFA) Everywhere
If there’s one thing we’d urge every business to do immediately, it’s this.
Multi-Factor Authentication adds a second layer of protection to logins — usually a phone prompt, app approval, or code — so even if a password is stolen, it can’t be used on its own.
Why it matters:
Passwords are still the most common attack point
Phishing emails are getting harder to spot
One compromised account can expose email, files, Teams, and customer data
If you’re using Microsoft 365, MFA is already available — it just needs to be configured properly across all users, including admins.
👉 Small change. Huge reduction in risk.
2. Review Who Has Access to What (Especially Shared Files)
Most businesses don’t have a “data breach” problem — they have an access sprawl problem.
Over time:
Files get shared “just in case”
Former staff keep access longer than they should
External sharing is enabled but never reviewed
Take 30 minutes to ask:
Who can access sensitive folders?
Are ex-employees fully removed?
Are files shared externally that don’t need to be?
In Microsoft 365, this means reviewing SharePoint and OneDrive permissions — something we regularly find hasn’t been looked at since day one.
👉 Data privacy isn’t just about protection — it’s about control.
3. Make Sure Leavers Are Locked Out Immediately
One of the most common (and preventable) data risks we see is delayed leaver management.
When someone leaves:
Their email access should stop immediately
Their file access should be revoked
Their device should be secured or wiped if needed
Even a few hours of lingering access can create unnecessary risk — especially if emotions are high or devices aren’t returned straight away.
This doesn’t need to be manual or stressful. With the right setup, access can be removed centrally and instantly.
👉 Fast leaver management = instant privacy protection.
4. Encrypt Devices (So Lost Laptops Don’t Mean Lost Data)
Laptops go missing. Phones get stolen. Devices get left in taxis.
What matters isn’t if it happens — it’s whether the data is readable when it does.
Device encryption ensures that:
Data can’t be accessed without credentials
Files remain protected even if hardware is lost
Privacy isn’t compromised by physical loss
Modern Windows and macOS devices already support encryption — it just needs to be enabled, enforced, and monitored.
👉 A lost laptop shouldn’t turn into a data breach.
5. Educate Staff on the “Everyday” Privacy Risks
Most data privacy incidents are accidental.
Someone clicks a convincing phishing link.
Someone emails the wrong attachment.
Someone shares a file without realising who can see it.
You don’t need long training sessions — just short, regular reminders that cover:
How to spot suspicious emails
When not to share files externally
Why personal data should stay in approved systems
When people understand why privacy matters, they make better decisions automatically.
👉 Your team is your strongest defence — if they’re supported properly.
Small Changes. Real Protection.
Data privacy doesn’t improve through fear or complexity — it improves through consistent, practical habits.
Most of the steps above:
Use tools you already have
Take minutes, not months
Reduce risk dramatically when combined
At IT Desk, this is exactly how we approach privacy and security: quietly, proactively, and without getting in the way of your business.
If you’re not sure where your gaps are, that’s usually the first sign it’s worth checking.
People Also Ask: Data Privacy
What is the easiest way to improve data privacy in a small business?
Enabling Multi-Factor Authentication (MFA) is the quickest and most effective step. It protects accounts even if passwords are compromised.
Does Microsoft 365 include data privacy and security tools?
Yes. Microsoft 365 includes MFA, encryption, access controls, audit logs, and data protection features — but they must be configured correctly.
How often should user access be reviewed?
At a minimum, access should be reviewed when someone changes role or leaves. Ideally, businesses should review permissions quarterly.
Are small businesses really at risk of data breaches?
Yes. Small businesses are often targeted because they’re perceived as easier to breach and less monitored.
What happens if a company laptop is stolen?
If the device is encrypted and managed properly, the data remains protected. Without encryption, files may be accessible.
