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Inadequate data protection refers to insufficient measures and controls to safeguard personal and sensitive data from unauthorized access, misuse, or theft.  

The fallout for individuals, organizations, and national security can be devastating.  

This is why it’s critical to be aware of the risks, consequences, and ways to mitigate disaster. 

Ensure your organization’s data is protected. Try WinZip® for free today. 

Why is data protection essential? 

Data protection is more than necessary; it’s crucial to the well-being of your job and your company’s livelihood and reputation. 

From a legal standpoint, failure to protect personal data can lead to data protection violations. This includes laws like GDPR, CCPA, and HIPAA, which can result in severe penalties and fines (among other things).  

If you want to protect your company’s name away from negative press, ensure you’re abreast of current data protection measures.  

Remember that they constantly evolve because the sophistication employed to hack data is always changing. 

When customers entrust your organization with their personal information, they expect you to safeguard it from misuse or unauthorized access. A breach will erode customer trust and your company’s reputation, which can have long-term implications for the health and well-being of the business.  

Unfortunately, a data breach can also be wildly expensive. If the customer’s credentials are compromised, it can hit them hard and have significant financial consequences for the company. 

For example, this includes investigation costs, remediation expenses, potential lawsuits, and increased insurance premiums. 

A comprehensive Data Loss prevention plan will help minimize financial risks and ensure business continuity.  

What are the risks of having inadequate data protection? 

The answer is threefold: inadequate data protection poses significant risks to individuals, organizations, and national security. 

Inadequate data protection can expose individuals to personal information such as names, contact details, financial information, and health records, leading to identity theft, fraud, and abuse by bad actors.    

A Netflix series highlights the rise and fall of a popular yet nefarious dating website, Ashley Madison. It also highlights the ease with which a disgruntled individual obtained millions of pieces of personal data and exposed it to the public to make a point.    

It destroyed thousands of lives, broke up families, and even led to financial ruin for some. 

The risks to organizations are more bottom-line-driven. Failure to safeguard customer and employee data costs money to “fix,” often leads to service disruption, and almost always results in legal liability. 

The longer-term effects are ominous: Your customers will not trust you, and this will further erode your business as they talk about it with others.    

On a national level, data theft, hacking, and misuse of citizen data undermine economic and defense interests, erode public trust, and compromise national security.   

The bottom line is that inadequate data protection stems from excessive data collection, lack of access controls, outdated security practices, and failure to follow data minimization principles. Again, this underscores the importance of implementing policy and training staff for the worst possible scenarios. 

What are the legal consequences of not protecting data? 

The legal consequences of failing to protect data adequately can be severe. Companies are looking at: 

• Regulatory fines and penalties: Under GDPR, organizations can face fines of more than $20 million or 4% of global annual revenue, whichever is higher, for violations like failing to implement appropriate data protection measures. 

• CCPA allows fines of $7,500 per intentional violation and $2,500 per unintentional violation. 

• LGPD in Brazil permits fines of up to BRL 50 million per violation, depending on severity. 

• HIPAA violations related to inadequate safeguards for protected health information can result in fines of up to $1.5 million annually. 

• Civil lawsuits and class actions: Data breaches expose organizations to civil lawsuits from affected individuals for negligence, privacy violations, and deceptive business practices, potentially resulting in massive settlement costs. 

• High-profile data breaches have led to costly class-action lawsuits, with companies paying hundreds of millions in damages. For example, Equifax paid at least $575 million after its 2017 breach. 

• Criminal prosecution: Under specific data protection laws like Nigeria’s NDPR, failure to protect personal data is considered a criminal offense, potentially leading to fines and imprisonment of responsible individuals. 

• Reputational damage: Data breaches and non-compliance can tarnish an organization’s reputation, eroding consumer trust, impacting future revenue, and causing long-term brand devaluation. 

• Business disruption: Regulatory orders like public warnings, processing bans, and forced audits can significantly disrupt business operations during data protection failures. 

That said, by implementing robust data governance, security controls, incident response plans, and adhering to data protection principles, you can mitigate these legal, financial, and reputational risks from poorly constructed data safeguards.
  

Top 7 common data protection mistakes 

Let’s examine some common data protection mistakes, of which there are many. Knowing what the mistakes look like can help you avoid these easy pitfalls upfront. 

1. Simple passwords that are easy to guess, do not enable two-factor or multi-factor authentication (MFA), reuse the same passwords across multiple accounts, and store passwords in plain text files or documents are all easy entry points for sophisticated hackers.   

2. Lack of awareness about privacy risks from cookies and tracking technologies can be damning. Most of us blindly accept all cookies when visiting a new website without understanding their purpose or intended use.
    
   However, this can be a mistake, especially if you aren’t revoking consent or deleting cookies periodically. You may be giving express permission to continue to collect data about you even if you aren’t on that website. 

3. Posting excessive personal details on social media, not reviewing privacy settings on online accounts, and failing to use privacy protection tools like Virtual Private Networks (VPNs). 

