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As a small business owner, you know that your company’s success can depend on data security. But did you know that email is one of the most common entry points for cybercriminals? According to Tessian, 96 per cent of phishing attacks occur via email. That is why small businesses need to be aware of – and protect themselves against – potential email security risks.
In this article, we discuss seven common email security risks that small business owners face today, and how they can protect themselves against them. Now is the time to equip yourself with the knowledge you need to keep your business secure.
Spear Phishing
Spear phishing is an email security risk that small business owners need to be aware of. It is a cyberattack targeting a specific individual, organisation or group. Unlike traditional phishing attempts, spear phishers use personal details and research to make their emails appear legitimate and more credible, in order to gain access to sensitive information such as usernames, passwords, financial details and other data.
The best way for small business owners to protect themselves against spear phishing attacks is to educate their staff about the dangers of clicking on suspicious links or downloading unknown files. Employees should also be trained to recognise the signs of fraudulent emails.
Some common signs: misspelt words or phrases, generic greetings (e.g. ‘Dear Customer’), requests for personal details such as National Insurance numbers or bank account details, requests for payment via channels other than the usual ones (e.g. untraceable money transfer services), offers that are too good to be true (e.g. “Win a free holiday”), and links to websites with unusual URLs or poor spelling and grammar on the page.
Small businesses would also be well advised to invest in email security software to filter out malicious emails before they reach their employees’ inboxes. This software is capable of detecting threats such as phishing scams by scanning emails for spam content, malicious attachments and suspicious URLs.
Finally, companies must establish clear guidelines regarding internal and external email communication. This includes requiring strong and frequently updated passwords, as well as clearly defining the acceptable use of corporate email, such as inappropriate language or personal conversations between colleagues, which could lead to data protection incidents if made public.
Email spoofing
Email spoofing is when a hacker sends emails that appear to come from an official source, such as your bank or another organisation. This poses an email security risk because hackers use it to try to trick you into opening the email and clicking on malicious links or attachments. They can also use it to steal confidential information, such as passwords, credit card numbers and usernames.
Small business owners face a particularly high risk when it comes to email spoofing. Hackers may target small businesses because they know they often have less secure systems, making them easier targets than larger organisations with more sophisticated cyber security protocols.
Using email security protocols and tools is the best way to protect against email spoofing. By setting up a secure mail server, businesses can protect their emails from being intercepted by hackers. An email encryption service can also help ensure that emails cannot be read or tampered with whilst in transit.
Businesses should also check incoming emails before clicking on any links or opening any attachments, and ensure that all software and operating systems are kept up to date with the latest security patches. Finally, small business owners should consider implementing two-factor authentication for their email accounts to make it more difficult for hackers to gain access.
Malicious infections
Malware infections are computer programs or pieces of code that can cause damage to devices and the data they contain. They pose an email security risk to small business owners because criminals can use malicious emails to gain access to sensitive information, such as customers’ credit card numbers or staff records.
One way to protect against malware is through email scanning, which involves checking incoming and outgoing emails for malicious links or attachments. If a malicious file is detected, we can prevent it from entering the system, thereby minimising the risk of infection.
Small business owners should also consider using antivirus software on all their devices – this helps to detect any malicious applications that may have been downloaded without their knowledge. It is also important to keep all software up to date with the latest security patches; some viruses exploit vulnerabilities found in outdated software versions.
Ransomware attacks
Ransomware is a type of malicious software that locks users out of their computer data in order to extort money until the ransom is paid. This is an email security risk that small business owners need to be aware of, as it is becoming increasingly common (and can often have serious consequences, such as bankruptcy). What makes ransomware even more dangerous is the fact that it can take many forms and originate from various sources, making it difficult to defend against.
Ransomware attacks are typically spread via phishing emails or malicious links that appear legitimate. However, if you click on them, the malware will encrypt all the files on your hard drive, meaning you will be unable to access your data unless you pay the ransom. Once installed, the ransomware can spread to other devices on the network.
“To prevent ransomware attacks, small business owners should consider implementing a comprehensive backup and recovery plan,” says Tom Golubovich, Head of Marketing and Media Relations at Ninja Transfers. “Regularly performing backups of your files ensures that, should you fall victim to a ransomware attack, you will still have access to all your data and be able to restore it quickly.”