4. Neglecting to install the latest security patches and updates can make your devices vulnerable to attack, and continuing to use outdated and unsupported software versions is equally risky. 

5. Opening email attachments or links from untrusted sources is a big no-no, as is providing sensitive information in response to requests from bad actors. 

6. Not wiping data securely before disposing of old devices and failing to encrypt sensitive data stored on devices will make individuals and organizations vulnerable to misuse.  

7. Connecting to public hotspots without a VPN and transmitting sensitive data over unsecured wireless networks can cause trouble. The airport is an excellent example of where you should avoid connecting to a public hotspot.    

To avoid these mistakes, companies and employees should follow cybersecurity best practices, be cautious about sharing personal data online, keep software updated, use solid passwords/authentication, and remain vigilant against phishing and social engineering attempts. 

Data protection is not something you can afford to ignore 

Implementing a comprehensive data protection plan requires a multi-layered approach combining technical controls, governance frameworks, employee awareness, and continuous improvement to safeguard data throughout its lifecycle. 

When considering data protection solutions for your organization, recognize that WinZip® is a leader in the space for a reason.  

WinZip enforces encryption rules, requiring passwords and enabling IT admins to set password strength policies for added security. IT admins can set granular read/write permissions for individuals or groups, controlling who can access encrypted data on removable media.  

Non-encrypted data can be restricted from being written to external storage, preventing data leaks. 

From centralized management and monitoring to secure file sharing and email protection, WinZip offers a comprehensive solution to address inadequate data protection risks across an organization’s data lifecycle. If you need help figuring out where to begin, discover why WinZip is a great place to start. 

Keep your organization’s data protected. Try WinZip for yourself with a free trial. 

Nowadays, companies collect and store an incredible amount of personal information, and accidental data exposure can be devastating to everyone involved. 

How can you safeguard your organization from accidental email leaks, particularly those that can be easily avoided? Read on to learn more about how to survive if you are unable to sidestep disaster.  

Hint: It’s essential to contain the breach immediately, notify the affected parties, and quickly employ stronger security measures. Scroll down for details. ⬇️ 

Protect your organization against accidental email leaks. Try WinZip free today! 

What is an accidental email leak? 

An accidental email leak is the inadvertent exposure of sensitive or confidential information through email. This exposure often results from human error and can have unfavorable consequences for the responsible individual and the affected organization.  

One of the first high-profile leaks dates back to 2018 when the City of Seattle mistakenly provided 32 million email addresses to an individual requesting a specific set of public records.  

As you can imagine, accidental email leaks are a significant source of data breaches and security incidents and are more common than you might think.  

The fact that they are largely a result of human oversight (rather than malintent) emphasizes the need for improved practices.  

If an email is sent to the wrong person or the right recipient receives the wrong attachment, it can create equally significant consequences. 

Education, improved data handling practices, and email security technologies are essential to mitigate this kind of disaster.  

Why do email leaks happen? 

As mentioned above, human error is mostly to blame for email leaks.  

It can involve sending emails to the wrong recipient or attaching the wrong document or file to an email.  

Another culprit is weak security practices, like using recycled passwords that can be easily guessed or breached.  

Misconfiguring software settings or cloud storage can lead to unintended data exposure as well. A lack of proper encryption for sensitive data transmitted via email is a giant misstep. 

Then there are social engineering attacks, which are more nefarious in nature. Phishing emails trick employees into revealing login credentials or downloading malware.  

Social engineering attacks are used to manipulate people into divulging confidential information.  

Let’s not forget inadequate security policies and employee training.  

These attacks are getting more and more sophisticated. 

Lack of clear guidelines and best practices for handling sensitive information via email can lead to unfortunate outcomes.  

Insufficient training for employees on how to identify and prevent accidental data leaks doesn’t help the matter either. 

This can all lead to the unintentional exposure of sensitive information. Addressing the root causes is crucial for preventing these data leaks altogether. 

What notable leaks have made headlines in recent years? 

Headline-making breaches are every company’s worst nightmare. A few notable breaches in recent years include the following examples. 

1. Yahoo suffered three significant data breaches between 2013 and 2016 that affected around three billion user accounts. The leaked data included names, email addresses, phone numbers, encrypted security questions and answers, dates of birth, and hashed passwords. 

2. The Trump White House accidentally emailed “talking points” to Democrats in 2017, exposing sensitive internal communications. This incident has been described as an example of an accidental email leak due to human error. While it did not expose PII or risk an organization’s livelihood, it certainly didn’t help the political climate at the time. 

3. Serco and Sonos experienced incidents where they accidentally exposed customer email addresses in 2020 and 2021. These are strong examples of organizations suffering the consequences of accidental email leaks. 

 These incidents highlight how email leaks can have significant consequences for individuals and organizations alike.  

And sadly, these types of email leaks have become increasingly common, with no end in sight. 

What are the consequences of an accidental email leak? 

The critical consequences of an accidental email leak include: 

Damage to an organization’s reputation and client relationships 

• Accidental email leaks can lead to a loss of client trust as clients become wary of the organization’s ability to handle sensitive data securely. 
• Leaks can result in reputational damage and negative media coverage for the organization. 

Legal and regulatory issues 

• Accidental email leaks may violate data privacy laws and lead to fines or worse for the organization in question. 
• In some cases, the individual responsible for the leak may face legal action or even termination of employment. Yes, even if it was purely accidental. 

Financial costs 

• Dealing with the aftermath of an accidental leak, such as notifying affected parties and implementing remediation measures, can be highly costly to the organization. 
• There may also be indirect financial impacts, such as lost business opportunities due to damaged client relationships. 

Potential exposure of sensitive information 

• Accidental leaks can lead to the unintended exposure of confidential business plans, strategic information, personal data, or other sensitive data. 

Decreased employee trust and morale 

• Individuals responsible for accidental leaks may face disciplinary action, including formal warnings or termination, which can undermine employee trust and morale. 

How can email leaks be prevented? 

 To prevent sensitive data from leaking in the event of an email leak, you should consider implementing the following measures: 

Educate employees on data security practices 

Conduct regular security awareness training. Educate employees on identifying and handling sensitive data, recognizing phishing attempts, and following proper email protocols.  

Integrate a data loss prevention checklist 

Harnessing scattered data and transforming it into streamlined processes can be a daunting task for any IT administrator overseeing data security within their organization. Leveraging a data loss prevention checklist will enable the team to remain abreast of encryption measures to safeguard sensitive data and ensure compliance, stay ahead of potential security risks, and gain insights into data flows beyond the traditional network perimeter.

Enforce strong email security policies 

Establish clear policies on email usage, such as prohibiting the transmission of sensitive data via email if not absolutely necessary, using secure email gateways, and enabling email encryption for confidential communications. 

Classify and identify sensitive data 

Identify and classify all sensitive data within your organization, such as customer information, financial records, and intellectual property. This will help to prioritize protection measures. 

Restrict access to sensitive data 

Leverage access control and extend privileges only to those who need access to sensitive data for their job function. 

Enable multi-factor authentication  

Require MFA for all email accounts as an extra layer of security (beyond strong passwords). 

Only use a secure email solution 

Implement a secure email solution that provides end-to-end encryption, data leak prevention, and other security features to protect sensitive information in transit. 

Regularly back up data 

Maintain regular backups of sensitive data in a secure location, ensuring you can recover from a data leak or breach more quickly. 

What are the six key steps an organization can take to survive an email leak? 

If your organization is involved in a breach, it is survivable but it’s important to act quickly and follow these steps. 

Contain the breach immediately 

• Stop the unauthorized access or sharing of leaked emails. 
• Recover any records that have been exposed. 
• Shut down the source of the leak if possible. 

Assess the scope and impact of the leak 

• Determine what information was exposed and to whom. 
• Evaluate the potential risks and harm to the organization and affected individuals. 
• Get to the bottom of it with a deep dive into how the leak may have occurred.  

Notify affected parties 

• Inform individuals whose personal information was exposed, as required by regulations. 
• Consult with law enforcement if the breach involves criminal activity. 
• Be transparent with clients and the public about the incident. 

Implement a comprehensive prevention plan 

• Review and update policies, procedures, and employee training to address vulnerabilities. 
• Conduct audits to ensure the prevention plan is implemented correctly. 
• Consider changes to service providers or partners involved in the breach. 
• Leverage a tool like WinZip® Enterprise to streamline data management, and ensure sensitive information is protected. Download the comprehensive data loss prevention checklist to see if your organization’s security protocol is up to snuff. 

Leverage email security technologies 

• Use features like delayed send, recipient confirmation, and attachment scanning to prevent future accidental leaks. 
• Implement document security controls to protect sensitive information. 
• Automatically encrypt, compress, and secure attachments and emails using a solution like WinZip® Courier. 

Raise employee security awareness 

• Educate staff on email security best practices and how to identify potential threats. 
• Consider simulated phishing tests to assess and improve employee vigilance. 

By taking these proactive and responsive measures, organizations can mitigate the damage from an accidental email leak. This can better position organizations to survive the incident.  

The key is a comprehensive approach addressing both technical and human factors. 

Knowing what to avoid is half the battle 

Guarding against accidental email leaks is a battle, but winning is possible. Leveraging a tool like WinZip® is an excellent first step.  

It takes the guesswork out of everything from integrated email security features to secure backup options and password protection functionality. 

Because there is no foreseeable end to email leaks, they pose serious risks to organizations, and they are not a facet of security that should ever be ignored.  

The spike and sophistication of cyber threats coupled with growing regulatory and legal pressures is a tricky combination to stay ahead of.  

The stakes are higher than ever for organizations today.  

Still, your organization can certainly put its best foot forward by adopting technical controls and security features, strengthening policies, and employing training and awareness. 

By proactively addressing both the technical and human elements, organizations can tamp down the growing threat of email leaks in the years to come.  

However, email leaks will likely remain a persistent challenge that requires constant vigilance and adaptation.  

Ready to take the first step toward stronger data security? Try WinZip today!