The best way to protect yourself and your business against ransomware threats is to take a proactive approach to security. This means regularly checking for potential threats and updating your software with the latest patches and security updates.
It is also vital that everyone in your organisation understands how phishing emails work and how to recognise them before clicking on any suspicious links or opening any attachments sent via email. Providing staff with appropriate training goes a long way towards reducing the risk of ransomware attacks within the organisation.
Insecure Wi-Fi connections
Unsecured Wi-Fi connections do not require a password to access the internet. This is common in cafés, hotels, airports and other public places. Unfortunately, whilst they may seem convenient and free – particularly when you’re just starting out in business – unsecured Wi-Fi connections pose a serious security risk to small business owners who send or receive emails.
If you use an unsecure connection, all data passing through it is broadcast openly, which means that anyone with malicious intent can easily intercept it and steal confidential information, such as passwords and account numbers.
What’s worse is that, as this type of attack takes place via a wireless connection, the hacker can access sensitive data even if they are not physically nearby – they simply need to be within the range of the same unsecured network.
Small business owners can best protect themselves against such attacks by using secure Wi-Fi networks wherever possible. Look for networks that require a password before granting access; these usually have some form of encryption enabled, so that data sent or received via them will be safe from prying eyes.
You should also consider using a virtual private network (VPN) service when connecting to public Wi-Fi networks – this provides an extra layer of security by further encrypting your online activity. Finally, ensure that you only send confidential emails via a secure network or an encrypted email service to ensure your messages are as secure as possible.
Insider threats
Insider threats refer to any malicious activity carried out by an employee or insider within a business. These are one of the most significant email security risks faced by small business owners, as they can easily be exploited due to a lack of resources and inexperience in dealing with this type of threat. Insider threats can range from data breaches, stolen passwords or malware attacks to disgruntled employees leaking confidential information.
Small businesses can protect themselves against these types of threats with robust multi-factor authentication systems. Authentication systems help protect an organisation’s email system from unauthorised access by requiring users to provide multiple forms of proof before they are granted access to confidential data.
This may include two-factor authentication, which requires the user to enter a username and password, as well as a one-off code sent via text message or email.
In addition, businesses must have well-defined policies governing employee conduct. These policies must contain clear rules on what information employees may share with outsiders and what activities are prohibited in the workplace. Businesses must also regularly monitor their emails and employees’ behaviour so that they can quickly identify any suspicious activity.
According to Jarret Austin, owner of Bankruptcy Canada: “Treating email security as a priority is essential for businesses. Businesses must have the appropriate tools, policies and procedures in place to protect themselves from malicious threats. In the long run, it is worth investing the extra time and effort to ensure that emails remain secure.”
It is also wise for companies to invest in software solutions specifically designed to detect insider threats, such as data loss prevention (DLP) tools. DLP tools help organisations identify the misuse of sensitive data or unauthorised access to it.
Poor password management
Poor password management poses a serious email security risk that small business owners should not take lightly. This refers to the use of weak passwords, sharing passwords and using the same password for multiple accounts. This increases the risk of unauthorised access to confidential data and can have serious consequences for businesses of all sizes.
Weak passwords are easy to guess and are not secure enough to protect sensitive information. Common examples include personal details such as a date of birth or a pet’s name, or the use of simple phrases such as ‘password’ or ‘12345’. Sharing passwords with anyone who does not need them also increases security risks.
To protect against such threats, small business owners should always use strong passwords and never share them with anyone they do not trust. Strong passwords consist of at least 12 characters, including letters (both lower-case and upper-case), numbers, symbols and spaces. It is also important to use different passwords for each account so that if one is compromised, it does not put the others at risk.
It is also wise to enable two-factor authentication on every account where possible, as this provides an extra layer of protection in the event that someone does manage to guess the password correctly. Finally, small business owners must ensure that their antivirus software is up to date and must regularly run scans for malware that may attempt to steal their data or hijack their accounts.
Conclusion
Small business owners face a number of security risks relating to email, but with the right strategies, they can protect their organisations from these threats. By using strong authentication systems, implementing appropriate staff policies, investing in detection tools and providing regular security training, they can help ensure that their confidential data remains secure. These steps help small businesses to keep their email communications secure and protect them from malicious attacks.